Here are some of the City staff responses to the 2020 BUDGET questions that three Oshawa Councillors submitted. Copied Below: (Numbers 1 and 2 are from Councillor John Neal; 3 to 10 from Councillor John Gray; and 11 and on - from yours truly) It would be good to find out from those interested in the City's finances about what info contained in the 46 answers intrigues them too:
1. What Is the amount outstanding and the payment schedule that Oshawa still owes the Region for the Transit lawsuit?
The Transit lawsuit was settled in 2018 for $6.2M payable by the City to the Region. An up-front payment of $2.0M was advanced in 2018. The remainder was to be paid over10 years. In 2019, we paid $420 ,000; the balance currently outstanding is $ 3.78M.
2. What is the amount in our Budget and on what page that shows the payment to the Region for the 2020 Budget, and the amount?
2020 budget Includes the second Installment of $420,000 and can be found In the Corporate Expenditures section (page 5)
3. When responding to emergency situations on the 407, does Oshawa Fire Services get billed?
OFS Is not billed. OFS has the ability to bill the MTO for the response. The MTO will process the charges through the insured party. Where municipalities overlap i.e., Oshawa and Clarington, the service first arriving on scene and performing emergency operations would bill the MTO.
4. If we get billed, is this consistent across all communities through which the 407 passes? Further, If we get billed does this get sent to the vehicle owner or Insurance companies?
Yes, the recoverable FireMarque system was under review and subsequently we did not recover normal amounts. Recovery on false alarms calls has seen a reduction due to the positive work under our first two lines of defense; prevention, education and enforcement which has had an impact on.
5. Firefighting recoveries achieved only about half of the expected target, could this be explained?
2020 budget is forecast to increase by $25k -better-maintained fire alarm systems resulting in a decrease of billable responses.
Billable responses on the407 /401 are dependent on the amount of over 2019 actual. Is this a reasonable expectation?
Less calls, less revenue. With FireMarque now approved for billing, we expect an Increase in recoveries over 2019 actuals.
6. Firefighter overtime costs, I did not see any breakdown in overtime costs for fire suppression In 2020. Have staff or Fire Chief done an evaluation of the current overtime expenditures to see If It is still more effective to have OT versus hiring additional firefighters? Of the current staff complement in fire suppression, how many vacancies do we currently have? If vacancies exist will they be filled soon?
The following types of absenteeism drive overtime: Unexplained absenteeism prior to the start of a shift; WSIB, LTD, Long- and Short-term illness; Bereavement; Holiday lieu, Vacations; Modified duties; Communications back filled by trained firefighters.
The attendance support/management program tracks all absences manually, The cost of one firefighter annually Is approximately $130,000. There Is no evidence supporting the theory that adding staff will have a direct impact on reducing overtime. In addition, when hiring additional staff there may be other costs Involved with equipment, such as the possibility of purchasing additional fire truck, bunker gear, uniforms and training.
Currently we have one (1) vacancy, due to a resignation. To minimize recruiting and training costs, we generally recruit when we have a group to fill several vacancies. Training one firefighter ls not only time consuming, but costly and Ineffective. Following a review of our recruiting process two years ago, our current system to replace staff Is much more effective and efficient. Savings are realized in both time and associated costs In testing within Fire Services and Human Resource Services, We are limited to long term planning on recruitment as staff often only provide 2 weeks' notice or less on retirement. The only concrete number we can rely on Is normal retirement age 60 for firefighters.
7. Fernhill Park clubhouse roof at $75k, This roof reminds me of a large resldenllal roof so it appears way over priced at this amount.
The roof system Is a flat 3,000 square foot built up roof. The estimate has been provided by our roofing consultant and Is consistent with the cost for the Valleyview roof al $25 / square foot ($65,000) which was replaced this year. Construction consist of new two-ply deck, poured bitumen and gravel surface, and new metal coping and flashing. The estimate also allows for unforeseen structural defects below existing surface, The City will bundle the project with other roof projects to ensure a competitive price and will oversee the project as outlined In the Oshawa Central Council of Neighbourhood Associations agreement Section 12.02 (bl (Iv).
8. Union Cemetery, with the recent fee Increases for Interment space, interments, and markers, has this been adjusted in the revenue forecast for 2020?
Yes, the revenue projections were adjusted to Include the Increases in the General Fees and Charges By-law
9. Municipal Parking, the projected actuals for 2019 are estimated to come In at 689k but only projected at 444k for 2020 . Is there a reason that we cannot achieve similar results for 2020?
