staff report for budget committee of the whole meeting · 23/01/2018 · demonstrates responsible...

Staff Report for Budget Committee of the Whole Meeting Date of Meeting: January 23, 2018 Report Number: SRCFS.18.003

Department: Corporate and Financial Services Division: Financial Services

Subject: 2018 Draft Water, Wastewater & Stormwater Budget

Purpose: To present the Town of Richmond Hill’s 2018 Draft Water, Wastewater & Stormwater Budgets for Council approval.

Recommendation(s): a) That the 2018 Draft Water, Wastewater & Stormwater Budgets as attached in

Appendix “A” be adopted; andb) That Draft By-law No. 9-18, attached as Appendix “B” to SRCFS.18.003 be

enacted to authorize the following:

i. That retail charges for properties receiving water & wastewater services berendered on a combined basis, at the rate of $4.4115 (7.5% increase from2017) per cubic metre (1,000 litres) effective April 1, 2018;

ii. That retail charges for properties receiving water service only, be charged arate of $1.8295 per cubic metre (1,000 litres) effective April 1, 2018;

iii. That retail charges for properties receiving wastewater services only, becharged a flat rate of $235.61 per quarter effective April 1, 2018;

iv. That flat rate charges for residential properties which do not have a watermeter installed, be based on 1 cubic meter per day;

v. That stormwater management charges for residential and farm propertiesequal $67.84 per annum;

vi. That stormwater management charges for non-residential and multi-residential properties equal $197.10 per annum;

vii. That stormwater management charges for a condominium building orcomplex equal $197.10 per annum per water meter installed;

viii. That By-law Section 26.11 of By-law 94-11 providing for early paymentdiscount, be repealed effective July 1, 2018;

ix. That a copy of the resolution approving the Town of Richmond Hill 10 YearWater (and Wastewater) Financial Plan be translated and submitted to theMinistry of the Environment and Climate Change as required under the SafeDrinking Water Act, 2002, O. Reg. 453/07.

Agenda Item 4.2

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Town of Richmond Hill – Budget Committee of the Whole Meeting Date of Meeting: January 23, 2018 Report Number: SRCFS.18.003

Contact: David Dexter, Director, Financial Services/Treasurer, ext. 3656 Cedric Stone, Manager, Revenue Services, ext. 3627

Gigi Li, Manager, Capital and Development Financing, ext. 6435

Submitted by:

Mary-Anne Dempster Commissioner of Corporate and Financial Services

Approved by:

Neil Garbe Chief Administrative Officer

Background: This report presents the 2018 Draft Water, Wastewater & Stormwater Budgets. Included in the 2018 Draft Water, Wastewater & Stormwater Budgets is the proposed Water and Wastewater combined retail rate increase of 7.5% (effective April 1, 2018), largely driven by a 9% wholesale rate increase for water and wastewater, charged by the Region of York. The budget also proposes a 9% increase for Stormwater, similar to the increases adopted in the previous years.

Appendix “A” provides the details for the draft 2018 Water, Wastewater & Stormwater Budgets.

"Signed version on file in the Office of the Clerk"

"Signed version on file in the Office of the Clerk"

34


Financial/Staffing/Other Implications: Water & Wastewater Services Council adopted the Town’s Water and Wastewater Financial Plan, from 2010 to 2019 in June 2010 and filed with the Ministry of Environment and Ministry of Municipal Affairs and Housing…as a requirement of the Safe Drinking Water Act, 2002, O. Reg. 453/07. With an impending expiry in 2019, staff commenced an update of the Water and Wastewater Financial Plan in late 2016 and continued into 2017. As it is a legislated requirement that the water and wastewater rates provide for full cost including replacement funding of water and wastewater assets, an Activity Based Costing (ABC) exercise was undertaken to examine all expenditures contributing to the delivery of these services.

The ABC exercise identified cost assumptions including: wholesale costs from the Region, Public Works Operations costs and a realignment of staffing costs between the Operating, Water, Wastewater & Stormwater budgets. The exercise identified a larger use of staff time for Stormwater Management Services (21% increase) from the initial Stormwater Rate Review in 2013. A large portion of these costs have been absorbed in the Water and Wastewater operating budget, but using a multiple year phased in approach will move to the Stormwater budget.

The review provides two other areas of consideration: the Town’s use of water services for Splash Pads and the early payment discount program. The Town of Richmond Hill is one of the last municipalities to provide a discount for early payment on water and wastewater services. Elimination of the program will reduce costs and be consistent with industry practice. Staff proposed removing the discount effective July 1, 2018. Effective 2018, the Town will be charged for the water used to operate splash pads, consistent with other municipalities.

The 2018 Draft Water and Wastewater Budget provides for: • 7.5% combined Water & Wastewater rate, reflecting a wholesale rate increase of

9% from the Region of York, which accounts for 72% of this budget;• Greater transfers to the Operating Fund to reflect increased workflow activity

toward Water & Wastewater functions and revenue recoveries related to SplashPads (net impact of $354,900);

• Increased contribution to the Water and Wastewater Repair & Replacement Fundto continue the legislated requirement of providing for full replacement funding ofrelated infrastructure assets;

• Elimination of the discount program effective July 1, 2018.

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The draft By-law No. 9-18 in Appendix “B” shows the new combined retail rate of $4.4115 per cubic metre, a water service only rate of $1.8295 per cubic metre and a flat rate at $235.61 per quarter for wastewater services only effective April 1, 2018. While all properties in the Town of Richmond Hill are required to have a water meter installed, periodically a property becomes occupied before the meter is installed. In these instances, those properties without a water meter will be charged a flat rate of 1 cubic metre per day at the current combined water & wastewater retail rate.

The rate increase of 7.5% for 2018 is recommended within the updated, legislatively required (Safe Drinking Water Act, 2002, Ontario Regulation 453/07) Water and Wastewater Financial Plan. The plan for years 2018 to 2027 will see an annual increase of 7.5% from 2018 to 2020 and increases of 2.7% from 2021 to 2027 despite a higher wholesale increase passed on by the Region of York. This will be achieved because of the realignment of staffing costs, update of incremental tax recoveries and reserve fund transfers.

Upon Council’s approval of the 10 Year Water and Wastewater Financial Plan, the information will be translated and submitted to the applicable provincial legislative bodies. A summary of the 10 Year forecast for Water and Wastewater is shown in Appendix “C”

Stormwater Management Services The budget proposes a 9% increase for stormwater management, similar to the increases adopted in previous years. The Stormwater Management Rate was adopted by Council in 2013 and the basis of the rate was presented in the report, Stormwater Management Financing Feasibility Study (SRCFS.13.007). An external consultant was retained at the time to complete the study and as presented in the report, the recommendations included significant annual increases (averaging 17% annually) to the Stormwater Management Rate compared to the more realistic, reasonable annual increases (9% per year) approved by Council over the last few years.

Since the implementation of the Stormwater Management Rate in 2013, several assumptions have changed, which led to a concurrent rate review in 2017. An Activity Based Costing (ABC) exercise was undertaken to examine all expenditures contributing to the delivery of stormwater related services. It identified a significant shortfall in funding for both operating and capital activities as a result of the impact of the full cost recovery - alignment of resource efforts to stormwater activities, contribution to asset lifecycle replacements ($31.5 million over ten years) and new capital infrastructure projects (valleylands, flood remediation) ($33.6 million over ten years). The Water Quality Protection Reserve Fund, earmarked to fund stormwater related expenditures is expected to be fully depleted by 2021. See a summary of the 10 Year forecast for Stormwater Management Services in Appendix “D”.

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The current Stormwater Management rate is billed by a two-tier, flat rate approach based on the number of water meters for both residential and non-residential properties on an assessment split basis. A major shortcoming of this less than equitable approach is that multi-unit properties are only billed by the number of water meters and not by the number of units. Another shortcoming of the current approach is that non-residential properties are billed by a single flat rate and not differentiated by use or size of property. In an attempt to capture revenue from these units, the rate review in 2017 also assessed various billing options and rate structures to recover stormwater costs in a more equitable manner. However, determining an appropriate rate structure is complex and more time is required to evaluate the various options and impact. In 2018, staff in Financial Services and Environmental and Infrastructure Services will be doing a collaborative review based on land use considering impervious area of all properties to determine a revised, defensible rate structure and will be proposing the results to Council.

In light of the findings from the Stormwater rate review, it is evident there are expenditure pressures that need to be addressed to move towards full cost recovery. However, the transfer of all related costs to Stormwater Management Services will be in phases as the rate is not able to absorb all of the costs at once. The water and wastewater, tax transfers and increase in lifecycle contributions will be transitioned and phased in to gradually build up the rate. Simultaneously, a new stormwater management rate structure must be in place to achieve the higher revenue requirements.

