Financial Plan Meetings
For the 2020-2024 Draft Financial Plan
Departmental Presentations
•Planning
•Engineering
•Water Utility
•Sewer Utility
Capital Budget
March 10, 2020
Operating Budget
Planning, Environment & Sustainability
Department Overview
4 Divisions
Community Planning
Current Planning
Environmental Services
Sustainability & Climate Change
Plus Administration
30.84 FTE
Broad Range of Services most involving
Significant Community Engagement
2020 Major Projects
Housing Strategy & Needs Assessment
Resilient Saanich Strategy & Technical Advisory Committee
Implementation of the 2020 Climate Plan: 100 % Renewable& Resilient Saanich
Development Process Efficiency Review
Implementation of the Agriculture & Food Security Plan
Cordova & Cadboro Bay Local Area Plans
Uptown Douglas Corridor Plan
Garden Suite Bylaw
Public Art Program
Planning Budget Comparison
Cost Drivers
Wage increases
and increments
Full year for
Planner, Planning
Clerk and
Community
Engagement
Coordinator
approved in 2019
Challenges - Planning
Growing Demand For Services
Balancing Capacity & Service Levels
Enhanced Community Engagement
Support for our Partners
Ongoing Retention & Recruitment
Opportunities - Planning
Evolving Service Delivery
Partnerships to enhance the delivery of our and others work programs
Supportive Technology
Planning, Environment & Sustainability
Discussion and Questions
Operating Budget
Engineering
Water Utility
Sewer Utility
Department Overview
Roads and Sidewalks
445 M21%
Potable Water400 M19%
Sewers 451 M21%
Drainage502 M23%
Facilities305 M14%
Electrical17.6 M
1%
Fleet28 M1%
$2.1 B In Assets
• 350+ Staff
• Asset Value: $2.1B
• 4 Divisions, 16 Sections
• Facilities planning and operations
• Transportation planning and operations
• Water resource planning and operations
• Project management office
• Engineering development services
• Greener garbage program
• Fleet Services
• Dedication on safety and customer service
2020 Major Projects - Engineering
• Undertake a review of the engineering
specifications in the Subdivision Bylaw
• Fire Station II Rezoning and Development Permit
application
• Undertake a business case for the
redevelopment of Parks and Public Works Yard
operations.
• Support CRD’s Active and Safe Routes to School
Program.
2020 Major Projects - Engineering
• Develop a staged strategy for an integrated
stormwater management plan and drainage
master plan delivery.
• Develop a potable water metering strategy
• Obtain Organizational Quality Management
certification (Engineers and Geoscientists of BC)
Non-discretionary increase
• Annual Facilities Maintenance
• Budgets have not increased to meet rising costs for contracted services
• Increase to electrical and mechanical budgets to meet regulatory requirements for regular servicing and maintenance.
• Water budget has not increased to meet hired equipment rentals rates
• Operational cost of curbside collection refuse trucks continue to rise
Operating increase
• Maintenance of new assets (bike lanes, bus shelters, traffic signals, litter bins, hydrants, storm mains, catch basins, etc)
2019-20 Budget Comparison
Engineering Comparison
Cost Drivers:
Increase for adjustment to labour costs
Full year for Managers of Development Services and Infrastructure Planning approved in 2019
Maintenance of new assets added in 2019
Water Utility Comparison
Cost Drivers:
CRD bulk water rates
Increase for adjustment to labour costs
Increase to meet hired equipment costs
New positions approved in 2019 budget process
2020 Utility Charges 23,525,500$
2019 Utility Charges 22,439,000$
Net Change 1,086,500$
Change by % 4.84%
2020 FTE 50.61
2019 FTE 50.61
FTE Change 0.00
FTE Change % 0.00%
BUDGET SUMMARY
Sewer Utility Comparison
Cost Drivers:
Regional Sewage Program
Increase for adjustment to labour costs
New positions approved in 2019 budget process
Utility costs
2020 Utility Charges 25,460,500$
2019 Utility Charges 23,532,700$
Net Change 1,927,800$
Change by % 8.19%
2020 FTE 25.56
2019 FTE 25.52
FTE Change 0.04
FTE Change % 0.16%
BUDGET SUMMARY
Challenges - Engineering
12,000 Total Calls
for service
per year
2016 2017 2018 2019
Transportation Calls for Service
• Significant call volumes for service related requests
• 49% increase in transportation related calls for service
Challenges - Engineering
54.2%43.7%
33.0% 33.4%
18.7%20.7%
26.6% 23.4%
27.1% 35.5% 40.4% 43.2%
2016 2017 2018 2019
Equipment
Material
Labour
• Equipment and Material costs
increasing at higher rate than Labour
Development Servicing Cost Drivers
Challenges - Engineering
• The Saanich Operations Centre (Parks & Public
Works Yard) is in poor condition and is impacting
operational efficiencies.