The $444 ,463 is the 2020 base budget whereas the proposed 2020 budget is $587,780. The main reasons that the $587,780 is lower than the 2019 projected actuals of $689,229 is due a reduction In rental revenues, Increased lot maintenance and security fees and the commencement of interfund note payments related to parking transponders and equipment.
10. Are there any lnterfund notes that we could pay down using the rate stabilization account such as Inter-fund on Firehall #6? How much interest would we save that could reduce the tax levy impact?
The lnterfund Note for Fire Hall number 6 has a principal balance remaining of $2.087M and could be paid out by using the Tax Rate Stabilization Reserve which currently has an uncommitted balance of $5.5M. The tax levy impact would be a reduction of $377,000 annually.
11. What are the Corporation of the City of Oshawa annual utility payments to Oshawa PUC for 2018 and 2019 and what is the estimate for 2020?
2018 Actuals= $3,475,135
2019 Projected Actuals = $3,406,569
2020 Budget = $ 3,538,300
12. What is the City’s total annual kw/hr measurement of electricity usage for 2018 and 2019?
2018. City consumed 46.4 GWh.
2019 data is currently being compiled and analyzed.
13. What number of facilities are included in the bills for the two questions immediately above?
All 104 facilities in the FMS portfolio
14. What facilities have been added or dropped from the facilities roll in Questions 1 and 2 above from 2018 to 2019?
None
15. What city facilities have tenants responsible for their portion of utilities?
Every lease ls negotiated Individually and approved by Development Services Committee and If greater than $75K per year approved by Council
16. Is there a City employee who has carriage of negotiating a BELL rate reduction? If there is, who would that be and have BELL rates recently been negotiated?
The City is currently under contract with Bell for telecom line services as a result of a public competitive process in 2016 in accordance with the Purchasing By-law
17. What are the total property tax charity rebates for 2018 and for 2019, and what is the estimate for 2020?
2018 = $54,296.35
2019 :: $61,796 94
2020 Budget = $65,000
18. How many City of Oshawa properties qualified for a charity rebate in 2018 and in 2019 and what is the estimate for 2020?
2018= 28
2019 = 28
2020 = estimated 30
19. What are the total annual ARB property tax reductions for 2018 and 2019 and projected for 2020?
2018 = $392,202
2019 = year to date actuals $877,878
2020 Budget $1,300,000
20. What are the total property tax grant amounts for low income seniors and disabled property owners for 2018 and for
2019 and projected for 2020?
2018 = $254,125
2019 = $247,170
2020 Budget • $270,000
21. Under what line(s) in the Budget do the 2020 estimated amounts for (the three Questions immediately above) appear in the 2020 Budget? Program 107
22. Further to Questions above, do you have you a tally of the number of properties receiving a rebate that are registered as Charitable corporations and the number that are registered as non-profit corporations? This further to our conversation last week, when I touched on this topic. It seems the City does not distinguish between registered charitable corporations and registered non-profit corporations. I would like your clarification whether the City has a choice in rebating some not-for-profits that apply to the City for a rebate, as this statement appears on the Province’s website https://www.ontario.ca/page/not-profits-taxes-and-exemptions under “Potential Property Tax Rebate” “Registered charities paying property taxes directly, or indirectly as tenants, are eligible for a minimum 40% rebate under Ontario’s Municipal Act and City of Toronto Act. Individual municipalities may also allow not-for-profits that are not registered charities to qualify for a rebate”
All City of Oshawa Charity Rebates granted are Registered Charities with Canada Revenue Agency. None of the Charity Rebates granted are Not•for profit organizations,
23. ...as a follow up to certain projects in the 2020 Capital Budget, such as 10-0073, considering how it is common for leases to include TMI, do any of the tenants in city facilities have leases that include TMI, and any that include triple net TMI where the tenant is responsible for such expenses as maintenance and repairs of HVAC, roof, elevators, etc.?
Every lease is negotiated individually and approved by Development Services Committee and If greater than $7SK per year approved by Council
24. if an elevator is installed in the airport terminal building for accessibility, will the City take steps to add the maintenance and repair of it to the tenant’s leases if there is not already a condition in the lease that applies?
An elevator already exists at the OEA. Ongoing maintenance and repairs are the responsibility of the City. Leases are already negotiated
25. As there were a couple staff comments in the Nov 4, 2019 Budget presentation about savings related to the Municipal By-law Enforcement department’s move to 199 Wentworth St. at what point did the City’s financial obligation to the landlord of 44 Simcoe St. S. end in 2019 and are there any continued expenses in 2020 related to the lease of 44 Simcoe St. S.?