The proposed 9% increase for 2018 takes the annual rate per residential home owner from $62.24 to $67.84, and non-residential from $180.82 to $197.10 continuing with the existing rate structure to partially offset some of the known pressures. More importantly, the collaborative working group will engage various stakeholders and develop an equitable rate structure to effectively recover costs related to stormwater management activities. Results of the proposed working group and rate structure will be reported back to Council.

Council adoption of the 2018 Draft Water, Wastewater & Stormwater Budgets will facilitate the proposed retail charges to be effective for April billings.

Relationship to the Strategic Plan: Annual presentation of the Town’s Water, Wastewater & Stormwater Budgets demonstrates responsible municipal management and wise management of resources in ensuring reasonable user fee increases; justifiable full cost recovery for quality services rendered and sound fiscal management for both short term and long term planning.

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Conclusion: The combined retail rate for water & wastewater services and the stormwater management rate are recommended to be increased by 7.5% and 9% respectively effective April 1, 2018 in order to provide full cost recovery for water & wastewater services, and maintain existing funding proportions for stormwater functions. These rate increases also provide for replacement funding of related assets to support future sustainability of the water, wastewater & stormwater infrastructure.

Attachments: The following attached documents may include scanned images of appendixes, maps and photographs. If you require an alternative format please call contact person listed in this document.

Appendix “A” 2018 Draft Water, Wastewater & Stormwater BudgetAppendix “B” Draft By-law 9-18Appendix “C” Ten Year Forecast Summary for Water and WastewaterAppendix “D” Ten Year Forecast Summary for Stormwater

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Appendix “A”

2018 Draft Water, Wastewater & Stormwater Budget

Index Pages

1. 2018 Budget Narrative

Water & Wastewater Overview ............................................ 1 – 2 Water & Wastewater Summary ............................................ 3 – 7 ..................................................................................................... Water & Wastewater

Water & Wastewater Services Supply & Revenue ........... 8 – 9 Transfers to Reserves & Reserve Funds ............................. 10 Financial Services Allocations ..................................... 11 – 12 Corporate Allocations .......................................................... 13 Water & Wastewater Administration ........................... 14 – 15 Water & Wastewater Operations ................................. 16 – 19

Stormwater Management Services .................................. 20 – 27

2. Business Case – Water and Wastewater Operator ................. 28 – 30

39

TOWN OF RICHMOND HILL

2018 Draft Budget

WATER & WASTEWATER SERVICES

OVERVIEW

Water & Wastewater services for residents and businesses in Richmond Hill are provided in collaboration with the Region of York. The Region of York acquires water from the City of Toronto and the Region of Peel, and distributes it to the Richmond Hill borders from which the Town distributes to each household and business. Wastewater is collected and transferred out of the municipality at which point the Region continues the collection process at the municipal border and transfers the wastewater to the Duffin Creek Water Pollution Control Plant in Pickering where it is treated. The Region charges the Town a wholesale rate and the Town passes on these costs to the residents and businesses at a combined retail rate.

The 2018 Draft Water & Wastewater Operating Budget reflects the principles of the 10-year Water & Wastewater Financial Plan adopted by Council in 2010 as a requirement of the Safe Drinking Water Act, 2002, Ontario Regulation 453/07. The budget also reflects the results of the updated Financial/Rate Study completed by staff in 2017. The financial study indicated that:

a) The Town’s Water & Wastewater program is financially sustainable while remaining debtfree for the 10 year period (& beyond);

b) There is sufficient funding available in the 10 year plan for all capital projects;c) The Water & Wastewater repair & replacement reserve fund balances provide for the 10

year capital repairs forecast (& beyond);d) Projected user rates remain reasonable while providing for full cost recovery plus gradual

increases to reserve fund contributions; ande) The Town’s Water & Wastewater supply and resources will remain reliable, safe and

sustainable.

This presentation summarizes the Water and Wastewater program that is distributed through four departments:

Environmental & Infrastructure Services – major repair and reconstruction ofinfrastructure (part of Capital program).

Community Services – maintains & operates almost 1200 km of watermain and sanitarysewer infrastructure, along with storm sewers and stormwater ponds.

Corporate & Financial Services – billings, collections, maintains water meters

Office of the CAO – deals with service enquiries through Access Richmond Hill

140


2018 Draft Budget


OVERVIEW - Continued

The 2017 ACCOMPLISHMENTS

Public Works Administration & Operations: On1Call integration with Maximo; eliminate paper driven process (paper consumption

reduction of 16,000 sheets annually equivalent to saving two trees) Wastewater SCADA system; inventory and monitoring of four pumping stations; go live this

fallInflow/infiltration study remediation of field findings; measures to support increased allocation for development

Revenue Services: 3,000 residential meter replacements to the new radio frequency models Launch pilot program for monthly reading of 5,000 water meters Commercial and industrial meter evaluation study New water billing system went live December 2016 Completed development and testing of interface between meter supplier and water billing

application

The 2018 PRIORITIES

Public Works Administration & Operations: York Region/Town Sewer Use By-Law Program Enhancement

o Robust sampling and enforcemento Increased monitoring ICI

CCTV Software Upgradeo Improve capability to prioritize sewers (sanitary and storm) for rehabilitation worko Provides reports/maps outlining location of services connections (locates)

Sanitary Lift Stationso Business case to bring preventative maintenance inspections in-house

Sketch Editor Softwareo Integrated with Maximo when performing locateso Design capabilities to sketch infrastructure (eliminating paper)

Enhanced training

Revenue Services: Replace / upgrade 5,000 residential water meters by end of June 2018. Replace an

additional 5,000 units from August to December 2018 Testing of high volume commercial and industrial water meters identified in July 2017 study Transition from monthly reading pilot to monthly reading of all radio frequency water meters Develop long term meter reading strategy by considering alternatives for data collection

241


2018 Draft Budget


WATER & WASTEWATER SUMMARY

2018 Budget Highlights

2016 Actual

Preliminary

Actuals

Nov. 30, 2017

2017 Approved

Budget

2018 Draft

Budget

Variance

(Favourable) /

Unfavourable

Expenditures

Personnel - Full-Time 2,925,682$ 2,335,509$ 3,050,000$ 3,176,800$ 126,800$ 4.2%Personnel - Casual 106,367 106,679 132,000 151,900 19,900 15.1%Water - Regional Charges 20,717,211 13,267,295 22,118,200 23,063,500 945,300 4.3%Wastewater - Regional Charges 29,880,578 20,397,268 31,511,600 35,751,100 4,239,500 13.5%Water & Wastewater Discount 774,383 325,060 741,000 389,100 (351,900) -47.5%Contracts / Services 5,735,744 3,299,508 5,041,800 5,061,800 20,000 0.4%Materials / Supplies 727,421 463,688 864,100 892,500 28,400 3.3%Other Expenditures 79,998 41,710 59,600 60,400 800 1.3%Transfers to Other Funds 12,148,621 10,328,300 11,815,000 12,694,400 879,400 7.4%Total Expenditures 73,096,006$ 50,565,018$ 75,333,300$ 81,241,500$ 5,908,200$ 7.8%

Revenues

Water Supply Revenue (289,178) (70,787) (85,200) (85,200) - 0.0%Water & Wastewater Revenue (69,532,046) (54,578,777) (73,309,900) (79,206,200) (5,896,300) 8.0%User Fees (3,615,261) (3,342,767) (1,768,200) (1,775,900) (7,700) 0.4%Investment Income (60,000) - (60,000) (60,000) - 0.0%Reserves and Reserve Funds (173,922) (1,183,250) (110,000) (114,200) (4,200) 3.8%Total Revenues (74,190,406)$ (59,175,581)$ (75,333,300)$ (81,241,500)$ (5,908,200)$ 7.8%

Net Budget (1,094,400)$ (8,610,563)$ -$ -$ -$ #DIV/0!

