Pandemic www.centrewellington.ca PRESENTATION TO COUNCIL May 4, - - PowerPoint PPT Presentation

www.centrewellington.ca

Managing the Impacts

• f the COVID-19

Pandemic

PRESENTATION TO COUNCIL May 4, 2020

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In Introduction

• Update Chief Administrative Officer (CAO)
• Status update
• Staffing and ongoing work
• Update Managing Director of Corporate Services

(Treasurer)

• Township Financial Impacts of COVID-19
• The 2020 Budget
• Projected Revenues and Expenses for 2020
• Cash Flow Implications
• Impacts on 2021

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In Introduction

First and foremost, it’s important to recognize the tremendous work provided by our

• Health care workers
• Emergency service providers
• Grocery store workers
• Delivery and truck drivers
• Restaurant employees providing takeout
• Farmers keeping our food supply chain connection

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Update by CAO

COVID-19 has significantly impacted our Township’s service delivery

• Closure of all our facilities
• Cancelling of all recreation programs
• Closure of all municipal facilities to the public

Staff has done an incredible job in quickly providing alternate ways for the public to connect with staff & still provide many of our services

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Update by CAO

Significant changes to various legislation & new regulations by the Federal & Provincial Governments Staff has adapted to these changes while continuing to

• perate as close to normal as possible

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Update by CAO

Staff has put into place

• Physical distancing measures
• Implemented cleaning & sanitizing measures
• Adopted additional Health & Safety protocols
• Coordinated a large majority of staff to work from home

All to ensure the safety of our staff and the community in accordance with directives from public health authorities

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Update by CAO

Our Emergency Operations Centre Team (EOCT) & staff have made decisions based on

• The health, safety & well-being of staff,
• The well-being of our residents
• The economic viability of our community through

initiatives to support our residents and businesses.

We will continue to abide by upper levels of government directives

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Update by CAO

The following key measures provide a summary of actions taken since March 12, 2020

• Township Emergency Operations Centre Team (EOCT)

activated on March 12th

• EOCT met each business day through to April 15th & have

been held 3 days/week since

• The Province declared an emergency on March 17th

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Update by CAO

The County Emergency Management Coordination

• County & all 7 Wellington member Mayors & CAO’s
• To manage/coordinate decisions on a County-wide

basis.

• Conference Call was held daily until April 9th & now

weekly.

• County & all 7 municipalities declare local Municipal

Emergencies on March 23rd, 2020.

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Update by CAO

• The Province & Township took further steps to close sports

fields, tennis courts, skateboard parks, play equipment, and picnic shelters.

• Park open space and trails remain open to the public for

their health and mental wellness.

• Township CAO & CEO of Wellington Health Care Alliance

communicating regularly to ensure coordination of a possible local assessment centre, emergency shelter, etc.

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Update by CAO

• Township & County Staff worked to organize 1st spring waste

collection

• Wellington County Treasurers collaborating to address

financial support & to analyze the impacts to our municipal finances.

• Finance staff & Senior Management Team have completed a

high-level preliminary review of the municipal finances

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Update by CAO

• Meeting with the CWCF to develop a new COVID-19 grant

program to help support Centre Wellington Not-for Profits

• Mayor & CAO met with RTO4 staff and Ministry of Culture,

Sports & Tourism staff to being developing a hospitality and tourism recovery plan to support our local business industry.

• Mayor has been using social media The Grand Radio 101.1

every morning to keep everyone informed.

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Staffing and Ongoing Work

1st few weeks of the pandemic/emergency,

• All part time & temporary staff were paid between March

16th and April 5th as part of their notice period.

• Seasonal winter control staff worked until the end of the

contracts (late March/early April).

• Several fulltime staff were paid while at home until

measures were implemented to protect staff work areas

• r arrangements made for staff to work from home with

laptops, calls forwarded, and VPN access.

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Staffing and Ongoing Work

• On April 5th the Township placed 91 part time, and

temporary staff from the Community Services Department & the Crossing Guards on a declared emergency leave.

• These staff will be off work until our community services facilities

and program re-start and schools re-open.

• 10 seasonal winter controls staff ended their contracts at the

end of March/early April.

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Staffing and Ongoing Work

• Township staff continue to provide all services in supporting

the community with over 50% of them working from home daily (excluding fire staff) & only coming into the office on an as needed.

• Staff is available by phone or email.
• Customer service phones & emails continue to be answered.
• Summer student hiring has been delayed until further notice

and dependent on the length of the pandemic may not be hired.

• Hiring of new staff has been delayed or deferred until 2021.

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Staffing and Ongoing Work

• Communications staff playing a key role keeping our

communications moving out to community

• Key is the feedback they receive from our residents over Facebook and

Twitter

• Also coordinating additional Grand Radio Town Halls which have been very

well received in the community.

• Human Resources continue to support staff needs in behind the

scenes including payroll, staff HR support, ensuring adherence with Health and Safety practices and compliance with new legislation. They are also supporting part time and temporary staff with their paperwork to apply for federal financial benefit programs.

