HomeMy WebLinkAbout2003-01-23 Council MinutesE]
KNEEHILL COUNTY
2003
BUDGET DELIBERATIONS
AGENDA
1) Review the 2003 Strategic Plan
2) Budget overview
3) Review the 2003 Draft Budget
4) Provide direction to Administration
5) Wrap-up & comments
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400
KNEEHILL COUNTY COUNCIL
SPECIAL BUDGET MEETING — January 22 & 23, 2003
A Special Council Meeting to discuss the 2003 Budget was held in the Kneehill County
office, 232 Main Street, Three Hills, Alberta, on Wednesday, January 22 2003,
commencing at 8 30 A.M
PRESENT.
Gene Kiviaho
County Assistant CAO
Division No
6
Ken Hoppms, Reeve
Division No
4
Murray Woods, Deputy Reeve
Division No
1
Brian Holsworth, Councillor
Division No
2
Carol Calhoun Councillor
Division No
3
Jerry Wittstock, Councillor (after 9 07
A.M.)
Division No
5
Vern Crawford, Councillor
Division No
7
Ken Knievel Councillor
ADMINISTRATION PRESENT:
County CAO
Gene Kiviaho
County Assistant CAO
Terry Nash
Public Works Superintendent
Rob Mayhew
Agricultural Fieldman
Bruce Sommerville
Development Officer
Deanna Keiver
Assessor
Steve Nedoshytko
Recording Secretary Barb Long
1 Reeve Hoppins in the Chair
CALL TO ORDER Reeve Hoppms called the meeting to order at 8 33 A.M
G KIVIAHO 2 2003 Budget Overview (attached and forminLy part of the
minutes
PRESENTATION Mr Kiviaho presented the Kneehill County 2003 Budget
Overview and a review of the 2003 draft budget format,
requesting that Council concentrate on Sections 2 and 3 of the
Budget Proposal and to provide direction to Administration
Mr Kiviaho noted the budget had been developed reflecting
Council's directive that there be no tax increases He further
noted the following items had not been reflected in the budget
and should be considered inflation, final assessment figures
final school requisition, and final 2002 expenditures Also not
contained in this draft budget were the recommendations from
the Rural Road Study the Water and WasteWater Study and
the Emergency Services Review He noted that should Council
want to add projects or implement the recommendations from
these studies they would have to look at enhancing the budget
In closing Mr Kiviaho thanked the department heads for the
input into the budget and particularly Mrs Nash, for her hours
of effort in preparing the budget document
BUDGET REVIEW 3. Review of Draft Budeet
Mrs Nash reviewed the 2003 budget, with each Department
Head addressing their areas of the budget
Note Clr Wittstock entered the meeting at 9.07 A.M
Reeve
i
CAO
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11
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KNEEHILL COUNTY COUNCIL
SPECIAL BUDGET MEETING — January 22 & 23, 2003
Action Item Clr Crawford suggested that the Annual
Statement of Budget & Actual, contain only the budget figures
from the prior year, and the actual figures for the 5 or 10 year
period
Action Item Clr Woods requested information on the reasons
for the County being under budget by such a significant
amount in 2002 Mrs Nash advised she would provide
numbers at the January 23rd meeting
The draft 2003 budget was reviewed on a departmental basis
and the following noted
Department Comments
Recreation/Culture
• Need to address no provision in
budget for increase or change of
policy $50,000
• Regional Partnership study
• Library $10,000
Administration
• Increase in postage — newsletters
• Investigate combining phone
services into one package — shop best
rates
• Investigate 800 phone line
• Video/Security camera
• County Logo design
Assessment