2017 Approved

BudgetBase Legislated Annualization

New/Growth

Staff &

Programs

2018 Draft

Budget

Expenditures

Personnel - Full-Time 3,050,000$ 84,600$ -$ -$ 42,200$ 3,176,800$ Personnel - Casual 132,000 - 19,900 - -$ 151,900 Water - Regional Charges 22,118,200 945,300 - - - 23,063,500 Wastewater - Regional Charges 31,511,600 4,239,500 - - - 35,751,100 Water & Wastewater Discount 741,000 (351,900) - - - 389,100 Contracts / Services 5,041,800 77,500 - - (57,500) 5,061,800 Materials / Supplies 864,100 26,500 - - 1,900 892,500 Other Expenditures 59,600 - - - 800 60,400 Transfers to Other Funds 11,815,000 858,700 - 20,700 - 12,694,400 Total Expenditures 75,333,300$ 5,880,200$ 19,900$ 20,700$ (12,600)$ 81,241,500$

Revenues

Water Supply Revenue (85,200) - - - - (85,200) Water & Wastewater Revenue (73,309,900) (5,896,300) - - - (79,206,200) User Fees (1,768,200) (7,700) - - - (1,775,900) Investment Income (60,000) - - - - (60,000) Reserves and Reserve Funds (110,000) (4,200) - - - (114,200) Other Internal Sources - - - - - Total Revenues (75,333,300)$ (5,908,200)$ -$ -$ -$ (81,241,500)$

Net Budget -$ (28,000)$ 19,900$ 20,700$ (12,600)$ -$

342


2018 Draft Budget


WATER & WASTEWATER SUMMARY – Continued

2018 Budget Summary

This table reflects proposed net budgets. The total Water & Wastewater net expenditure budget for 2018 is $81.2 million (7.8% increase from 2017). Approximately 72% of the total expenditure budget is for the acquisition of Water & Wastewater services from the Region ($58.8 million). The remaining 28% is for Town Services (i.e. Maintenance & Operations, Revenue billings, collections, meter repairs, reserve fund contributions, and corporate overhead allocations). Also about 97% of the Town’s total expenditure is funded from the combined retail rate with the remaining 3% coming from reserves, reserve funds, and other user charges.

2016 Actual

Preliminary

Actuals

Nov. 30, 2017

2017 Approved

Budget

2018 Draft

Budget

Variance

(Favourable) /

Unfavourable

Net Revenues

Water & Wastewater Revenues (68,757,663)$ (54,253,717)$ (72,568,900)$ (78,817,100)$ (6,248,200)$ Water Services Supply 20,428,034 13,196,508 22,033,000 22,978,300 945,300 Wastewater Services Supply 29,880,578 20,397,268 31,511,600 35,751,100 4,239,500

(18,449,052) (20,659,940) (19,024,300) (20,087,700) (1,063,400)

Maintenance & Operations 6,991,138 3,451,478 8,369,100 9,035,100 666,000

Corporate Allocations

Financial Services 1,135,475 1,123,300 1,355,700 1,430,000 74,300 Corporate Expenditures 652,000 1,562,000 1,715,600 1,555,600 (160,000) Corporate Revenues (580,000) (1,094,401) (60,000) (60,000) - Transfer to R&R Reserve Funds 9,156,038 7,007,000 7,643,900 8,127,000 483,100

10,363,513 8,597,899 10,655,200 11,052,600 397,400

Net Budget (1,094,400)$ (8,610,563)$ -$ -$ -$

443


2018 Draft Budget



Rate History

1% Water & Wastewater rate increase generates $566,000 greater revenues. The 2018 Draft Water & Wastewater Budget proposes a 7.5% combined retail rate increase effective April 1, 2018. The budget includes the following:

a) A proposed combined wholesale rate increase of 9% (effective April 1, 2018) from theRegion of York for combined Water & Wastewater services;

b) Greater transfers to the operating fund to reflect increased workflow activity toward Water &Wastewater issues and functions; and

c) Increased contribution to Repair & Replacement reserve funds to continue to provide for fullreplacement funding of Water & Wastewater assets.

The following table shows the historical rates:

Note: Rates shown are on a per cubic metre basis.

The table below shows York Region’s forecast of Wholesale rates to achieve full cost recovery pricing in six years:

Year Water % Inc. Wastewater % Inc. Combined % Inc. Water % Inc. Wastewater % Inc. Combined % Inc.

2010 0.6339 10.0% 0.7183 10.0% 1.3522 10.0% 1.0434 10.0% 1.1822 10.0% 2.2256 10.0%2011 0.6973 10.0% 0.7902 10.0% 1.4875 10.0% 1.1478 10.0% 1.3005 10.0% 2.4483 10.0%2012 0.7512 7.7% 0.8848 12.0% 1.6360 10.0% 1.2362 7.7% 1.4566 12.0% 2.6928 10.0%2013 0.8087 7.7% 0.9910 12.0% 1.7997 10.0% 1.3068 5.7% 1.6006 9.9% 2.9074 8.0%2014 0.8697 7.5% 1.1099 12.0% 1.9796 10.0% 1.3810 5.7% 1.7590 9.9% 3.1400 8.0%2015 0.9345 7.5% 1.2431 12.0% 2.1776 10.0% 1.4823 7.3% 1.9717 12.1% 3.4540 10.0%2016 0.9582 2.5% 1.4158 13.9% 2.3740 9.0% 1.5196 2.5% 2.2453 13.9% 3.7649 9.0%2017 1.0021 4.6% 1.5855 12.0% 2.5876 9.0% 1.6564 9.0% 2.4474 9.0% 4.1037 9.0%

2018 1.1051 10.3% 1.7154 8.2% 2.8205 9.0% 1.8295 10.5% 2.5820 5.5% 4.4115 7.5%

York Region Wholesale Rates Town Retail Rate

2017 9.0%2018 9.0%2019 9.0%2020 9.0%2021 2.9%2022 2.9%

Wholesale Rate Increases April 1 of Each

544


2018 Draft Budget



2017 2018 Incremental

Budget Budget Change

2017 Net Budget -$

Base

Personnel

WWW OperationsStaff Costs - Full Time Salaries & Benefits 3,038,300 3,110,000 71,700 Step rate and benefits rate increase

Corporate AllocationPersonnel Contingency Account 11,700 24,600 12,900 To reflect provision for negotiated settlement

Contracts/Services

WWW OperationsWater Contract 1,309,700 1,336,200 26,500 Inflationary pressureSewer Contract 1,612,000 1,644,500 32,500 Inflationary pressureInsurance 545,300 561,400 16,100 New Contract price

Water & Wastewater Supply

Meter Reading Services 147,700 140,200 (7,500)

Meter Testing 88,900 92,500 3,600Meter Repairs 110,000 114,200 4,200Meter Investigation - Res. & Comm. 30,000 32,100 2,100

Materials/Supplies

Water & Wastewater SupplyWater - Regional Charge 22,009,200 22,839,100 829,900

Water - Town Use - 91,800 91,800Regional Charge Sewer Treatment 31,511,600 35,608,700 4,097,100

Wastewater -Town Use - 142,400 142,400

Water & Sewer Discount - Res. 596,200 274,700 (321,500)Water & Sewer Discount - Comm. 144,800 114,400 (30,400)Postage 158,500 170,000 11,500Printing 75,400 80,000 4,600

WWW OperationsWater Materials 288,800 294,600 5,800 Inflationary pressureSewer Materials 192,600 196,500 3,900 Inflationary pressure

Other 700 Hydro inflationary pressure

Other Expenditures

Water & Wastewater SupplyWrite-offs: Residential 109,000 132,600 23,600

Transfer to Other Fund

WWW OperationsTransfer to PWO 301,700 99,900 (201,800) Based on WWW Financial / Rate StudyTransfer to Fleet 449,600 1022300 572,700 Based on WWW Financial / Rate StudyTransfer to IT 277,900 388,900 111,000 Based on WWW Financial / Rate StudyTransfer to EIS 333,600 363,500 29,900 Based on WWW Financial / Rate Study

Financial Services AllocationTransfer to Revenue Fund 1,104,400 1,151,400 47,000

Corporate AllocationContribution to Revenue Fund 1,703,900 1,520,700 (183,200)

Transfer to Reserves & Reserve FundsTransfer to Repair & Replacement Reserve Fund 7,643,900 8,127,000 483,100

Total Expenditures 5,880,200

Increased due to 10.3% wholesale water rate and volume increaseTown's own use of water separated from regional charge

Transfer to operating fund to reflect inflationary pressures and allocation of time spent on WWW. Transfer amount is reduced by cost of splash pads

Increased to reflect growth in WWW related infrastructure as updated in life cycle analysis

Increased to reflect inflationary pressures

Decrease in cost of meter readings services due to more radio frequency reads

Based on historical trend

Meter testing & repairs to increase as a result of installing new radio frequency meters

Based on anticipated increases in write-offs

Increased due to 8.2% wholesale water rate and volume increaseTown's own use of wastewater separated from regional charge

Decrease reflects the elimination of the discount in June

Budget Change Explanation Explanation

Decrease reflects the elimination of the discount in JuneBased on historical trendBased on historical trend

645


2018 Draft Budget





Revenue

Water & Wastewater - Revenue

Water & Wastewater Supply & RevenueWater & Wastewater - Revenue (73,309,900) (79,206,200) (5,896,300)

User Fees

Financial Services AllocationNew Account Fee (174,800) (180,500) (5,700)Water Collection Charge (83,400) (85,100) (1,700)Administrative Charge (6,000) (6,100) (100)Water Certificates (8,000) (8,200) (200)

