COUNCIL-IN-COMMITTEE

OPEN MEETING  

   COMITÉ PLÉNIER

SÉANCE OUVERTE AU PUBLIC 

Date: Monday, August 14, 2017, 5:15p.m.

Location: Second Floor Committee Room,City Hall, Fredericton

Date: le lundi 14 août 2017, 17 h 15Endroit: Salle des comités au 2e étage, l’hôtel de

ville de Fredericton

1. Agenda 1. Ordre du jour

1.1 Annual Short-Term BorrowingFacilities Available (5 mins)

Administrative Report Presentedby:

T i n a T a p l e y , C i t yT r e a s u r e r / D i r e c t o r ,Finance, Innovation & Technology

•

1.1 Facilités d’emprunt à courtterme accessibles (5 min)

1

Rappor t adminis t ra t iveproduit par :

Tina Tapley, trésorièremunicipal et directrice,Finances, innovation ettechnologie

•

1.2 Council InformationManagement & Discovery (20mins)

PowerPoint Presentation by:

R o b L u n n , G I SCoordinator; and

•

J a s o n M o r e n c y ,Programmer Analyst

•

1.2 Gestion d’information par leconseil  (20 min)

19

Présentation PowerPoint par:

R o b L u n n ,coordonnateur SIG

•

J a s o n M o r e n c y ,programmeur-analyste

•

1.3 Parking Restrictions at UpperQueen Parking Lot (10 mins)

Administrative Report Presentedby:

Michael Baldwin, AssistantD i r e c t o r , G r o w t h &  Community Services

•

1.3 Restrictions destationnement au parc-autosdu haut de la rue Queen (10min)

25

Rappor t adminis t ra t iveproduit par :

M i c h a e l B a l d w i n ,d i r e c t e u r a d j o i n t ,Croissance et servicescommunautaires

•

1.4 Assessment Freeze Impact onthe 2018 Budget (30 mins)

PowerPoint Presentation andDiscussion by:

T i n a T a p l e y , C i t yT r e a s u r e r / D i r e c t o r ,Finance, Innovation & Technology

•

1.4 Répercussions du gel del’évaluation sur le budget2018 (30 min)

29

Présentation PowerPoint etdiscussion par :

Tina Tapley, trésorièremunicipal et directrice,Finances, innovation ettechnologie

•

To: His Worship Mayor Mike O’Brien and Members of City Council From: Tina Tapley, City Treasurer/Director of Finance, Innovation & Technology Date: July 21, 2017 Title: Annual short-term borrowing facilities available Description: []

OPEN SESSION:

ISSUE: A resolution of City Council is required as confirmation of the City’s annual short-term borrowing facilities available through the City’s bank, the Bank of Nova Scotia, including an operating line of credit. BACKGROUND: Under the current banking services agreement, the City is required to confirm on an annual basis the operating line of credit and revolving lease line of credit available for use. The request for 2017 is a general fund operating line of credit in the amount of $4,526,332, and a revolving lease line of credit of $2,000,000.

DISCUSSION: By virtue of subsection 89(2) of the Municipalities Act, borrowing to finance general fund operations is limited to four percent (4%) of the Municipality’s operating budget for that year, or five thousand dollars, whichever is greater. Borrowing for this purpose, has been interpreted to mean borrowing of any type from a financial institution (loan, line of credit and bank account overdraft). The City of Fredericton’s 2017 general fund operating budget was $113,158,309. This allows an authorized line of credit amount of $4,526,332.

COUNCIL POLICY: COR-POL-062, Financial Management

FINANCIAL CONSIDERATION (Immediate Impact on Approved Budget): There is no financial implication. This is part of the existing banking services agreement. The short-term borrowing amounts available are updated annually. The line of credit is available and there is no fee unless it is used. Interest is paid on any amount used in accordance with the banking services agreement. The City has not used the operating line of credit for the past number of years.

LEGAL CONSIDERATION: Staff from the Finance and Administration Department and the Legal Division has reviewed the credit facilities commitment letter and have determined that it contains standard provisions which are acceptable for this matter. A copy of the commitment letter with associated terms and conditions is attached for your review and consideration.