• CAMALOT explained — ASSET
software program cost includes
installation, data transfer training,
modules and annual maintenance fee
of approximately $5,000 $6,000
Fire
• Recognition of volunteers
• Review of honorarium amounts
• Wait for completion of Emergency
Services Review
• Need to discuss with Wheatland
County the County's share of the
truck and lap top purchased jointly
for the Fire & Disaster Coordinator
Disaster
Ambulance
Radio/Bylaw Enforcement
Reeve
LL
CAO
2
.7
C
E-1
KNEEHILL COUNTY COUNCIL
SPECIAL BUDGET MEETING — January 22 & 23, 2003
Bridges
Transportation
Sewer
Waste Management
Cemeteries
• T Nash to investigate the possibility
of separating these 2 items
• R Mayhew to investigate the Linden
Tower radio coverage (replacement
tower shorter)
• R.O W
• Linden East $384,767
• Wimborne Gas Plant $567,100
• Bottomline $210,000 below 2002
• Correction — Machine repairs
$160,000
• Review reserve policy and
commitment to capital projects
• Review post pounder replacement /
fencing contract vs in house
• Establish amount for contribution to
future water projects
• Review bulk water rates
• Review billing changes (cost
recovery)
• T Nash to investigate insurance
coverage sewer damages
• Funds for future expansion to Three
Hills town site (tipping fees)
• Funds for Regional Partnership
study/implementation
Recess
The meeting recessed at 11 55 A.M
To reconvene at 8 30 A.M on Thursday January 23, 2003
The Special Council Meeting to discuss the 2003 Budget, recessed from Wednesday
January 22, 2003, reconvened on Thursday, January 23, 2003 in the Kneehill County
office, 232 Main Street Three Hills, Alberta, at 8 35 A.M
Not present when the meeting reconvened were Clr Crawford (until 8 55 A.M.) and Mr
Nedoshytko
Review of Draft 2003 Budget
Reeve
CAO
3
C
KNEEHILL COUNTY COUNCIL
SPECIAL BUDGET MEETING - January 22 & 23, 2003
Review of the 2003 Draft Budget continued with the areas of
Planning Agricultural Service Board, and Recreation and
Parks being addressed
REVIEW OF BUDGET
Resignation - Development Officer
AmkNa �►�� n1v TI ato Ms Keiver advised it was with regret that she had made
A Q a lir C oil the decision to resign as Development Officer with Kneehill
County -b e
RESIGNATION OF DEV wr&e&'tcrgo-ty "' IS VF -1 UE -6, UJ(L` (!On, �- i,U C DOOR k INC
OFFICER Reeve Hoppins thanked her for serving in this position and FL) R Kron -H, LCWyr-
1
expressed appreciation for the work she had done Clr Calhoun;') A Ffreeruj
on behalf of the MPC commended Ms Keiver for giving PO`s' %/oDY0
this position an honest try, and expressed thanks for the good
job she had done
Clr Crawford entered the meeting at 8 55 A.M
Transportation Projects - Request Addition to 2003 Budget
TRANS REQUESTS Mr Mayhew advised that most of the surplus from the 2002
Budget had occurred in the Transportation Department, and
provided a breakdown of the surplus Mr Mayhew
requested Council consideration be given to adding, the Linden
East Road project or the Wimborne Gas Plant Road project to
the 2003 Budget
FINANCIAL POLICY Financial Policy #16-1
Ms Nash reviewed the County's Financial Policy #16 1
regarding accumulated surplus and reserves, recommending
that should Council decide to use accumulated surplus, it be
capital or infrastructure items not for operating expenses
TORRINGTON GRANT Torrington Amalgamation O/S Costs (report attached and
forming part of the minutes)
44/03 Clr Calhoun moved Kneehill County request the Minister of
Municipal Affairs to consider an additional grant to respond to
issues not included in the original grant.