Reserve & Reserve Funds

Financial Services AllocationFrom Watermeter R&R (110,000) (114,200) (4,200)

Total Revenues (5,908,200)

Total Base Budget (28,000)$

Legislated

WWW Administration

Personnel - Casual 1,100 1,100 Minimum wages increase

WWW OperationsPersonnel - Casual 8,500 8,500

Corporate AllocationBill 148 Legislation 10,300 10,300

Total Legislated 19,900$

Annualization

Financial Services AllocationTransfer to Revenue Fund 20,700 20,700

Total Annualization 20,700$

New / Growth Staff & Programs

New Full Time Staffing

WWW Operator (start day - July) (16,100) (16,100) Savings from Contract costs

Overtime 2,500 2,500 Support reporting to MOECC/Public Health to reflect changes in water quality testing procedures from 3 days, to 5 days per week

WWW AdministrationOvertime 1,000 1,000 Based on historical trend

Total New/Growth Staff & Programs (12,600)$

Incremental Change -$

2018 Net Budget -$

Increased transfer to fund for meter repair program

Minimum wages increase

Impact of new legislation related to Bill 148 (Fair Workplaces, Better Jobs Act) for holiday & vacation pay and personal emergency leave

Capital & Development Finance Advisor

Budget Change Explanation Explanation

Reflects a 7.5% blended increase in combined retail rate and anticipated volume from the region.

Based on historical trendBased on historical trendBased on historical trendBased on historical trend

746


2018 Draft Budget


WATER & WASTEWATER SERVICES SUPPLY & REVENUE

This budget program captures the wholesale costs of water supplied by the Region of York and the wholesale costs of wastewater collected for treatment by the Region of York. This budget also captures the combined billing revenues and early payment discounts (to be eliminated effective July 1, 2018), for Water and Wastewater services provided by the Town at the combined retail rate.


Base Expenditure

The Region of York will be passing on a 10.3% wholesale rate increase for provision ofwater services effective April 1, 2018.

The Region of York will be passing on an 8.2% wholesale rate increase for wastewatertreatment effective April 1, 2018.

The increase in Water and Wastewater Regional Charges reflect January to March 2018billings from Region of York at the 2017 rate and April to December at the 2018 rate, andare based on forecasted volumes maintained at 2017 levels. In addition, provision for writeoffs are taken into account in the increase.

In 2018 the combined Water and Wastewater volumes are forecasted to be 21,153,222(2017 budget – 21,113,340) cubic metres, based on previous years’ experience.

2016 Actual

Preliminary

Actuals

Nov. 30, 2017

2017

Approved

budget

2018 Draft

Budget

Variance

(Favourable) /

Unfavourable

Expenditures

Water - Regional Charges 20,717,211$ 13,267,295$ 22,118,200$ 23,063,500$ 945,300$ 4.3%Wastewater - Regional Charges 29,880,578 20,397,268 31,511,600 35,751,100 4,239,500 13.5%

Water & Wastewater Discount 774,383 325,060 741,000 389,100 (351,900) -47.5%

Total Expenditures 51,372,172$ 33,989,624$ 54,370,800$ 59,203,700$ 4,832,900$ 8.9%

Revenues

Water Supply Revenue (289,178) (70,787) (85,200) (85,200) - 0.0%

Water & Wastewater Revenue (69,532,046) (54,578,777) (73,309,900) (79,206,200) (5,896,300) 8.0%

Total Revenues (69,821,224)$ (54,649,564)$ (73,395,100)$ (79,291,400)$ (5,896,300)$ 8.0%

Net Budget (18,449,052)$ (20,659,940)$ (19,024,300)$ (20,087,700)$ (1,063,400)$ 5.6%

2017

Approved

Budget

Base Legislated Annualization

New/Growth

Staff &

Programs

2018 Draft

Budget

Expenditures

Water - Regional Charges 22,118,200$ 945,300$ -$ -$ -$ 23,063,500$ Wastewater - Regional Charges 31,511,600 4,239,500 - - - 35,751,100 Water & Wastewater Discount 741,000 (351,900) - - - 389,100 Total Expenditures 54,370,800$ 4,832,900$ -$ -$ -$ 59,203,700$

Revenues

Water Supply Revenue (85,200) - - - - (85,200) Water & Wastewater Revenue (73,309,900) (5,896,300) - - - (79,206,200) Total Revenues (73,395,100)$ (5,896,300)$ -$ -$ -$ (79,291,400)$

Net Budget (19,024,300)$ (1,063,400)$ -$ -$ -$ (20,087,700)$

847


2018 Draft Budget


WATER & WASTEWATER SERVICES SUPPLY & REVENUE - Continued

Base Revenue

The Water Supply Revenue increased as the proposed residential and business combinedretail rate is budgeted to increase by 7.5% effective April 1, 2018 (2017 – increased by 9%).In addition, the water loss rate remained consistent at 13.5%, based on recent experience.

The table below shows historical and projected volumes:

2017 Actuals of 20,082,774 cubic metres includes actuals up to October 31, 2017 andforecasts for November and December 2017.

Effective July 1, 2018, the early payment discount will be discontinued as perrecommendations from the Water & Wastewater Financial/Rate Study.

Year Budget Actual Variance

2013 21,558,905 20,896,755 (662,150)

2014 21,904,380 20,962,206 (942,174)

2015 20,954,300 21,112,435 158,135

2016 20,954,300 21,558,681 604,381

2017 21,113,340 20,082,774 * (1,030,566)

2018 21,153,222 -------- --------

* Estimate

Water Volumes (m3)

948


2018 Draft Budget


WATER & WASTEWATER – TRANSFERS TO RESERVES & RESERVE FUNDS


Base Expenditure

The increased contribution to the Water Rate Stabilization Reserve reflects the need tomaintain a sufficient reserve balance in order to provide for those years when the fund is ina deficit due to greater precipitation during spring and summer months.

The Transfer to Water & Wastewater Repair and Replacement Reserve Funds is incompliance with the requirements of the Safe Drinking Water Act, which requires 100%funding for life cycle replacement of Water and Wastewater related infrastructure as part ofthis fund being financially sustainable into the future.

2016 Actual

Preliminary

Actuals

Nov. 30, 2017

2017 Approved

Budget

2018 Draft

Budget

Variance

(Favourable) /

Unfavourable

Expenditures

Transfer to Water Rate Stabilization Reserve 492,700$ 452,100$ 492,700$ 720,200$ 227,500$ Transfer to Repair & Replacement Reserve Funds 8,663,338 6,554,900 7,151,200 7,406,800 255,600 3.6%

Net Budget 9,156,038$ 7,007,000$ 7,643,900$ 8,127,000$ 483,100$ 6.3%

2017

Approved

Budget


New/Growth

Staff &

Programs

2018 Draft

Budget

Expenditures

Transfer to Water Rate Stabilization Reserve 492,700$ 227,500$ -$ -$ -$ 720,200$ Transfer to Repair & Replacement Reserve Funds 7,151,200 255,600 - - - 7,406,800

Net Budget 7,643,900$ 483,100$ -$ -$ -$ 8,127,000$

1049


2018 Draft Budget


WATER & WASTEWATER – FINANCIAL SERVICES ALLOCATIONS


Base Expenditure

Contracts/Services increased primarily due to more frequent data logging. Meter Repairsincreased by $4,200 due to installation of new radio frequency meters while Meter Testingincreased by $3,600. The increased in budget is offset by a decrease in Meter ReadingServices expense due to more radio frequency reads offset by price increase of non-radiofrequency.

Materials/Supplies comprise of printing and postage and increased mainly due to newprinter leases and additional Canada Post costs.

Transfer to the Revenue Fund relates to staff in the Corporate & Financial ServicesDepartment providing billing, collection, meter management and customer service. Theincrease is due to inflationary adjustments.