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TOTAL STAFF COMPLEMENT 209.5 (Excluding Fire) Part time, Temporary & Seasonal Declared Emergency Leave and End

• f Contract

(101.0) Community Services program/facility staff, crossing guards and

winter control

Emergency Operations Centre Team (EOCT) 14.5 CAO – 1.0, Managing Directors – 4.0, Human Resources – 1.0,

Communications - 1.0, Community Emergency Management Coordinator – 1.0 and Designated Alternates/Backups – 7.5 (excluding Mayor & Deputy Mayor)

Infrastructure Services 40.0 Environmental Services – 16.0

Public Works – 19.0 Source Water Protection (shared services)– 2.0 Engineering Services – 3.0

Corporate Services 16.0 Legislative Services – 6.0

Taxation/Finance/Purchasing – 6.0 Information Technology – 4.0

Planning & Development 11.0 Building – 7.0

Planning & Development – 4.0

Community Services 26.0 Parks & Facility Operations – 13.0

VPSC/Tourism/Culture/Community Development – 5.5 Aquatics & Recreation Programs – 3.0 Facility Booking/Payroll/Financial & Customer Service – 4.5

108.5 Current Staff Complement Fire & Rescue Services 72.0 Fulltime - 6 & volunteer fire fighters - 66

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Staffing and Ongoing Work

• It is important to note that ALL staff are currently working in

the existing roles and supporting regular operations.

• Various staff may be requested to stop their regular work

duties and may be re-deployed to other areas pending future needs.

• No staff are sitting at home with no work waiting to be re-

deployed.

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Corporate Services

• Several tax relief measures have been implemented
• Staff are still processing payments/deposits, paying invoices,

ensuring proper accounting practices, and addressing residents and businesses tax payment needs.

• Cash flow is being monitored daily.
• IT staff continue to support all of us in ensuring systems are

working for our regular operations, for people working at home, to provide electronic meeting support for Council, and keeping an eye on cyber security.

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Corporate Services

• Legislative Service providing customer service through our

phones/emails & overseeing the mail distribution, ensuring cemetery administration, coordinating electronic council meetings.

• The By-law Enforcement Officer is patrolling, educating the

community on the Provincial Orders. Enforcement will be done by the OPP.

• Purchasing continues to work with staff in releasing, accepting and

evaluating quotations, tenders, and proposals.

• Our new Asset Management Software implementation and training is

continuing across the organization with web training and virtual meetings.

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In Infrastructure Services

• Public Works staff manage and maintain roads for the health

and safety of our community

• Street sweeping, grading, debris pick-up, downtown Fergus and

Elora Garbage receptacle emptying, line and cross walk painting, maintenance gravel, dust suppression, pothole filling, road patrols, gravel shoulder maintenance, traffic signal maintenance, sign installation and replacement, grass cutting of critical areas (i.e. cemeteries), and support for critical capital projects.

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In Infrastructure Services

• Environmental Services staff operate and maintain our water

and wastewater systems and facilities while protecting the environment and health and safety of staff and everyone in

• ur community.
• Utility locates, backflow prevention program, & regulatory data

collections and reporting.

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In Infrastructure Services

• Our pandemic emergency procedures for water &

wastewater were activated on March 16.

• Ensures the continuity of essential water & wastewater services
• Goal is to reduce the impact of a potential outbreak at the

Township’s water & wastewater facilities & ensure licensed Operators

• A minimum of two water & wastewater Operators are scheduled

each week to complete essential services. Operators on their non- scheduled weeks are self-isolating at home while completing mandatory training for certification renewal & various project related tasks.

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In Infrastructure Services

• Source Water staff continue to manage our community’s

source water & protect our water for the future.

• Municipal wellhead protection areas
• Lake Erie Source Protection Committee
• Engineering Services staff continue to move forward with the

capital project program for critical road, bridge, water, and wastewater infrastructure construction this year.

• Bridge 24-P Replacement (Third Line), Wellington Drive and Cuthbert Street

Watermain Replacement (Elora), Jack R. MacDonald Pedestrian Bridge Pier Restorations, Fergus Wastewater Treatment Plant Secondary Digester Roof Replacement, & Middlebrook Road and Sideroad 4 Asphalt Resurfacing

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Community Services

• The decision to close facilities and cancel programs was

based on numerous-discussions among the Community Service staff team and EOC.

• Based on discussions with the WDGPH, Wellington member municipalities &

regional network of municipalities, operation and program requirements, & customer health and safety

• Fire Services is doing excellent work continuing to respond to

emergency calls, while adhering to advances protocols for ensuring fire fighter safety. Continuity of service is critical for this department and they report to the Province regularly on status of resources.

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Community Services

• Staff continue inspections & maintenance work in our

facilities

• Some staff is preparing to be re-deployed outside to begin

spring maintenance in parks to ensure safety of our outdoor assets.

• Outdoor sports fields, trails, open space and play equipment

will need to be maintained during the emergency for safety, property standards, and in preparation for their use when the COVID emergency is over.