• Many large scale regional projects requiring staff
resources to ensure the District’s best interests are
met
Opportunities - Engineering
• Increased energy efficiency realized through
renewals/replacements
• Planned construction activities allows for value
added approach to subsequent works
• Leveraging infrastructure related grant funding
• Outreach to schools/ participation in job fairs to
promote public works and engineering as a viable
career
• Partnering with academic institutions to develop
creative solutions to municipal challenges while
providing practical curriculum to students.
Engineering
Discussion and Questions
What other factors are there?
•Grants from other levels of government
•Annual surplus transfers into the IT and Facilities Reserve
Funds
•Changes in technology can reduce project costs
•Other revenue sources
•Sharing service delivery with other municipalities
Capital Funding Levels
•Reflects the District’s commitment to asset stewardship – taking care of what we already own,
balanced with
•Commitment to moving forward with significant transportation projects – Shelbourne Valley and Active Transportation Plan
Capital Budget
Capital Budget
Vehicles
Equipment
Technology
Divided into 6 Sections Presenter
•Police Vehicles, Equipment and Technology Finance
•Fire Vehicles, Equipment and Technology Finance
•Engineering Equipment Engineering•Fleet Vehicles (Parks & Public Works)
•Parks and Recreation Equipment Parks & Rec
• Information Technology Corporate Services
Vehicles, Equipment & Technology
•The expenditures in 2020 are for annual fleet replacement, new computer hardware and software and equipment for offices, investigations and officer safety
•Funding is a combination of core, reserves, carryforward and grants.
Police Vehicles, Equipment and Technology
All Fire Vehicle acquisitions are funded from the Vehicles and Equipment Replacement Reserve.
Reserve has annual budgeted funding to manage the replacement of the current fleet.
Impact of USD exchange rate, rising costs
Fire Vehicles and Equipment
All vehicle replacements are funded from the Vehicles and Equipment Replacement Reserve.
Vehicles identified for replacement in 2020 include:
•4 hybrid cars
•7 half tonne pickup trucks
•2 two tonne trucks
•5 one tonne trucks
•1 ten yard packer
Criteria to determine vehicles due for replacement includes age, mileage, condition, and GHG reduction potential
Engineering Equipment / Fleet Vehicles
Annual replacements from core and reserves
•Golf course grounds equipment - $105,000
•Paramobile - $40,000
•Recreation equipment - $216,200
• Ice resurfacer - $169,300
•Parks equipment - $266,300
Parks and Recreation Equipment
Capital Budget
Corporate Technology
Council Strategic Plan Initiatives
Organizational Excellence
Corporate Technology Principles
• Maintain integrity and security of large, complex systems
• Maintain functionality of products and services
• Maintain compliance with licensing and maintenance
• Maintain up-to-date versions of corporate applications
• Average life cycle of hardware and software of 3-5 years
Principles
Life Cycle and CostingAs a project becomes better defined, budget estimates become increasingly accurate. The project budgets covers three distinct phases:
1. Discovery and Requirements Gathering – the assessment of needs and scope of project followed by design and planning for resources, budget, interdependencies with other systems and creation of RFP
2. Awarding of RFP, creating contractual agreement with vendor followed by construction and installation
3. Implementation – partnership between business and vendor to implement software and adjust internal workflows
4. Maintenance of asset and work; budgeting towards replacementand return to phase 1
Assets
IT Infrastructure
End user systems and other tools that support all of the computer applications, security and data storage as well as mobile and remote access