2016 Actual

Preliminary

Actuals

Nov. 30, 2017

2017 Approved

Budget

2018 Draft

Budget

Variance

(Favourable) /

Unfavourable

Expenditures

Contracts / Services 401,663$ 233,425$ 376,600$ 379,000$ 2,400$ 0.6%Materials / Supplies 193,805 235,132 233,900 250,000 16,100 6.9%

Other Expenditures 21,506 18,869 25,000 25,000 - 0.0%

Transfers to Other Funds 1,048,100 991,100 1,104,400 1,172,100 67,700 6.1%

Total Expenditures 1,665,074$ 1,478,526$ 1,739,900$ 1,826,100$ 86,200$ 5.0%

Revenues

User Fees (355,678) (266,377) (274,200) (281,900) (7,700) 2.8%

Reserves and Reserve Funds (173,922) (88,849) (110,000) (114,200) (4,200) 3.8%

Total Revenues (529,599)$ (355,226)$ (384,200)$ (396,100)$ (11,900)$ 3.1%

Net Budget 1,135,475$ 1,123,300$ 1,355,700$ 1,430,000$ 74,300$ 5.5%

2017

Approved

Budget


New/Growth

Staff &

Programs

2018 Draft

Budget

Expenditures

Contracts / Services 376,600$ 2,400$ -$ -$ -$ 379,000$ Materials / Supplies 233,900 16,100 - - - 250,000 Other Expenditures 25,000 - - - - 25,000 Transfers to Other Funds 1,104,400 47,000 - 20,700 - 1,172,100 Total Expenditures 1,739,900$ 65,500$ -$ 20,700$ -$ 1,826,100$

Revenues

User Fees (274,200) (7,700) - - - (281,900) Reserves and Reserve Funds (110,000) (4,200) - - - (114,200) Total Revenues (384,200)$ (11,900)$ -$ -$ -$ (396,100)$

Net Budget 1,355,700$ 53,600$ -$ 20,700$ -$ 1,430,000$

1150


2018 Draft Budget


WATER & WASTEWATER – FINANCIAL SERVICES ALLOCATIONS - Continued

Base Revenue

User Fees are comprised of fees charged for new accounts, water collection and watercertificates. User Fees increased by $7,700 mainly due to increase in new account andwater collection revenues based on actual trend.

From Reserves/Reserve Funds includes $4,200 funding for Meter Repairs from the WaterMeter Repair and Replacement Reserve Fund.

Growth

Transfers to Other Funds of $20,700 is the annualized impact of the Capital andDevelopment Finance position to reflect the portion of that position’s responsibilities thatinvolve the Water & Wastewater Fund.

1251


2018 Draft Budget


WATER & WASTEWATER – CORPORATE ALLOCATIONS

The Corporate Allocations accounts include Corporate Expenditures and Revenues including investment income. The budgets for these are summarized as follows:


Base Expenditure

Corporate Expenditures which accounts for the allocation of corporate overhead isbudgeted at $1,555,600. The allocation relates to provisions for inflationary adjustments,updated general overhead, occupancy costs for administrative time and is offset by the costof splash pads, $354,900, charged back to Community Services. Legislated Impact of$10,300 relates to provisions for new Bill 148 Legislation (Fair Workplaces, Better JobsAct).

Base Revenue

Investment income is attributed to the Water and Wastewater Fund cash flow activity.Investment Income is budgeted at $60,000, consistent with prior year approved budget.

2016 Actuals

Preliminary

Actuals

Nov. 30, 2017

2017 Approved

Budget

2018 Draft

Budget

Variance

(Favourable) /

Unfavourable

Expenditures

Personnel - Full-Time -$ -$ 11,700$ 24,600$ 12,900 110.3%

Personnel - Casual - - - 10,300 10,300 Transfers to Other Funds 652,000 1,562,000 1,703,900 1,520,700 (183,200) -10.8%

Total Expenditures 652,000$ 1,562,000$ 1,715,600$ 1,555,600$ (160,000)$ -9.3%

Revenues

Investment Income (60,000) - (60,000) (60,000) - 0.0%

Other Internal Sources (520,000) (1,094,401) - - - #DIV/0!

Total Revenues (580,000)$ (1,094,401)$ (60,000)$ (60,000)$ -$ 0.0%

Net Budget 72,000$ 467,599$ 1,655,600$ 1,495,600$ (160,000)$ -9.7%

2017

Approved

Budget


New/Growth

Staff &

Programs

2018 Draft

Budget

Expenditures

Personnel - Full-Time 11,700$ 12,900$ -$ -$ -$ 24,600$ Personnel - Casual - - 10,300 - - 10,300$ Transfers to Other Funds 1,703,900 (183,200) - - - 1,520,700 Total Expenditures 1,715,600$ (170,300)$ 10,300$ -$ -$ 1,555,600$

Revenues

Investment Income (60,000) - - - - (60,000) Total Revenues (60,000)$ -$ -$ -$ -$ (60,000)$

Net Budget 1,655,600$ (170,300)$ 10,300$ -$ -$ 1,495,600$

1352


2018 Draft Budget


WATER & WASTEWATER ADMINISTRATION

This budget includes basic staffing and related costs for the administration of the Water and Wastewater Services maintenance and operations.


2016 Actual

Preliminary

Actuals Nov.

30, 2017

2017

Approved

Budget

2018 Draft

Budget

Variance

(Favourable) /

Unfavourable

Expenditures

WWW - Admin 1,470,371$ 1,187,818$ 1,779,200$ 1,800,300$ 21,100$ Net Budget 1,470,371$ 1,187,818$ 1,779,200$ 1,800,300$ 21,100$ 1.2%

2016 Actual

Preliminary

Actuals Nov.

30, 2017

2017

Approved

Budget

2018 Draft

Budget

Variance

(Favourable) /

Unfavourable

Expenditures

Personnel - Full-Time 790,661$ 623,396$ 1,014,700$ 1,021,400$ 6,700$ Personnel - Casual 15,558 16,999 14,100 15,200 1,100 Contracts / Services 51,580 53,806 78,100 78,100 - Materials / Supplies 14,938 12,217 12,700 12,700 - Transfers to Other Funds 597,634 481,400 659,600 672,900 13,300 Total Expenditures 1,470,371$ 1,187,818$ 1,779,200$ 1,800,300$ 21,100$ 1.2%

Net Budget 1,470,371$ 1,187,818$ 1,779,200$ 1,800,300$ 21,100$ 1.2%

2017 Approved


New/Growth Staff

& Programs

2018 Draft

Budget

Expenditures

Personnel - FT 1,014,700$ 3,200$ -$ -$ 3,500$ 1,021,400$ Personnel - Casual 14,100 - 1,100 - - 15,200 Contracts/Services 78,100 - - - - 78,100 Materials/Supplies 12,700 - - - - 12,700 Transfers to Other Funds 659,600 13,300 - - - 672,900 Total Expenditures 1,779,200$ 16,500$ 1,100$ -$ 3,500$ 1,800,300$

Net Budget 1,779,200$ 16,500$ 1,100$ -$ 3,500$ 1,800,300$

1453


2018 Draft Budget


WATER & WASTEWATER ADMINISTRATION

Personnel – Full Time

Of the $6,700 increase, $1,000 of the increase in overtime is to support an increase inwater quality sampling; the other $2,500 is for the reporting to MOECC/Public Health toreflect changes in water quality testing procedures from 3 days, to 5 days per week.

Personnel - Casual

The $1,100 is for the legislated minimum wage increase.

Contracts/Services

The Contracts/Services are composed of the following.

2017

Approved

Budget

2018 Draft

Budget

Variance

(Favourable) /

Unfavourable


New/growth

Staff &

Programs

Consulting Contracts 14,000$ 14,000$ -$ -$ -$ -$ -$ Consulting / Benchmarking Init 30,000 30,000 - - - - - Environmental Compliance Cont. 10,000 10,000 - - - - - Vehicle / Equipment Rental 24,100 24,100 - - - - -

78,100$ 78,100$ -$ -$ -$ -$ -$

Variance breakdown

Transfers to Other Funds

The $13,300 additional transfer to the revenue fund includes staffing costs allocated to theInformation Technology Division and Administration Division in Public Works Operations. Italso includes Fleet chargebacks to Public Works Operations. The increase is based on therecommendation from the Water and Wastewater Financial/Rate Study. The studycompleted in 2017 identified greater staff efforts and resources allocation towards theWater and Wastewater system than was previously identified.

1554


2018 Draft Budget


WATER & WASTEWATER OPERATIONS

This program area includes staffing, supplies and contracted services related to the maintenance and operation of approximately 1200 km of watermain and sanitary sewer infrastructure.


2016 Actual

Preliminary

Actuals Nov.

30, 2017

2017

Approved

Budget

2018 Draft

Budget

Variance

(Favourable) /

Unfavourable

Expenditures

WWW Operations 8,780,350$ 5,340,050$ 8,083,900$ 8,728,800$ 644,900$ Total Expenditures 8,780,350$ 5,340,050$ 8,083,900$ 8,728,800$ 644,900$ 8.0%

Revenues

WWW Operations (3,259,583) (3,076,390) (1,494,000) (1,494,000) - Total Revenue (3,259,583)$ (3,076,390)$ (1,494,000)$ (1,494,000)$ -$ 0.0%

Net Budget

WWW Operations 5,520,767 2,263,660 6,589,900 7,234,800 644,900 Net Budget 5,520,767$ 2,263,660$ 6,589,900$ 7,234,800$ 644,900$ 9.8%

2016 Actual

Preliminary

Actuals Nov.