The expenses in 2020 are $105,000 as the lease ends November 30, 2020
26. Re Capital Project 11-0028 how does the $65,000 proposed for replacing the overhead doors at Fire Hall No. 3 compare to the cost of the replacement of overhead doors at Fire Halls 1, 2 and 4 which have been completed?
Orlglnally tendered In 2016, the average cost per door was $14k. Escalated@ 4%/year to 2020 is approximately $16k per door, x 4 doors js $64k.
27. In the 2019 Budget for example:
a) there was a Capital Project to replace the Airport Terminal Building windows and this year a Capital Project 10-00073 in the amount of $1,200,000 to replace rooftop units that service the terminal Building Automation System; and
b) last year there was a Capital Project to repair accessible ramps at the Robert McLaughlin Gallery and this year there is the 2020 Capital Project 10-0037 for $500,000 to complete HVAC modifications…
Is there an inventory reference list of the city facility assets, which Mr. Alexander mentioned at the Nov 4, 2019 Council meeting total 104 facilities, that indicates at a glance which ones the City is spending money on year over year?
Through report FIN-19-84, Capital Project Reporting. will provide capital spending updates to Council.
28. If not, for each term of Council’s better understanding and tracking of where funds are being spent on facility maintenance and repairs, could such a list be compiled?
Through report FIN-19-84, Capital Project Reporting. will provide capital spending updates to Council.
29. Further to these examples, could there be clarification on what are described as ‘modifications’ to the Gallery HVAC in 2020 Capital Project 10-0037 – is it repair work? Could there be elaboration on the Airport Terminal’s BAS replacement…are they similar to the Gallery HVAC? and why is the Gallery’s Score rated higher at 66 and the Airport’s lower at 56, but the cost at the Airport more than double? Is it that the Airport has more units than the Gallery? Is that it includes more than one building at the Airport?
Project 10·0037 Involves modifications to the existing system (cooling control valves, dampers, chiller condensers, and system redundancy In the Art storage Vault), to better control temperature and humidity, This project scores higher than the Airport HVAC system due to potential damage to Artwork, and Impacts to Class A status. Although the Airport HVAC is essential to the comfort of Its occupants, its functionality does not impact Airport operations. Project 10-0073 includes complete replacement of two rooftop units, the addition of zoned temperature controls, and upgrades to the BAS system.
30. Also, further to the reference in the 2020 Capital Project 10-0037 re the Robert McLaughlin Gallery lease dated Sept 1, 2003, what is the term of the lease?
The Lease term is 20 years and expires December 2022.
31. Given the number of HVAC unit repairs and replacements last year and this year, is the City able to receive bulk pricing on these costs? Or, are they going out for tender individually? How many HVAC and BAS
The strategy is always to align projects for better pricing and to accelerate schedule, when possible. However, unlike common boilers in a residential development, HVAC systems in City facilities differ greatly based on operational use and demand
32. Please provide details regarding the items for accessibility retrofit the which facilities and parks to raise awareness of what work is being undertaken Capital Project 11-0138. Although as the Council Member on the Oshawa Accessibility and Advisory Committee I am aware of what is on the list, I believe other members of Council and the public reviewing the 2020 Budget can be better informed about advances the City is making with respect to removing barriers.
Thornton Dundee Universal Washroom
Animal Services Universal Washroom and Main Entrance Modifications
North Oshawa CC conceptual design for facility access
Contribution to Parks Development for Radio Park accessible pathway and site furnishings
33. In addition to Corporate Services Branch asset audits, each year it seems there are $200,000 being spent on consulting services completing Condition Audits of City Facilities and Parks assets. Do either of these teams conduct a space allocation audit as part of their role to ensure good management of the City’s existing assets? If not, is it possible to expand the scope of these audits to include awareness of where space is tight and where space is underused?
The Facility Audit Program Is specific to condition, regulatory compliance and accessibility only.
34. Re the McMillan Parkade fire alarm replacement, in 2019 Capital Project 11-0282 provided funds of $50,000 for the design and tender ready drawings and specifications for the 2020 Capital Project 11-0369 which now requires funds of $180,000. For completion. How much of the $50,000 budgeted for the design, tender drawings and specs was spent?
Commitment to date for design is $19,800. Subject to completion of design, $25,000 will be maintained as the project budget and the balance will returned to source.
35. 2020 Capital Project 11-0365, identifies $175,000 going forward each year for the next nine years, towards roof repairs and replacement. Of the five facilities identified as priorities, what is the 2020 proposed $175,000 being spent on, are they listed in order of priority, which need to be replaced vs. repaired?