CARRIED
The meeting recessed from 9 40 to 9 55 A.M
Mr Nedoshytko was present when the meeting reconvened
Historic Eaualized Assessment Changes (attached and
forming part of the minutes)
Mr Nedoshytko presented a chart showing the historic
equalized assessment changes and the projected assessment for
the years 2003 and 2004
Budget Options
BUDGET OPTIONS Ms Nash was requested to draft some budget options using
both the current and projected assessment figures for
consideration by Council
In Camera Session
Reeve
CAO
El
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KNEEHILL COUNTY COUNCIL
t
SPECIAL BUDGET MEETING — January 22 & 23, 2003
IN CAMERA Clr Wittstock moved the meeting go "in camera" with all of
Council and Mr Kiviaho, CAO, being present to discuss a
labour issue
45/03 CARRIED
Time 10 17 A.M
46/03
OUT OF CAMERA
Mr Mayhew Mr Sommerville, Mrs Nash, Ms Keiver and
Mrs Long left the meeting at that time
Clr Wittstock move the meeting `out of camera"
CARRIED
Time 11 30 P M
Mr Mayhew, Mr Sommerville Mr Nedoshytko, Mrs Nash,
Ms Keiver and Mrs Long re entered the meeting
Draft I — Kneehill County Mill Rate Protections
Mrs Nash distributed Draft 1 of the 2003 Kneehill County Mill
MILL RATE Rate Projections showing the options requested by Council A
PROJECTIONS discussion ensued and Mrs Nash was requested to draft more
projections including some other possible options
RECESS The meeting recessed for lunch from 12 10 P M until 12 55
PM
Draft 2 — Kneehill County Mill Rate Protections
Mrs Nash distributed Draft II of the 2003 Kneehill County
Mill Rate Projections showing the options requested by
Council (attached and forming part of these minutes)
CONSENSUS FOR 2003 Budget Approval —Direction to Administration
MILL RATE 2003 Consensus was reached regarding the 2003 Budget, with the
motion to be presented at the January 28, 2003 Council
meeting
2003 BUDGET The Mill Rate to be set at 8 0 mills, with any shortfall to be
i r+nn7 PeS� i`�+
taken out of t��, z-,,,,� his would include the
following adjustments to the Draft Budget
Q m e fo, o q mala4 a) An additional $50,000 00 to be added in the area
�Q n a$) v3 Lounc , ` tAeOk t,#nq b) An additional $60 000 00 for equipment( �Per4li le Ayer
/ maintenance 021A a
c) Addition of the Linden East road project, if the
Prairie Grains Grant is received if not the
Wimborne Gas Plant road project If grants can
be obtained for both projects, both are to be
added to the 2003 budget
Financial/Investment Policy
DRAFT INV POLICY Action Item Administration was requested to drift a
financial/investment policy for Council d "rp 444i! with the end
Ctr�ne nd ��� mud ° of March 2003 established as a timeframe
K
In Camera Session
Reeve
V
LL
CAO
5
I
KNEEHILL COUNTY COUNCIL
SPECIAL BUDGET MEETING — January 22 & 23, 2003
IN CAMERA
Clr Woods moved the meeting go in camera, with only Council
present to discuss a labour issue
CARRIED
47/03
Time 1 50 P M
Mr Kiviaho, Mrs Nash, Mr Mayhew, Mr Nedoshytko Mr
Sommerville, Ms Keiver and Mrs Long left the meeting
48/03
Clr Holsworth moved the meeting out of camera
CARRIED
Time 2 14 P M
Aiournment
ADJOURNMENT
Clr Calhoun moved the meeting be adjourned at 2 15 P M
49/03
CARRIED
Reeve
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Sch Res&Farm
Sch Non-Res&Farm
Sch Power Generation
Sch Mach & Eqpt.