30, 2017

2017

Approved

Budget

2018 Draft

Budget

Variance

(Favourable) /

Unfavourable

Expenditures

Personnel - Full-Time 2,135,021$ 1,712,113$ 2,023,600$ 2,130,800$ 107,200$ Personnel - Casual 90,809 89,680 117,900 126,400 8,500 Contracts / Services 5,282,501 3,012,277 4,587,100 4,604,700 17,600 Materials / Supplies 518,678 216,339 617,500 629,800 12,300 Other Expenditures 58,492 22,841 34,600 35,400 800 Transfers to Other Funds 694,849 286,800 703,200 1,201,700 498,500 Total Expenditures 8,780,350$ 5,340,050$ 8,083,900$ 8,728,800$ 644,900$ 8.0%

Revenue

User Fees (3,259,583) (3,076,390) (1,494,000) (1,494,000) - Total Revenue (3,259,583)$ (3,076,390)$ (1,494,000)$ (1,494,000)$ -$ 0.0%

Net Budget 5,520,767$ 2,263,660$ 6,589,900$ 7,234,800$ 644,900$ 9.8%

1655


2018 Draft Budget



2017 Approved


New/Growth Staff

& Programs

2018 Draft

Budget

Expenditures

Personnel - Full-Time 2,023,600$ 68,500$ -$ -$ 38,700$ 2,130,800$ Personnel - Casual 117,900 - 8,500 - - 126,400 Contracts / Services 4,587,100 75,100 - - (57,500) 4,604,700 Materials / Supplies 617,500 10,400 - - 1,900 629,800 Other Expenditures 34,600 - - - 800 35,400 Transfers to Other Funds 703,200 498,500 - - - 1,201,700 Total Expenditures 8,083,900$ 652,500$ 8,500$ -$ (16,100)$ 8,728,800$

Revenue

User Fees (1,494,000)$ -$ -$ -$ -$ (1,494,000)$ Total Revenue (1,494,000)$ -$ -$ -$ -$ (1,494,000)$

Net Budget 6,589,900$ 652,500$ 8,500$ -$ (16,100)$ 7,234,800$

Personnel – Full Time

The Personnel - Full Time includes the request for a Water and Wastewater Operator at acost of $38,700 commencing in July 2018.

Personnel - Casual

The $8,500 is for the legislated minimum wage increase.

Contracts/Services

The Contracts/Services have increased by $17,600 and are composed of the following.

2017

Approved

Budget

2018 Draft

Budget

Variance

(Favourable) /

Unfavourable


New/growth

Staff &

Programs

Insurance 545,400$ 561,500$ 16,100$ 16,100$ -$ -$ -$ Infill Service Connections 1,100,000 1,100,000 - - - - - Ontario 1 Call Locates 20,000 20,000 0 0 - - - Water 1,309,700 1,336,200 26,500 26,500 - - - Sewer 1,612,000 1,587,000 (25,000) 32,500 - - (57,500)

4,587,100$ 4,604,700$ 17,600$ 75,100$ -$ -$ (57,500)$

Variance breakdown

The $75,100 base pressure increase is related to the inflationary pressures of the water and sewer servicing contract and the updated insurance contract pricing. The $57,500 savings in new/growth staff & programs is resulting from efficiencies created by the new Water and Wastewater Operator position request in 2018. Work will be performed by staff in-house instead of contracting out.

1756


2018 Draft Budget



Materials/Supplies

The Materials/Supplies have increased by $12,300 and are composed of the following.

2017

Approved

Budget

2018 Draft

Budget

Variance

(Favourable) /

Unfavourable


New/growth

Staff &

Programs

Water 288,800$ 294,600$ 5,800$ 5,800$ -$ -$ -$ Sewer 192,600 196,500 3,900 3,900 - - - Hydro 32,600 33,300 700 700 - - - Training & Tuition 77,100 78,600 1,500 - - - 1,500 Uniforms /Clothing 23,000 23,400 400 - - - 400 Other 3,400 3,400 - - - - -

617,500$ 629,800$ 12,300$ 10,400$ -$ -$ 1,900$

Variance breakdown

The $10,400 base increase is related to inflationary pressure to the water and sewer materials/supplies and hydro costs. The $1,900 new/growth staff & programs is the training and uniform charges related to the Water and Wastewater Operator position request in 2018.

Transfers to Other Funds

The $498,500 increase in Transfers to revenue fund includes staffing costs allocated to theEnvironmental & Infrastructure Services Department. It also includes the Fleet chargebackto Public Works Operations. The increase is based on the recommendation from the Waterand Wastewater financial model. The study completed in 2017 identified greater staffefforts and resources allocation towards the Water and Wastewater system than waspreviously identified.

User Fees

The user fees are composed of the following.

2017

Approved

Budget

2018 Draft

Budget

Variance

(Favourable) /

Unfavourable


New/growth

Staff &

Programs

Water Service On/Off Charges (70,000)$ (70,000)$ -$ -$ -$ -$ -$ Water Service Contract - Res. (679,000) (679,000) - - - - - Sewer Blocked Lateral Fees (30,000) (30,000) - - - - - WWW Sundries Recovery (6,000) (6,000) - - - - - Sewer Service Contract - Res. (414,000) (414,000) - - - - - Storm Sewer Serv. Contract - Res (247,000) (247,000) - - - - - Other Rev from Devloper (48,000) (48,000) - - - - -

(1,494,000)$ (1,494,000)$ -$ -$ -$ -$ -$

Variance breakdown

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1958


2018 Draft Budget

STORMWATER MANAGEMENT SERVICES

OVERVIEW

Depending on the season, stormwater comes from rain and from melting snow. It flows into storm sewers, and in some areas to stormwater management ponds. Ponds hold back stormwater and release it slowly into natural streams and rivers. Richmond Hill currently owns and operates more than 60 stormwater ponds, 72 Storm Water Facilities, 521 kilometres of storm sewers and 16,340 catch basins, and manages more than 150 kilometres of streams and rivers. This program area includes both internal resources and contracted services to perform preventative and corrective maintenance on 521 kilometres of storm sewer and 94 oil and grit separators. Stormwater is different from wastewater, which flows into sanitary sewers from household drains. By managing stormwater, Richmond Hill reduces erosion and flooding, protecting both the community and municipal infrastructure, like roads, sidewalks and trails.

Richmond Hill’s stormwater system requires ongoing maintenance, including periodic repair and replacement. Ponds, storm sewers and catch basins are more likely to perform poorly if they are not maintained properly. Planning for repair and replacement will help to avoid costly and inconvenient situations like washed-out roads and trails, stream erosion or flooding. This is a problem faced not only in Richmond Hill but in other municipalities across Canada.

This presentation summarizes the Stormwater program that is distributed through four departments:

Environmental & Infrastructure Services – major repair and reconstruction ofinfrastructure (part of Capital program).

Community Services – maintains & operates almost 1200 km of watermain and sanitarysewer infrastructure, along with storm sewers and stormwater ponds.

Corporate & Financial Services – billings, collections, maintains water meters

Office of the CAO – deals with service enquiries through Access Richmond Hill

2059


2018 Draft Budget


OVERVIEW - Continued

The Stormwater Management rate provides dedicated funding for stormwater management in Richmond Hill, and is used to plan for long-term upkeep of the stormwater system. Richmond Hill’s stormwater system (ponds, storm sewers, catch basins, etc.) requires ongoing maintenance, including periodic repair and replacement. Ponds, storm sewers and catch basins are more likely to perform poorly if they are not maintained properly. Planning for repair and replacement will help to avoid costly and inconvenient situations like washed-out roads and trails, stream erosion or flooding. The Stormwater Management Financial/Rate Study, completed in 2017, identified greater staff efforts towards the stormwater system than was previously noted in 2013 when the service review was first completed in establishing dedicated rates.

The municipality must ensure the stormwater system is operating in accordance with various acts, regulations and approvals provided by federal, provincial and local authorities including the Ontario Ministry of Environment and Toronto and Region Conservation Authority.