The list of priorities are in no particular order. Union Cemetery Mausoleum Is the priority for 2020
36. The same question applies to 2020 Capital Project 11-0370 which identifies $120,000 every year going forward each year for the next nine years for window repairs, replacement. Of the four facilities identified as priorities, what is the proposed $120,000 being spent on in 2020?
Further to this window repair/replacement Project, in the 2019 Capital Budget Project 11-0311 $120,000 in funds were set aside for the Airport Terminal Building windows identified as needing replacement. Could the end result of this project be described to Council?
The list of priorities are in no particular order. However, of those listed Columbus CC Howden Depot, and the Bandshell would be a priority over Centre Street Parking Garage. The strategy would be to tender Columbus, Howden and the Bandshell together in one package In 2020.
In 2019, 60 window panes and 10 skylight panes were replaced at the OEA, prioritized in consultation with Airport Operational staff. In 2019, 60 window panes and 10 skylight panes were replaced at the OEA, prioritized in consultation with Airport Operational staff
37. Is it correct to say if the staff proposed 2020 Budget expenses were decreased by $3,162,400 there would be no increase in the tax rate levy from last year?
No, it is not correct.
38. Has the city’s 2019 growth rate fallen below or exceeded the projected growth rate approved by Council for the 2019 budget? What formula is used to determine the answer to that? Council in the past has increased the projected growth forecast…and last year Council increased the growth forecast by how much?
The 2019 growth is unfavourable to the approved budget. The formula to calculate the variance is the actuals compared to the budget. During Council Budget deliberations, the growth estimate was increased by 0.12%.
39. If the 2020 projected growth was increased from the 0.83% to the same as the originally projected growth for 2019, which was a 1.2% growth rate forecast, what would staff’s current projected 2.16% tax rate levy increase change to?
1.80%
40. The City of Guelph is often considered a comparator to the City of Oshawa. Guelph in presenting its 2020 Budget forecasts a 1.35 per cent increase to the assessment growth (an increase in the number of properties and/or its value) for 2020. Is there a reason that Oshawa would not have comparable growth, especially considering the number of approved subdivisions coming on-stream?
The City of Guelph Is a single tier municipality and Is not normally considered a comparator to the City of Oshawa.
41. The Federal Gas Tax Rebate number is based on the population from the 2016 census data, so is it correct to say it will be expected to increase in 2021 with the next census? Or 2022? But, is there not a one-time increase expected to municipalities in the interim? Has any adjustment in the 2020 revenues been made for this?
The agreement outlines the payments and was determined using a population-based formula. The agreement is in effect until 2023. Beyond 2023 It Is unknown what the Federal Gas Tax program revenues will be, A one-time payment was received In 2019 and no one-time payments are expected for 2020.
42. Paragraph 7 of the staff 2020 Budget Overview refers to “the effort to increase public participation in the budget process” and refers to the five Ward Town Halls that occurred in September 2019. Considering the poor attendance at the Town Halls, and that fact that there was no public question and answer period at the Ward Town Halls, and the 2020 Budget was made available to the public approximately six weeks later the ‘effort to increase public participation’ is contradicted by the fact that including the first Budget meeting Nov 4, 2019, and through the next four scheduled Council Budget meetings there will be no opportunity for members of the public to ask questions in a public format of their elected members of Council. I have attempted to make my concerns about this clear to staff and Council and now ask: Do staff know if these 2020 Budget meetings are the first Budget meetings in the City of Oshawa where the public will not be permitted to ask questions in public to their Council members? At every Budget Town Hall meeting the pubc had the ability to ask questions of Council members present. Every Council budget meeting is a public meeting.
43. Do staff know that the City of Peterborough, like Oshawa conducted Ward Town Halls in the summer/fall of this year, but unlike Oshawa still permit the public to ask questions in public at Peterborough Council Budget meetings? Also, the City of Guelph, mentioned above as a comparator municipality to Oshawa is allowing its residents to address Council in person at a budget Council meeting.
No
44. Is there a list of the City’s annual debt servicing costs to operating revenues? Can they be provided for the past three years?
Clarification is required on the content of the question before an answer can be provided
45. Regarding the increased fuel sale revenues at the airport: Are these sales due to a higher volume of flights in and out of the Oshawa Airport? How are airport fuel sales tracked and quantified?
No, Increased fuel sales are a result of increased cost of fuel. Sales and cost of fuel are tracked in the City's financial system
46. Further to the reference in the Budget Overview and Summary re the Provincial Governments initiative to encourage municipal government to reduce budgets by 4% it was indicated a Report on this will be presented to Finance Committee November 25, 2019. Have the consultant’s recommendations been taken into account in the staff proposed 2020 Budget?