ADMINISTRATIVE REPORT

City Council meeting – August 14, 2017

1

2

Form No.: GOV-FRM-002 Service: Community Leadership Issue No.: 1.8 Issue Date: May 19, 2015

Printed On: August 11, 2017 May 25, 2001

SUSTAINABILITY & DUE DILIGENCE: N/A COMMUNICATION PLAN: N/A OPTIONS:

1. To recommend approval of the amount of $ 4,526,332 as the general fund operating line of credit and revolving lease line of credit of $2,000,000 as per the Municipalities Act. Further, that City Council authorize the Mayor and City Treasurer to execute the banking documentation between the City of Fredericton and the Bank of Nova Scotia.

2. Not approve the operating line of credit amount.

RECOMMENDATION: It is recommended that the following resolution be forwarded to City Council for consideration: BE IT RESOLVED THAT the Council of the City of Fredericton hereby approves the amount of $4,526,332 as the general fund operating line of credit as per the Municipalities Act and banking services agreement; and BE IT FURTHER RESOLVED THAT the Council of the City of Fredericton hereby approves the amount of $2,000,000 as the revolving lease line of credit as per the banking services agreement; and BE IT FURTHER RESOLVED THAT the Mayor, City Clerk and City Treasurer be authorized to execute the commitment letter between the Bank of Nova Scotia and the City of Fredericton and such further banking documentation as may be required to facilitate this resolution. Prepared by: Tina Tapley Director of Finance, Innovation & Technology/City Treasurer Approved by: Chris MacPherson, Chief Administrative Officer Attachments – (1) Copy of the Bank of Nova Scotia Credit Facilities Commitment Letter with terms and

conditions attached (credit number 01 (general fund operating), credit number 02 (revolving line lease)

2

3

4

5

6

7

8

9

10

11

12

13

14

15

16

17

18

Council Information Management & Discovery

Presented by: Jason Morency & Rob Lunn

CIC – August 14, 2017 19

eSCRIBE Records and Councillor Workspace

This was one of the recent “IT Project Challenge” projects.

Electronic Record Center went live on July 10, 2017.

2017 eSCRIBE records were uploaded into the Record Center

starting July 24th.

January 1st, 2018 has been selected as the date where the

Electronic Records Center will be the official source (going

forward) for records.

An Intranet Mayor and Councillor workspace has been created

and launched (July 28th, 2017).

City of Fredericton system user accounts have been created

for all Councillors and Mayor.

New eSCRIBE app with increased functionality has been tested

and is ready for deploying. 20

Councilor Workspace / Portal

21

Meetings Online - eSCRIBE

Brand new eSCRIBE application that allows not just reading of content, but interaction as well. You can now do things like:

Add annotations and comments to a document

Email a document with or without your annotations to a colleague

Print a document

Search for keywords within a document

Highlight text with a virtual highlighter

…and MORE!

22

Meetings Online - eSCRIBE

23

Next steps

Setup training sessions for Mayor and Council

The electronic record center becomes the official source (moving forward) of records for the City of Fredericton on January 1st, 2018

Process all 2017 eSCRIBE records into the electronic record center

Go back and process previous eSCRIBE records

User interface for all staff to access electronic records

Role out new eSCRIBE app to council and senior staff

24

To: Councillor Henri Mallet, Chair, Transportation Committee and Members of Transportation Committee

From: Darren Barker Supervisor, Transit and Parking Services Date: June 13, 2017 Title: Parking Restrictions at Upper Queen Parking Lot

Description: Amendment to By-law No. T-1, A By-law to Regulate Traffic – Parking Restrictions at the entrance to Upper Queen Lot.

OPEN OR CLOSED SESSION: Open Session

ISSUE: Vehicles are parking on both sides of the entrance to the Upper Queen Lot restricting the flow of vehicles entering and exiting the lot.

BACKGROUND: Development of a new building on Queen Street closed the entrance to the Upper Queen parking lot for the past two years. The entrance opened late in 2016 and shortly after vehicles started parking on both sides of the entrance. This narrows the entrance and restricts the flow of traffic creating a safety concern when vehicles are entering and exiting the lot.

DISCUSSION: Staff is of the opinion that restricting parking as shown in Figure-1 will improve flow and increase overall safety.

COUNCIL POLICY: Policy No. TRA-POL-021, Traffic Flow Control. Amendments to By-law No.T-1, A By-law to Regulate Traffic, require approval of City Council.