2016 Actuals

Preliminary

Actuals

Nov. 30, 2017

2017 Approved

Budget

2018 Draft

Budget

Variance

(Favourable) /

Unfavourable

Expenditures

Contracts / Services 458,092$ 292,319$ 765,200$ 765,200$ -$ 0.0%Materials / Supplies 29,146 - 57,400 57,400 - 0.0%Transfers to Other Funds 2,653,184 2,462,863 2,674,500 3,025,100 350,600 13.1%Total Expenditures 3,140,422$ 2,755,182$ 3,497,100$ 3,847,700$ 350,600$ 10.0%

Revenues

User Fees (3,009,884) (2,970,610) (3,272,100) (3,622,700) (350,600) 10.7%Reserves and Reserve Funds (130,538) - (225,000) (225,000) - 0.0%

Total Revenues (3,140,422)$ (2,970,610)$ (3,497,100)$ (3,847,700)$ (350,600)$ 10.0%

Net Budget (0)$ (215,428)$ -$ -$ -$

2017

Approved

Budget


New / Growth

Staff &

Programs

2018 Draft

Budget

Expenditures

Contracts / Services 765,200$ -$ - -$ -$ 765,200$ Materials / Supplies 57,400 - - - - 57,400 Transfers to Other Funds 2,674,500 350,600 - - - 3,025,100 Total Expenditures 3,497,100$ 350,600$ -$ -$ -$ 3,847,700$

Revenues

User Fees (3,272,100) (350,600) - - - (3,622,700) Reserves and Reserve Funds (225,000) - - - - (225,000) Total Revenues (3,497,100)$ (350,600)$ -$ -$ -$ (3,847,700)$

Net Budget -$ -$ -$ -$ -$ -$

2160


2018 Draft Budget


OVERVIEW – Continued

Rate History

The Stormwater Management rate was initially adopted by Council in 2013. The basis of the rate was presented in the Stormwater Management Financing Feasibility Study (SRCFS.13.007). This study was updated in 2017 and it was determined that stormwater services required greater staffing efforts and increased capital and infrastructure needs. However, until a more equitable rate level allocation is determined (in 2018), the proposed 2018 budget reflects a 9% rate increase to be consistent with prior year increases.1%

The following table shows the historical annualized rates:

Year

Annual Rate

(billed quarterly) % Inc.

Annual Rate

(billed bi-monthly) % Inc.

2015 $ 52.38 10.0% $ 152.20 10.0%

2016 57.10 9.0% 165.89 9.0%

2017 62.24 9.0% 180.82 9.0%

2018 $ 67.84 9.0% $ 197.10 9.0%

Residential Non-Res., Multi-Res. & Condominiums

2261


2018 Draft Budget


OVERVIEW – Continued



2017 Net Budget -$

Base

Expenditures

Transfers to Reserve Funds

Transfer to Water Quality Protection Reserve Fund 1,383,600 1,734,200 350,600 25.3%

Total Expenditure 350,600$

Revenues

User Rate (3,272,100) (3,622,700) (350,600) 10.7%

Total Revenues (350,600)$

Base Budget -$

Incremental Change -$

2018 Net Budget -$

Reflects a 9% Stormwater Management rate increase for nine months and an increase in number of properties

Increase to Water Quality Protection Reserve Fund for Stormwater Management related infrastructure

Budget Change Explanation% change over

prior yearExplanation

2362


2018 Draft Budget


STORMWATER MANAGEMENT

The Stormwater Management Rate is a charge that applies to developed and undeveloped land as stormwater runs off both types of land. For residents and businesses on Town water, the stormwater rate is applied directly to the water bill. Residents and businesses who are not on Town water will receive an annual bill for the Stormwater Management Rate. The funds provide a dedicated sustainable funding source for long-term upkeep of the stormwater system in Richmond Hill.


_____

.

2016 Actuals

Preliminary

Actuals

Nov. 30, 2017

2017 Approved

Budget

2018 Draft

Budget

Variance

(Favourable) /

Unfavourable

Expenditures

Contribution to Operating Fund 1,290,900$ 1,183,600$ 1,290,900$ 1,290,900$ -$ 0.0%

Transfers to Water Quality Reserve Fund 1,362,284 1,268,300 1,383,600 1,734,200 350,600 25.3%

Write-off Storm Water Fee Res - 10,635 - - - Write-off Storm Water Fee Non-Res - 329 - - - Total Expenditures 2,653,184$ 2,462,863$ 2,674,500$ 3,025,100$ 350,600$ 13.1%

Revenues

User Fees (3,009,884) (2,970,610) (3,272,100) (3,622,700) (350,600) 10.7%

Total Revenues (3,009,884)$ (2,970,610)$ (3,272,100)$ (3,622,700)$ (350,600)$ 10.7%

Net Budget (356,700)$ (507,747)$ (597,600)$ (597,600)$ -$ 0.0%

2017

Approved

Budget


New/Growth

Staff &

Programs

2018 Draft

Budget

Expenditures

Contribution to Operating Fund 1,290,900$ -$ -$ -$ -$ 1,290,900$ Transfers to Water Quality Reserve Fund 1,383,600 350,600 - - - 1,734,200 Total Expenditures 2,674,500$ 350,600$ -$ -$ -$ 3,025,100$

Revenues

User Fees (3,272,100) (350,600) - - - (3,622,700) Total Revenues (3,272,100)$ (350,600)$ -$ -$ -$ (3,622,700)$

Net Budget (597,600)$ -$ -$ -$ -$ (597,600)$

2463


2018 Draft Budget


STORMWATER MANAGEMENT – Continued

Base Expenditure

Contribution to Operating Fund represents stormwater operating costs incurred through thetax rate budget.

Transfer to the Water Quality Protection Reserve Fund is the net amount available toallocate to the Water Quality Protection Reserve Fund after factoring in stormwater relatedrevenues and expenditures. A lifecycle replacement study was reported in 2013 thatidentified and recommended amounts for future infrastructure renewal. The 201

_______ as part of a phase-in strategy to eventual infrastructure funding sustainability. Base Revenues

The 2018 budget proposes a 9% increase as part of the continued phase-in strategy toeventual full stormwater infrastructure funding sustainability.

2564


2018 Draft Budget


STORMWATER OPERATIONS

This program area includes staffing, supplies and contracted services required to support the maintenance and operation of 521 km of storm sewer, 94 oil grit separators and 72 stormwater management facilities, of which 23 are dry ponds and the balance are either wet ponds (the majority of them) or flood control structures.


2016 Actual

Preliminary

Actuals Nov.

30, 2017

2017 Approved

Budget

2018 Draft

Budget

Variance

(Favourable)/

Unfavourable

Expenditures

Stormwater Management 487,238$ 292,319$ 822,600$ 822,600$ -$ Total Expenditures 487,238$ 292,319$ 822,600$ 822,600$ -$ 0.0%

Revenue

Stormwater Management (130,538) - (225,000) (225,000) - Total Revenue (130,538)$ -$ (225,000)$ (225,000)$ -$ 0.0%

Net Budget

Stormwater Management 356,700$ 292,319$ 597,600$ 597,600$ -$ Net Budget 356,700$ 292,319$ 597,600$ 597,600$ -$ 0.0%

2016 Actual

Preliminary

Actuals Nov.

30, 2017

2017 Approved

Budget

2018 Draft

Budget

Variance

(Favourable)/

Unfavourable

Expenditures

Contracts / Services 458,092$ 292,319$ 765,200$ 765,200$ -$ Materials / Supplies 29,146 - 57,400 57,400 - Total Expenditures 487,238$ 292,319$ 822,600$ 822,600$ -$ 0.0%

Revenue

Reserves and Reserve Funds (130,538) - (225,000) (225,000) - Total Revenue (130,538)$ -$ (225,000)$ (225,000)$ -$ 0.0%

Net Budget 356,700$ 292,319$ 597,600$ 597,600$ -$ 0.0%

2665


2018 Draft Budget


STORMWATER OPERATIONS

2017

Approved

Budget


New/Growth

Staff &

Programs

2018 Draft

Budget

Expenditures

Contracts / Services 765,200$ -$ -$ -$ -$ 765,200$ Materials / Supplies 57,400 - - - - 57,400 Total Expenditures 822,600$ -$ -$ -$ -$ 822,600$

Revenue

Reserves and Reserve Funds (225,000) - - - - (225,000) Total Revenue (225,000)$ -$ -$ -$ -$ (225,000)$

Net Budget 597,600$ -$ -$ -$ -$ 597,600$

Contracts/Services

The Contracts/Services are composed of the following.

2017

Approved

Budget

2018 Draft

Budget

Variance

(Favourable)/

Unfavourable


New/growth

Staff &

Programs

Consulting Benchmarking Initiative 10,000$ 10,000$ -$ -$ -$ -$ -$ Stormsewer 290,000 290,000 - - - - - Stormwater - OGS 24,200 24,200 - - - - - Stormwater ponds 47,500 47,500 - - - - - Drainage 393,500 393,500 - - - - -

765,200$ 765,200$ -$ -$ -$ -$ -$

Variance breakdown

Reserve and Reserve Funds

The $225,000 Storm Sewer Preventative Maintenance Program is fully funded from theWater Quality Protection Reserve Fund.

2766

Water and Wastewater Operator – New Staff Request

Overview

In an ongoing effort to support the sustainability of the Town’s water and wastewater infrastructure, a request is being made for a full-time certified W&WW Operator.