No, the recommendations of the report require further Investigation by staff.
1. What Is the amount outstanding and the payment schedule that Oshawa still owes the Region for the Transit lawsuit?
The Transit lawsuit was settled in 2018 for $6.2M payable by the City to the Region. An up-front payment of $2.0M was advanced in 2018. The remainder was to be paid over10 years. In 2019, we paid $420 ,000; the balance currently outstanding is $ 3.78M.
2. What is the amount in our Budget and on what page that shows the payment to the Region for the 2020 Budget, and the amount?
2020 budget Includes the second Installment of $420,000 and can be found In the Corporate Expenditures section (page 5)
3. When responding to emergency situations on the 407, does Oshawa Fire Services get billed?
OFS Is not billed. OFS has the ability to bill the MTO for the response. The MTO will process the charges through the insured party. Where municipalities overlap i.e., Oshawa and Clarington, the service first arriving on scene and performing emergency operations would bill the MTO.
4. If we get billed, is this consistent across all communities through which the 407 passes? Further, If we get billed does this get sent to the vehicle owner or Insurance companies?
Yes, the recoverable FireMarque system was under review and subsequently we did not recover normal amounts. Recovery on false alarms calls has seen a reduction due to the positive work under our first two lines of defense; prevention, education and enforcement which has had an impact on.
5. Firefighting recoveries achieved only about half of the expected target, could this be explained?
2020 budget is forecast to increase by $25k -better-maintained fire alarm systems resulting in a decrease of billable responses.
Billable responses on the407 /401 are dependent on the amount of over 2019 actual. Is this a reasonable expectation?
Less calls, less revenue. With FireMarque now approved for billing, we expect an Increase in recoveries over 2019 actuals.
6. Firefighter overtime costs, I did not see any breakdown in overtime costs for fire suppression In 2020. Have staff or Fire Chief done an evaluation of the current overtime expenditures to see If It is still more effective to have OT versus hiring additional firefighters? Of the current staff complement in fire suppression, how many vacancies do we currently have? If vacancies exist will they be filled soon?
The following types of absenteeism drive overtime: Unexplained absenteeism prior to the start of a shift; WSIB, LTD, Long- and Short-term illness; Bereavement; Holiday lieu, Vacations; Modified duties; Communications back filled by trained firefighters.
The attendance support/management program tracks all absences manually, The cost of one firefighter annually Is approximately $130,000. There Is no evidence supporting the theory that adding staff will have a direct impact on reducing overtime. In addition, when hiring additional staff there may be other costs Involved with equipment, such as the possibility of purchasing additional fire truck, bunker gear, uniforms and training.
Currently we have one (1) vacancy, due to a resignation. To minimize recruiting and training costs, we generally recruit when we have a group to fill several vacancies. Training one firefighter ls not only time consuming, but costly and Ineffective. Following a review of our recruiting process two years ago, our current system to replace staff Is much more effective and efficient. Savings are realized in both time and associated costs In testing within Fire Services and Human Resource Services, We are limited to long term planning on recruitment as staff often only provide 2 weeks' notice or less on retirement. The only concrete number we can rely on Is normal retirement age 60 for firefighters.
7. Fernhill Park clubhouse roof at $75k, This roof reminds me of a large resldenllal roof so it appears way over priced at this amount.
The roof system Is a flat 3,000 square foot built up roof. The estimate has been provided by our roofing consultant and Is consistent with the cost for the Valleyview roof al $25 / square foot ($65,000) which was replaced this year. Construction consist of new two-ply deck, poured bitumen and gravel surface, and new metal coping and flashing. The estimate also allows for unforeseen structural defects below existing surface, The City will bundle the project with other roof projects to ensure a competitive price and will oversee the project as outlined In the Oshawa Central Council of Neighbourhood Associations agreement Section 12.02 (bl (Iv).
8. Union Cemetery, with the recent fee Increases for Interment space, interments, and markers, has this been adjusted in the revenue forecast for 2020?
Yes, the revenue projections were adjusted to Include the Increases in the General Fees and Charges By-law
9. Municipal Parking, the projected actuals for 2019 are estimated to come In at 689k but only projected at 444k for 2020 . Is there a reason that we cannot achieve similar results for 2020?
The $444 ,463 is the 2020 base budget whereas the proposed 2020 budget is $587,780. The main reasons that the $587,780 is lower than the 2019 projected actuals of $689,229 is due a reduction In rental revenues, Increased lot maintenance and security fees and the commencement of interfund note payments related to parking transponders and equipment.