Sch Total
Hosp.#5
Hosp. #6
Hosp. Power & Pipe
Exempt
Hosp. Total (See P 4)
3,870,770 761162,340
REG#5 0 312,715,440
REG#6 0 152,664,090
0 295,777 820
0 4,990
0 761,162, 340
Kneehill Housing Authority KHA 19,082 761 162,340
Trochu Rec. REC 30,000 92,334,760
Three Hills Rec 0 87 150,660
TOTAL Without Mun 3,919,852
"lunicipal MUN 6,268,172 761162,340
6,355,809 761162,340
OTAL REQUISITIONED 10,188,024
TOTAL TO BE LEVIED
FARMLAND AG
INDUSTRIAL M&E
RESIDENTIAL MV
RESIDENTIAL NIL RAP M\
NON RESIDENTIAL MV
HAMLET VAC EX MV
PIPELINES CHG MV
POWER CHG MV
R.R. TRACK CHG MV
CABLE TV CHG MV
AGT TRANS CHG MV
G.I.L CBC CHG MV
G.I.L BUFJMP CHG MV
G.I.L. FERRY CHG MV
LL. RCMP CHG MV
G.I.L. KNEEHILL HOUSINC
GENERAL
POWER GENERATION
LIN.HOME
TOTALTAXABLE
to/MILLPR02.xls/1/22/03
0.000
0.000
0.000
0.000
0.025
0.325
0.000
Levy Amount
1,331,362.22
2,538,013.66
1,570.65
0.00
3,870,946.53
0.00
0.00
0.00
19,029.06
30, 008.80
0.00
8.235 6,268,171.87
8.350 6,355,705.54 —�� ✓� ,�V� ? �^' ,�y�J/
ASSESS�VEAT
2002 TAX CALCULATIONS
TE PR0✓EC7lONREPORT?DI
2002
•
Requisition
Live Asmt
" Mill Rate
R&F
1,331,314
276,675,440
4.812
N -R
2,539,456
340,261,920
7.459
N -R
421,200
3.729
M&E
0
143,803,780
0.000
3,870,770 761162,340
REG#5 0 312,715,440
REG#6 0 152,664,090
0 295,777 820
0 4,990
0 761,162, 340
Kneehill Housing Authority KHA 19,082 761 162,340
Trochu Rec. REC 30,000 92,334,760
Three Hills Rec 0 87 150,660
TOTAL Without Mun 3,919,852
"lunicipal MUN 6,268,172 761162,340
6,355,809 761162,340
OTAL REQUISITIONED 10,188,024
TOTAL TO BE LEVIED
FARMLAND AG
INDUSTRIAL M&E
RESIDENTIAL MV
RESIDENTIAL NIL RAP M\
NON RESIDENTIAL MV
HAMLET VAC EX MV
PIPELINES CHG MV
POWER CHG MV
R.R. TRACK CHG MV
CABLE TV CHG MV
AGT TRANS CHG MV
G.I.L CBC CHG MV
G.I.L BUFJMP CHG MV
G.I.L. FERRY CHG MV
LL. RCMP CHG MV
G.I.L. KNEEHILL HOUSINC
GENERAL
POWER GENERATION
LIN.HOME
TOTALTAXABLE
to/MILLPR02.xls/1/22/03
0.000
0.000
0.000
0.000
0.025
0.325
0.000
Levy Amount
1,331,362.22
2,538,013.66
1,570.65
0.00
3,870,946.53
0.00
0.00
0.00
19,029.06
30, 008.80
0.00
8.235 6,268,171.87
8.350 6,355,705.54 —�� ✓� ,�V� ? �^' ,�y�J/
ASSESS�VEAT
FORAf1LLR4
TE PR0✓EC7lONREPORT?DI
�?
LAND
IMP
OTHER
TOTAL
SCH
1
152,630,080
152,630,080
RF
19
143,803,780
143,803,780
M
21
50,909,450
72,028,880
122,938,330
RF
22
46,890
46,890
RF
27
2,339,380
41,565,320
43,904,700
NR
38
841700
841 700
RF
41
284,892,250
284,892,250
L
42
6,530,050
6,530,050
L
44
939,030
939,030
NR
46
17 090
17 090
L
47
3,917,230
3,917,230
L
70
10,810
7,690
18,500
NR
71
17,500
15,480
32,980
NR
72
26,550
26,050
52,600
RF
73
2,000
8,090
10,090
NR
74
12,690
153,150
165,840
RF
206,790,160
114,790,580
439,160,400
760,741,140
48
0
421,200
421,200
RF
0
0
421,200
421,200
206,790,160 114,790,580 439,581,600 761162,340
13.072 3, 616, 701.35
15.719 705,866.41
15.719 4,642,710.71
11.989 5,049.77
8.26 1 187 819.22
REC 30,008.80
10,188,156.26
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3
KNEEHILL COUNTY
rinanciai roncy;nn-i
1998 POLICY RESERVES PLUS ACCUMULATED SURPLUS SHOULD NOT EXCEED ONE
RESERVES PLUS ACCUMULATED SURPLUS SHOULD NOT EXCEED ONE
YEAR'S BUDGET EXCLUDING HELD OVER SECONDARY PROJECTS.