Business Systems
Core systems upon which the entire organization depends to meet legal, statutory, business and citizen requirements
New Assets / Projects
Projects and items as identified in Council’s strategic plans or by departments
2020 2021 2022 2023 2024
Total Capital $6,051,400 $4,612,000 $5,385,400 $5,142,100 $3,577,300
Associated
Operating
Costs
$300,000 $630,900 $142,400 $373,900 $313,000
5 Year Technology Capital Plan
• Data for 2020 and 2021 is accurate, data for 2022-2024 is a best estimate
• Operating costs of new hardware and software is estimated at 22% of original cost
• Current sustainable funding insufficient
• Current estimates see technology capital requests supporting existing IT
technologies stabilizing between $4 and $5 million annually
Capital – IT Infrastructure
2020 Capital Plan - $2,187,185
Estimated operating increase 2020 - $165,013
Infrastructure being upgraded includes:
o Network - Move off Muni-link; Upgrade Wireless Access
Points; Enhance wireless networks
o Email - Implement MS Outlook
o Desktops / Laptops - Replace all desktop hardware and
move to current software versions
o Cell phones - New Cellular contract
o Printers - Implement new hardware and processes
Capital – Existing Business Systems
2020 Capital Plan - $2,187,185
Estimated operating increase 2020 - $165,013
Systems being upgraded (either major and minor) include:
o Tempest database conversion
o JDE - ongoing improvements
o Council Technology Refresh
o GIS - ongoing improvements
o Privacy Project completion
Capital – New Business Systems
New initiatives
• Budget Software (continuation of project from 2019)
• Fire staffing (continuation of project from 2019)
• Agenda Management software
• Fuel Software and hardware
• Business Intelligence tool for Fire
• Reporting software for JDE
• Council Chambers update (to be reduced to $30,000)
• Safety, disability management and training software
2020 Capital Plan - $1,305,040
Estimated operating increase 2020 - $32,380
• Maintenance
• Support for all hardware and software
• Licensing
• Vendors changing their licensing models
• Cloud systems vs in-house applications
• Complexity of systems
• Special resources required
• Limiting down time – operations need to keep functioning
Funding Changes –Increase Operating / Decrease Capital
Questions?
Capital Budget
Engineering
Water Utility
Sewer Utility
Engineering Capital Investments
Transportation12.3 M
29%
Water10.2 M
24%
Sewer8.6 M20%
Drainage7.5 M17%
Facilities4 M9%
Fleet0.3 M
1%
$42.9 M
Expected Outcomes
• Meet Regulatory Requirements
• Continue Rehabilitation and Renewal of aging assets
• Deliver Growth Related Utility Upgrades in high growth areas
• Provide Safe and Inclusive Streets
• Deliver on Council Strategic Plans
• Meet Climate Change Priorities
• Leverage Grant and Funding Partner opportunities
FacilitiesMajor Facility Repairs ($1.5 M)
• Building interior and exterior repairs (e.g., roofs, washrooms, kitchens)
• Electrical (e.g., emergency lighting, network, distribution, emergency backup power)
• Elevator replacement
Energy Retrofits ($1.3 M)• Mechanical upgrades to heating and cooling plants (e.g., design, RTU
replacement)
• Upgrades to Gold Arena ice slab
• Lighting upgrades
Facility Redevelopment ($1.1 M)• Facilities replacement: Saanich Operations Centre, Fire Station #2
• Building expansion
Future Replacement Reserve ($2.8 M)
2019 Carry Forward
• SCP HVAC design
• Annual Roof Replacement Program
• Pearkes Slab Remediation
• 3500 Blanshard / Mun Hall-Annex operational re-fits
2020 Capital Plan
• SCP Main Electrical Distribution Replacement
• Municipal Hall Envelope Remediation Phase 1
• Public Safety Lighting Replacement
• Pearkes Elevator Replacement
Facilities
Transportation
Bri
dges