10. Are there any lnterfund notes that we could pay down using the rate stabilization account such as Inter-fund on Firehall #6? How much interest would we save that could reduce the tax levy impact?
The lnterfund Note for Fire Hall number 6 has a principal balance remaining of $2.087M and could be paid out by using the Tax Rate Stabilization Reserve which currently has an uncommitted balance of $5.5M. The tax levy impact would be a reduction of $377,000 annually.
11. What are the Corporation of the City of Oshawa annual utility payments to Oshawa PUC for 2018 and 2019 and what is the estimate for 2020?
2018 Actuals= $3,475,135
2019 Projected Actuals = $3,406,569
2020 Budget = $ 3,538,300
12. What is the City’s total annual kw/hr measurement of electricity usage for 2018 and 2019?
2018. City consumed 46.4 GWh.
2019 data is currently being compiled and analyzed.
13. What number of facilities are included in the bills for the two questions immediately above?
All 104 facilities in the FMS portfolio
14. What facilities have been added or dropped from the facilities roll in Questions 1 and 2 above from 2018 to 2019?
None
15. What city facilities have tenants responsible for their portion of utilities?
Every lease ls negotiated Individually and approved by Development Services Committee and If greater than $75K per year approved by Council
16. Is there a City employee who has carriage of negotiating a BELL rate reduction? If there is, who would that be and have BELL rates recently been negotiated?
The City is currently under contract with Bell for telecom line services as a result of a public competitive process in 2016 in accordance with the Purchasing By-law
17. What are the total property tax charity rebates for 2018 and for 2019, and what is the estimate for 2020?
2018 = $54,296.35
2019 :: $61,796 94
2020 Budget = $65,000
18. How many City of Oshawa properties qualified for a charity rebate in 2018 and in 2019 and what is the estimate for 2020?
2018= 28
2019 = 28
2020 = estimated 30
19. What are the total annual ARB property tax reductions for 2018 and 2019 and projected for 2020?
2018 = $392,202
2019 = year to date actuals $877,878
2020 Budget $1,300,000
20. What are the total property tax grant amounts for low income seniors and disabled property owners for 2018 and for
2019 and projected for 2020?
2018 = $254,125
2019 = $247,170
2020 Budget • $270,000
21. Under what line(s) in the Budget do the 2020 estimated amounts for (the three Questions immediately above) appear in the 2020 Budget? Program 107
22. Further to Questions above, do you have you a tally of the number of properties receiving a rebate that are registered as Charitable corporations and the number that are registered as non-profit corporations? This further to our conversation last week, when I touched on this topic. It seems the City does not distinguish between registered charitable corporations and registered non-profit corporations. I would like your clarification whether the City has a choice in rebating some not-for-profits that apply to the City for a rebate, as this statement appears on the Province’s website https://www.ontario.ca/page/not-profits-taxes-and-exemptions under “Potential Property Tax Rebate” “Registered charities paying property taxes directly, or indirectly as tenants, are eligible for a minimum 40% rebate under Ontario’s Municipal Act and City of Toronto Act. Individual municipalities may also allow not-for-profits that are not registered charities to qualify for a rebate”
All City of Oshawa Charity Rebates granted are Registered Charities with Canada Revenue Agency. None of the Charity Rebates granted are Not•for profit organizations,
23. ...as a follow up to certain projects in the 2020 Capital Budget, such as 10-0073, considering how it is common for leases to include TMI, do any of the tenants in city facilities have leases that include TMI, and any that include triple net TMI where the tenant is responsible for such expenses as maintenance and repairs of HVAC, roof, elevators, etc.?
Every lease is negotiated individually and approved by Development Services Committee and If greater than $7SK per year approved by Council
24. if an elevator is installed in the airport terminal building for accessibility, will the City take steps to add the maintenance and repair of it to the tenant’s leases if there is not already a condition in the lease that applies?
An elevator already exists at the OEA. Ongoing maintenance and repairs are the responsibility of the City. Leases are already negotiated
25. As there were a couple staff comments in the Nov 4, 2019 Budget presentation about savings related to the Municipal By-law Enforcement department’s move to 199 Wentworth St. at what point did the City’s financial obligation to the landlord of 44 Simcoe St. S. end in 2019 and are there any continued expenses in 2020 related to the lease of 44 Simcoe St. S.?
The expenses in 2020 are $105,000 as the lease ends November 30, 2020
26. Re Capital Project 11-0028 how does the $65,000 proposed for replacing the overhead doors at Fire Hall No. 3 compare to the cost of the replacement of overhead doors at Fire Halls 1, 2 and 4 which have been completed?