The Water and Wastewater Section of Public Works Operations is comprised of 21 full-time certified water and wastewater operators that primarily work in the field providing preventative and corrective maintenance to the Town’s water distribution and waste water collection systems. This is complimented by seven (7) technical staff comprised of Supervisors, Water Quality Analyst, Water and Wastewater Compliance Coordinator, and Drinking Water Quality Management System Coordinator. These personnel provide service to a population of 201,603 customers. The infrastructure consists of 610 km of watermain, 560 km of sanitary sewer, 4,327 hydrants, 95,412 municipal service connections, and five (5) sanitary lift stations. The integrity of this critical infrastructure including the regulated water sampling obligations is the most critical aspects of the many activities performed by this section.

Adverse risk potential to drinking water quality due to system failure is considerable, as is wastewater conveyance failure, both of which impact the health and safety of the Town’s residents and their confidence in the municipal infrastructure. The oversight of safe and reliable water and wastewater infrastructure is one of the most important roles of local government and transcends municipal boundaries.

Upon completion of the Community Services Core Services Review, Water & Wastewater Services undertook several pilot initiatives to validate the right balance of work performed in-house and activities outsourced. These initiatives enabled staff to execute a number of services that were previously outsourced to private contractors. Some of the programs that have been brought in-house recently include watermain valve exercising, hydrant preventive maintenance and winterization, and infrastructure repairs both routine and emergency.

The next step in this evolution is to bring the maintenance and inspection of the Town’s five (5) sanitary sewer lift stations in-house.

Program Description

The Town operates and maintains five (5) sanitary sewer lift stations. The purpose of the lift stations is to pump wastewater from lower to higher elevations where gravity systems will continue wastewater conveyance.

In the past, the Town has outsourced the inspections and maintenance of the lift stations to ensure they are operating properly. Also, the inspections ensure that the backup generators and pumps are tested and ready to operate in the event of a power failure.

Strategic Alignment

The optimum balance between Town staff and contracted services is essential in our ability to support the sustainability of the Town’s water and wastewater systems. The ability to bring outsourced services in-house supports the Town’s Strategic Plan, Goal #4 Wise Management of Resources through the provision of exceptional public service to the community and by providing effective maintenance of these systems to ensure reliability of service to our customers.

2867

Business Case - New Staff Request

Water and Wastewater Operator Position

Comparative Analysis The most current data available identifies:

Municipality Population Complement of Water/Wastewater

Field Staff

Watermain Inventory

(km)

Ratio of Field Staff per km Watermain

Richmond Hill 201,603 21 610 1:29

Proposed 22 610 1:28

The illustration presented in the following table, is prepared from data excerpted from survey of the Regional Water and Wastewater Steering Committee.

Municipality Population Complement of Water/Wastewater

Field Staff

Watermain Inventory

(km)

Ratio of Field Staff per km

Vaughan 312,176 38 865 1:22

Newmarket 85,008 13 306 1:24

Markham 329,204 33 1059 1:32

Richmond Hill is identified as having the second lowest field staff compliments and has the second highest ratio of kilometres of watermain per staff in comparison to similarly structured municipalities within York Region.

Analysis of Alternative Approaches

The Core Services Review, Key Findings identified opportunities for the redistribution of preventative and corrective maintenance activities from contracted services to in-house staff. These initiatives would serve to raise morale among section staff and re-instill a sense of “ownership, acknowledgement and acceptance of increased responsibility” by our full-time staff.

The alternative to hiring new staff is to continue outsourcing this service at an annual estimated cost of $115,000.

Cost and Benefit Analysis

The following chart summarizes the costs for the position which is fully funded from the Water and Wastewater Rates. Of note, the transition of the outsourced service to in-house will save the Town approximately $34,000 annually.

2968

Business Case - New Staff Request

Water and Wastewater Operator Position

Current Year

(2018) Impact

Full Year (2019)

Impact

Start Date 01-Jul-18End Date or Contract Terms 31-Dec-18Full Time or Contract Full Time Full TimeCUPE/Admin/SEA/FIRE CUPE CUPEGrade 6 6Step 2 2Annual Salary $61,200 $62,200Annual Benefit 16,200 16,400

Operating Costs

Salaries (Prorated Salary Based on Start Month) 30,600 62,200

Benefits 8,100 16,400Corporate allocation for training 300 300Corporate allocation for conference 0 0Equipment & Vehicle RentalSpecialized or mandatory training 1,200 800Membership 250Uniforms 360 800Minor Capital (cell phone and samrt phone charges) 800

Total Operating Costs $41,360 $80,750

Funding Source

Reduction in casual wages & benefitsProgram efficiencies (contracts, consulting, etc) 57,500 115,000Reserve Fund - SpecifyGrantsWater Rate -16,140 -34,250Total Funding Sources $41,360 $80,750

Difference 0 0

Capital Costs

Furniture & desktop with standard software (Desktop or Laptop Computer, Standard Corporate Software, Land Line Telephone and Associated Service costs, Data/Telco cable runs (If Required ) etc)Office built for Managers and aboveComputer hardware/software beyond standard issue

VehicleTotal Capital Costs $0 $0

Funding Source

Reserve Fund - SpecifyGrantsCash to Capital Reserve 0 0Total Funding Sources $0 $0

Difference 0 0

Conclusions and Recommendations

Staff is recommending that the outsourced inspection and maintenance of the Town’s sanitary sewer lift stations be brought in-house. The additional staff resource is expected to reduce our operating costs of this service by approximately $34,000 annually. Further, the additional staff will assist with many other preventative and corrective water and wastewater system maintenance activities in addition to supporting other operational pressures. 3069

Appendix “B” Draft By-law 9-18

The Corporation of the Town of Richmond Hill

By-law 9-18

A By-Law to Adopt the 2018 Water, Wastewater & Stormwater Budgets

Whereas section 290 of the Municipal Act, 2001, authorizes the Council of the Town of Richmond Hill to prepare and adopt a yearly budget;

Whereas Council at its meeting of February 6th, 2018 adopted the recommendations of the staff report SRCFS.18.003 pertaining to the 2018 Water, Wastewater and Stormwater Budgets;

And Whereas public notice of Council’s intention to pass this By-law was given on January 18th, January 25th and February 1st, 2018 in accordance with the Town of Richmond Hill By-law No. 170-07.

The Council of The Corporation of The Town of Richmond Hill enacts as follows:

1. That the 2018 Water, Wastewater & Stormwater Budgets as received by Council at itsmeeting on February 6th, 2018 are hereby adopted.

2. That By-law Section 26.11 of By-law 94-11 providing for early payment discount, berepealed effective July 1, 2018.

3. That items i, ii, and iii of By-law 22-17 be repealed and replaced as follows:

i. The Council of the Corporation of the Town of Richmond Hill is herebyauthorized to levy a stormwater management rate equal to $67.84 annually,effective April 1, 2018 on residential and farm property as identified by Section 7of the Assessment Act.

ii. The Council of the Corporation of the Town of Richmond Hill is herebyauthorized to levy a stormwater management rate equal to $197.10 annually,effective April 1, 2018 on non-residential and multi-residential property asidentified by Section 7 of the Assessment Act.

iii. The Council of the Corporation of the Town of Richmond Hill is herebyauthorized to levy a stormwater management rate equal to $197.10 annually,effective April 1, 2018 on each condominium building or complex with a watermeter installed.

4. That items 48, 49, 50, 51 and 53 of Schedule F to By-Law 79-17 and Chapter 684 ofthe Municipal Code be repealed and replaced effective April 1, 2018, as follows:

Description of Service Fees

48. Water & Wastewater Rate $4.4115 per cubic metre 49. Water Services Only $1.8295 per cubic metre 51. Wastewater Services Only

Stormwater$235.61 per quarter

53a. 53b. 53c.

Residential and Farm, per annumNon-residential & Multi-residential, per annumCondominium building or complex with a water meterinstalled, per annum

$67.84 $197.10

$197.10

Passed this 6th day of February, 2018

Dave Barrow Mayor

Stephen M.A. Huycke Town Clerk

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(3,2

87,

90

0)

Inte

rest

319

,900

32

6,50

0

234,

800

-

- -

- -

- -

Fore

cast

ed R

ese

rve

Fun

d B

alan

ce10

,27

6,2

87

1

0,4

18,5

87

10,7

03,6

87

4,4

83,4

87

(5

,307

,013

)

(5,4

52,1

13)

(8

,74

8,0

13

)

(11,

81

5,9

13)

(15,

42

7,3

13)

(14,

51

1,6

13)

(13,

47

2,0

13)

No

te:

Esti

mat

ed in

tere

st f

or

2017

is $

412,

635.

38

72

staff report for budget committee of the whole meeting · 23/01/2018 · demonstrates responsible...

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