ADMINISTRATIVE REPORT

Council-in-Committee open session – August 14, 2017

25

2

Form No.: GOV-FRM-002 Service: Community Leadership Issue No.: 1.8 Issue Date: May 19, 2015

Printed On: August 11, 2017 May 25, 2001

FINANCIAL CONSIDERATION (Immediate Impact on Approved Budget): The cost associated with installing the appropriate “No Parking” signage will be approximately $200.00 and will covered under the 2017 Parking Budget.

LEGAL CONSIDERATION: City of Fredericton By-law No. T-1, A By-law to Regulate Traffic, requires an amendment in order to implement and enforce traffic controls on the public street system.

SUSTAINABILITY DUE DILIGENCE: N/A

COMMUNICATION PLAN: N/A

SPOKESPERSON: Darren Barker, Supervisor, Transit/ Parking Services

OPTIONS: Option 1 Transportation Committee supports the proposed amendment to By-law No. T-1, A By-law to Regulate Traffic, to remove parking on both sides of the entrance to the Upper Queen Lot as shown in Figure -1 Option 2 Transportation Committee can give other direction to staff.

RECOMMENDATION: It is recommended that the following resolution be forwarded to City Council for consideration: BE IT RESOLVED that the Council of the City of Fredericton authorizes the Legal Division to draft the appropriate by-law to amend By-law T-1, A By-law to Regulate Traffic, to remove parking on both sides of the entrance to the Upper Queen Lot as shown in Figure-1. Prepared by: Darren Barker Supervisor of Transit and Parking Approved by: Ken Forrest Director of Growth and Community Services

26

3

Form No.: GOV-FRM-002 Service: Community Leadership Issue No.: 1.8 Issue Date: May 19, 2015

Printed On: August 11, 2017 May 25, 2001

/Attachments: Figure-1

27

28

CIC, August 14, 2017

Tina Tapley, City Treasurer

Director of Finance, Innovation & Technology

2018 PNB Assessment Freeze Impact on City of Fredericton

29

IMPACT & ISSUE:

• PROBLEM: Loss of forecasted assessment revenue of $1.7M

• INTENT: Used to cover City’s inflationary costs

30

PNB Assessment Freeze Property Tax Revenue Impact • Freeze on market increases

• Any market decreases still occur

• New Property Tax Revenue solely from:

• New construction with a building permit

• 0 from existing market assessment

31

City and Taxpayers Pay Assessing & Collecting Fee to PNB for Assessments

• City Cost $1,363,670 and Taxpayer Cost $1,363,670 Paid to PNB

• 1.94¢ per $100 of assessed value for each

32

$22.9M

$30.8M

$35.3M

PNB collect

$5.6M$5.6M $1.8M City

Keeps $-

$5,000,000

$10,000,000

$15,000,000

$20,000,000

$25,000,000

$30,000,000

$35,000,000

$40,000,000

City of FrederictonProperty Taxes Collected by PNB

vsCommunity Funding and Equalization Grant

Tax PNB Collected

Community Funding

Grant

$22.9M

$30.8M

$35.3M

PNB collect

$5.6M$5.6M $1.8M City

Keeps $-

$5,000,000

$10,000,000

$15,000,000

$20,000,000

$25,000,000

$30,000,000

$35,000,000

$40,000,000

City of FrederictonProperty Taxes Collected by PNB

vsCommunity Funding and Equalization Grant

Tax PNB Collected

Community Funding

Grant

$22.9M

$30.8M

$35.3M PNB collect

$5.6M $5.6M

$1.8M City Keeps

$-

$5,000,000

$10,000,000

$15,000,000

$20,000,000

$25,000,000

$30,000,000

$35,000,000

$40,000,000

City of Fredericton Property Taxes Collected by PNB

vs Community Funding and Equalization Grant

Tax PNB Collected

Community Funding Grant

2006 = PNB kept 76% of City Tax Revenue Collected

2017 = PNB kept 95% of Fredericton Tax Revenue

33

Considerations

• Immediate 2018 Budget Impact . $1.7M

• Long-term implications. UNKNOWN

• Citizen value. ↓ Costs & ↑ Value

(Affordability & Results)

34

35