Orlglnally tendered In 2016, the average cost per door was $14k. Escalated@ 4%/year to 2020 is approximately $16k per door, x 4 doors js $64k.
27. In the 2019 Budget for example:
a) there was a Capital Project to replace the Airport Terminal Building windows and this year a Capital Project 10-00073 in the amount of $1,200,000 to replace rooftop units that service the terminal Building Automation System; and
b) last year there was a Capital Project to repair accessible ramps at the Robert McLaughlin Gallery and this year there is the 2020 Capital Project 10-0037 for $500,000 to complete HVAC modifications…
Is there an inventory reference list of the city facility assets, which Mr. Alexander mentioned at the Nov 4, 2019 Council meeting total 104 facilities, that indicates at a glance which ones the City is spending money on year over year?
Through report FIN-19-84, Capital Project Reporting. will provide capital spending updates to Council.
28. If not, for each term of Council’s better understanding and tracking of where funds are being spent on facility maintenance and repairs, could such a list be compiled?
Through report FIN-19-84, Capital Project Reporting. will provide capital spending updates to Council.
29. Further to these examples, could there be clarification on what are described as ‘modifications’ to the Gallery HVAC in 2020 Capital Project 10-0037 – is it repair work? Could there be elaboration on the Airport Terminal’s BAS replacement…are they similar to the Gallery HVAC? and why is the Gallery’s Score rated higher at 66 and the Airport’s lower at 56, but the cost at the Airport more than double? Is it that the Airport has more units than the Gallery? Is that it includes more than one building at the Airport?
Project 10·0037 Involves modifications to the existing system (cooling control valves, dampers, chiller condensers, and system redundancy In the Art storage Vault), to better control temperature and humidity, This project scores higher than the Airport HVAC system due to potential damage to Artwork, and Impacts to Class A status. Although the Airport HVAC is essential to the comfort of Its occupants, its functionality does not impact Airport operations. Project 10-0073 includes complete replacement of two rooftop units, the addition of zoned temperature controls, and upgrades to the BAS system.
30. Also, further to the reference in the 2020 Capital Project 10-0037 re the Robert McLaughlin Gallery lease dated Sept 1, 2003, what is the term of the lease?
The Lease term is 20 years and expires December 2022.
31. Given the number of HVAC unit repairs and replacements last year and this year, is the City able to receive bulk pricing on these costs? Or, are they going out for tender individually? How many HVAC and BAS
The strategy is always to align projects for better pricing and to accelerate schedule, when possible. However, unlike common boilers in a residential development, HVAC systems in City facilities differ greatly based on operational use and demand
32. Please provide details regarding the items for accessibility retrofit the which facilities and parks to raise awareness of what work is being undertaken Capital Project 11-0138. Although as the Council Member on the Oshawa Accessibility and Advisory Committee I am aware of what is on the list, I believe other members of Council and the public reviewing the 2020 Budget can be better informed about advances the City is making with respect to removing barriers.
Thornton Dundee Universal Washroom
Animal Services Universal Washroom and Main Entrance Modifications
North Oshawa CC conceptual design for facility access
Contribution to Parks Development for Radio Park accessible pathway and site furnishings
33. In addition to Corporate Services Branch asset audits, each year it seems there are $200,000 being spent on consulting services completing Condition Audits of City Facilities and Parks assets. Do either of these teams conduct a space allocation audit as part of their role to ensure good management of the City’s existing assets? If not, is it possible to expand the scope of these audits to include awareness of where space is tight and where space is underused?
The Facility Audit Program Is specific to condition, regulatory compliance and accessibility only.
34. Re the McMillan Parkade fire alarm replacement, in 2019 Capital Project 11-0282 provided funds of $50,000 for the design and tender ready drawings and specifications for the 2020 Capital Project 11-0369 which now requires funds of $180,000. For completion. How much of the $50,000 budgeted for the design, tender drawings and specs was spent?
Commitment to date for design is $19,800. Subject to completion of design, $25,000 will be maintained as the project budget and the balance will returned to source.
35. 2020 Capital Project 11-0365, identifies $175,000 going forward each year for the next nine years, towards roof repairs and replacement. Of the five facilities identified as priorities, what is the 2020 proposed $175,000 being spent on, are they listed in order of priority, which need to be replaced vs. repaired?
The list of priorities are in no particular order. Union Cemetery Mausoleum Is the priority for 2020
36. The same question applies to 2020 Capital Project 11-0370 which identifies $120,000 every year going forward each year for the next nine years for window repairs, replacement. Of the four facilities identified as priorities, what is the proposed $120,000 being spent on in 2020?