YEAR'S BUDGET EXCLUDING HELD OVER SECONDARY PROJECTS.
1997 % SURP $4,567,299
1998 % SURP
$4,692,623
1997 RESERVE $7,008,577
1998 RESERVE
$8,519,268
TOTAL $11,575,876
TOTAL
$13,211,891
1998 EXP BUD $11,347700
1999 EXP BUD
12,387,600
(INCLUDES $510,100 FROM CONTINGENCY RESERVES)
Millrate Not Reduced
1998 MILL RATE LOWERED FROM 8.505 TO 8.000
Re 99 Secondary Program
1998 POLICY
RESERVES PLUS ACCUMULATED SURPLUS SHOULD NOT EXCEED ONE
YEAR'S BUDGET, EXCLUDING HELD OVER SECONDARY PROJECTS
YEAR'S BUDGET EXCLUDING HELD OVER SECONDARY PROJECTS.
2000 % SURP $4,703,497
1999 % SURP
$4,696,814
1998 % SURP
$4,692,623
1999 RESERVE
$7,023,143
1998 RESERVE
$8,519,268
TOTAL
$11719,957
TOTAL
$13,211,891
2000 EXP BUD
$12,450,415
1999 EXP BUD
12,387,600
1998 POLICY RESERVES PLUS ACCUMULATED SURPLUS SHOULD NOT EXCEED ONE
YEAR'S BUDGET, EXCLUDING HELD OVER SECONDARY PROJECTS
2000 % SURP $4,703,497
1999 % SURP
$4,696,814
2000 RESERVE $8,260,576
1999 RESERVE
$7,023,143
TOTAL $12,964,073
TOTAL
$11719,957
2001 EXP BUD $11,940,701
2000 EXP BUD
12,454,265
(INCLUDES $754,000 FROM CONTINGENCY RESERVES)
(292,154 FM RESERVE)
2001 MILL RATE LOWERED FROM 9.036 TO 8.0000
FM e 8304 TO 8 0000
1998 POLICY RESERVES PLUS ACCUMULATED SURPLUS SHOULD NOT EXCEED ONE
YEAR'S BUDGET, EXCLUDING HELD OVER SECONDARY PROJECTS.
2001 % SURP $5,708,292 2000 % SURP $4 703 497
2001 RESERVE $7,871 721 2000 RESERVE $8,260,576
TOTAL $13,580,013 TOTAL $12,964,073
2002 EXP BUD $12,938,884 2001 EXP BUD $11,940,701
(INCLUDES $0 FROM CONTINGENCY RESERVES) (754,000 FM RESERVE)
2001 MILL RATE NOT LOWERED FM 9.036 To 8.0000
April 14/98
A five year policy to be implemented and reviewed annually Reserves plus accumulated
surplus should not exceed one year's budget, excluding held over secondary highway
projects. Should reserves plus accumulated surplus exceed one year's budget, Council
will review the mill rate and long tern expenditures.
�7_
Historic Equalized Assessment Changes
Year
Total Taxable and
GIL (Grant In Lieu
Properties)
Revenue Generating
Properties
% Change
1998
632,062,440 00
0
1999
675,248,510.00
1068325639
2000
702,224,760.00
1039950107
2001
727 480 660.00
103596555
2002
761,162,340.00
1046299073
Average
1 047635092
2003
Projected
Assessment
797,420,378.22
2004
Projected
Assessment
835,405,57143
jP
Torrington Amalgamation O/S Costs
Utility Assessment for Water/Sewer Study 10,000 00
Rebuild Walls & Roofing on Fire Hall 25,000 00
Water Well Improvements and Pump Replacement 12,500 00
Maintenance on Sewer Lagoon and Dumpsite 22,500 00
Torrington Landfill Reclamation 56,000 00
Total 126,000 00
Require Council Motion to request Minister of
Municipal Affairs additional grant to respond to issues
not included in original grant