Roads, Transit Stops and Bridges ($4.42M) • Repaving streets• Upgrading transit stops• Replacing and upgrading bridges
Walking ($4.82M) • Building new sidewalks• Reconstructing existing sidewalks• Upgrading curb ramps• Installing new crosswalks• Implementing Safe Routes to School plans
Cycling ($2.23M) • Building new bike routes• Upgrading existing bike routes
Streetlights and Traffic Signals ($775k) • Upgrading traffic signals• Building new traffic signals• LED Streetlights
Roads, Transit and Bridges -$4.42M
Streetlights and Traffic Signals -
$775k
Cycling -$2.23M
Walking -$4.82M
2019 Carry Forward
• Shelbourne Phase 1
• Prospect Lake / West Saanich / Sparton Intersection Improvements
2020 Major Projects
• Wilkinson Rd Upgrade
• Cordova Bay Rd Sidewalk
• Vanalman Bike Route
• McKenzie Paving
Transportation
• The SSIP is 3 phase project to deliver the short term improvements identified in the Shelbourne Valley Action Plan
• Phase 1, from McKenzie Avenue to Torquay Drive, includes:Buffered bike lanesImprovements to pedestrian facilitiesImprovements to transit infrastructureRenewal or upgrades to sewer, storm and water infrastructureNew traffic signal at Cedar Hill Rd and Feltham Rd
• Phase 1 design is complete and construction is anticipated to begin in early to mid-2020, and to take approximately 18 months
• Phase 2 design will begin in 2020, and is anticipated to take approximately 12 months
Shelbourne Street Improvements Project (SSIP)
Water Resources InfrastructureSewer, Drainage, and Watermain replacements ($26.3M)
• Infrastructure replacement based on end-of-lifecycle (age, condition, material, break history, continual maintenance)
• Infrastructure upgrades to add capacity for pre-existing system deficiencies and to support growth
• Planning for future investments
• Major maintenance repairs
Growth Related Projects ($2.1M) • Growth related Utility upgrades for DCC’s
Pump Stations ($1.25M) • Infrastructure replacement and upgrades
2020 Investment Breakdown• Water Utility: $10.2M• Sanitary Sewer: $8.6M• Storm Drainage: $7.5M
2019 Carry Forward
• Shelbourne Phase 1
• Gorge Road (Admirals to Tillicum) storm drain replacement
2020 Major Projects
• Regina Avenue, mulit-utility (Tillicum to Wascana)
• Vanalman Ave, multi-utility (Commerce Circle to Mann)
• Albina Sewer (Gorge to Obed, interim works)
Water Resources Infrastructure
Questions?
Capital Budget
Parks and Recreation
Parks Assets
• Over 100 km of trails
• 62 sportsfields
• 35 tennis/pickleball courts
• 21 sports courts
• 56 playgrounds
• 1 water park
• 1 skate park
• 21 public washrooms
• 36 beach accesses
• Over 350 km of irrigation lines
• Over 100 bridges and stairs
Parks Capital Programs
Playgrounds
Sportsfields
Tennis
Sportscourts
Irrigation
Bridges / StructuresParking lots
Signs
Trails
Washrooms
Horticulture Islands & Streetscapes
Natural Areas
Urban Forestry
Major Parks Projects
Horner Park Renewal ($650,000)
Mount Douglas Park new trail and bridge ($205,000)
Cedar Hill Park Plan implementation ($100,000)
George Tripp Youth Park ($286,700)
Other Parks Projects
McMinn Phase 2 ($282,900)
Cuthbert Holmes Management Plan ($150,000)
Hampton Park path & parking ($300,000)
Parks Projects
Recreation
• Cedar Hill Community Recreation Centre – Ceramic Studio upgrades, front desk ergonomic improvements, liquor area bounding
• Gordon Head Community Recreation Centre –Feltham Room improvements, Lighting upgrades, Continuation of acoustic tiling work in natatorium (Leisure Pool), Doors for Universal Change Rooms; miscellaneous building improvements
Recreation
• G.R. Pearkes Community Recreation Centre – During Gold arena shutdown complete various upgrades (change-room, Score Clock), Lighting upgrades, Lobby space public seating
• Saanich Commonwealth Place –renovations in aquatic office, complete design plan for new health and wellness space, continue locker repair/replacements
Questions