Further to this window repair/replacement Project, in the 2019 Capital Budget Project 11-0311 $120,000 in funds were set aside for the Airport Terminal Building windows identified as needing replacement. Could the end result of this project be described to Council?
The list of priorities are in no particular order. However, of those listed Columbus CC Howden Depot, and the Bandshell would be a priority over Centre Street Parking Garage. The strategy would be to tender Columbus, Howden and the Bandshell together in one package In 2020.
In 2019, 60 window panes and 10 skylight panes were replaced at the OEA, prioritized in consultation with Airport Operational staff. In 2019, 60 window panes and 10 skylight panes were replaced at the OEA, prioritized in consultation with Airport Operational staff
37. Is it correct to say if the staff proposed 2020 Budget expenses were decreased by $3,162,400 there would be no increase in the tax rate levy from last year?
No, it is not correct.
38. Has the city’s 2019 growth rate fallen below or exceeded the projected growth rate approved by Council for the 2019 budget? What formula is used to determine the answer to that? Council in the past has increased the projected growth forecast…and last year Council increased the growth forecast by how much?
The 2019 growth is unfavourable to the approved budget. The formula to calculate the variance is the actuals compared to the budget. During Council Budget deliberations, the growth estimate was increased by 0.12%.
39. If the 2020 projected growth was increased from the 0.83% to the same as the originally projected growth for 2019, which was a 1.2% growth rate forecast, what would staff’s current projected 2.16% tax rate levy increase change to?
1.80%
40. The City of Guelph is often considered a comparator to the City of Oshawa. Guelph in presenting its 2020 Budget forecasts a 1.35 per cent increase to the assessment growth (an increase in the number of properties and/or its value) for 2020. Is there a reason that Oshawa would not have comparable growth, especially considering the number of approved subdivisions coming on-stream?
The City of Guelph Is a single tier municipality and Is not normally considered a comparator to the City of Oshawa.
41. The Federal Gas Tax Rebate number is based on the population from the 2016 census data, so is it correct to say it will be expected to increase in 2021 with the next census? Or 2022? But, is there not a one-time increase expected to municipalities in the interim? Has any adjustment in the 2020 revenues been made for this?
The agreement outlines the payments and was determined using a population-based formula. The agreement is in effect until 2023. Beyond 2023 It Is unknown what the Federal Gas Tax program revenues will be, A one-time payment was received In 2019 and no one-time payments are expected for 2020.
42. Paragraph 7 of the staff 2020 Budget Overview refers to “the effort to increase public participation in the budget process” and refers to the five Ward Town Halls that occurred in September 2019. Considering the poor attendance at the Town Halls, and that fact that there was no public question and answer period at the Ward Town Halls, and the 2020 Budget was made available to the public approximately six weeks later the ‘effort to increase public participation’ is contradicted by the fact that including the first Budget meeting Nov 4, 2019, and through the next four scheduled Council Budget meetings there will be no opportunity for members of the public to ask questions in a public format of their elected members of Council. I have attempted to make my concerns about this clear to staff and Council and now ask: Do staff know if these 2020 Budget meetings are the first Budget meetings in the City of Oshawa where the public will not be permitted to ask questions in public to their Council members? At every Budget Town Hall meeting the pubc had the ability to ask questions of Council members present. Every Council budget meeting is a public meeting.
43. Do staff know that the City of Peterborough, like Oshawa conducted Ward Town Halls in the summer/fall of this year, but unlike Oshawa still permit the public to ask questions in public at Peterborough Council Budget meetings? Also, the City of Guelph, mentioned above as a comparator municipality to Oshawa is allowing its residents to address Council in person at a budget Council meeting.
No
44. Is there a list of the City’s annual debt servicing costs to operating revenues? Can they be provided for the past three years?
Clarification is required on the content of the question before an answer can be provided
45. Regarding the increased fuel sale revenues at the airport: Are these sales due to a higher volume of flights in and out of the Oshawa Airport? How are airport fuel sales tracked and quantified?
No, Increased fuel sales are a result of increased cost of fuel. Sales and cost of fuel are tracked in the City's financial system
46. Further to the reference in the Budget Overview and Summary re the Provincial Governments initiative to encourage municipal government to reduce budgets by 4% it was indicated a Report on this will be presented to Finance Committee November 25, 2019. Have the consultant’s recommendations been taken into account in the staff proposed 2020 Budget?
No, the recommendations of the report require further Investigation by staff.