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Community Services

• Administration staff managing program cancellations, refunds, rental

changes, working with our events, festivals, community groups, and theatre productions to cancel or reschedule, & planning for re-

• pening.
• Staff is reaching out to residents & members through online

programming, and personal contact with our senior members at Victoria Park Senior Centre

• Recently launched the online interactive portal for recreations, arts,

culture & community on-line and virtual resources to continue to keep residents engaged and interacting.

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Community Services

• Staff is working with RTO4 to support our local businesses

and BIA’s on online sales, support, and initiatives like “Puzzle Now, Visit Later” Essential urban forestry work continues & attending to safety issues

• The greenhouses are full of plants and are being maintained

ready for planting as soon as essential service restrictions are lifted to continue the Township beautification program

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Planning & Development

• Economic Development staff prepared an Economic Recovery

summary for the Township website to provide the business community with a summary of measures taken at the Township and County level to assist businesses.

• Economic Development & Communications have been working with
• ur Chamber in hosting the recent Town Hall on the Grand Radio with

MP Michael Chong and MPP Ted Arnott and Mayor/Warden Kelly Linton to talk about business support and economic recovery programs.

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Planning & Development

• Economic Development partnered with the CW Chamber of

Commerce to develop a new SHOP LOCAL website to provide further support to local businesses www.shoplocalcw.ca

• We are discussing what economic recovery will look like for our

community and businesses once this is over, and this includes working with our Economic Development Task Force on developing an action plan to support our businesses locally. Economic Development staff are also working with the other County EDOs.

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Planning & Development

• Building staff continue to accept and review new building permit

applications.

• Building inspections for construction deemed essential by the

provincial order are continuing. Safety Protocols have been in place to ensure or staff safety while out on site.

• Planning staff continues to accept and review new planning

applications, and to process applications received prior to the emergency order. Many developments are looking to get started once the emergency order is lifted and planning staff are responding to numerous requests for pre-consultation on future applications.

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Financial Im Implications of f COVID-19 19

4 Areas of Discussion:

• 1. 2020 Budget
• 2. 2020 Revenues & Expenses
• 3. Cash Flow
• 4. 2021 Impacts

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2020 Budget

• Passed in December 2019
• Recommend to not open the 2020 Budget
• Current net tax supported budget currently not projected to

change (no additional tax increase is required)

• Any financial implications of COVID-19 to be offset by cost

deferrals/reductions and through the 2019 tax supported operating surplus

• Best practice in the province
• 2020 Tax Rates By-law
• To Council on May 25th for approval
• Reviewing financial incentives

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2020 Budget

2020 Consolidated Budget: 2019 2020 Tax Supported Operating Budget $27.5 million $28.9 million Water Supported Operating Budget $5.1 million $5.3 million Wastewater Supported Operating Budget $6.4 million $6.7 million Combined Capital Budget $21.7 million $18.5 million Total $60.7 million $59.4 million

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2020 Budget

Township, $1,134, 27% Township DCL, $118, 3% County, $2,380, 56% Education, $600, 14%

2020 Average Residential Tax Bill Breakdown

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2020 Budget

County, 40% Education, 39% Township, 21%

Average Commercial/Industrial Tax Bill Breakdown

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2020 Budget

Taxation 53% Penalty, Interest & Investment 4% Other Revenue 20% OMPF Funding 1% Transfer from Reserve/Reserve Funds 8% Fees & Charges 14%

Gross Revenue by Function

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2020 Budget

Salaries & Benefits 42% Long Term Debt Charges 2% Outside Boards & Agencies 1% Purchased Goods & Services 23% Contribution to Reserve/Reserve Funds 32%

Gross Expenditures by Function

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2020 Revenues & Expenses

• Staff have been assessing the impact of COVID-19
• Financial Incentives to date:
• Waiving of penalties/interest on taxes, water/wastewater rates for 60

days from due date for 2020 amounts

• Waiving of NSF/returned funds fee
• Recreation programming refunds
• Minimum rebate for low-income seniors and low-income persons with

disabilities to $400 (through County policy)

• Suspension of tax sale process (per Ont. Reg 73/20)
• Assumption: Facilities re-open by July 3, 2020

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2020 Revenues & Expenses

Area Revenue Impacts Recreation, Aquatics & Culture Programming¹ 500,000 to 550,000 Investment Income 100,000 to 150,000 Penalties, Interest, NSF Income, Other Misc. Revenue 90,000 to 120,000 Total Revenue Impacts 690,000 to 820,000 Range (Increase) / Decrease

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2020 Revenues & Expenses

Expense Impacts Staff on Declared Emergency Leave (280,000) to (210,000) Delay in Hiring New/Seasonal Positions (240,000) to (200,000) Township General Operations² (170,000) to (110,000) Total Expense Impacts (690,000) to (520,000) Total Net Impacts

• to

300,000 ¹

Includes impacts to the Fergus Grand Theatre

²

Includes fuel, building maintenance, conferences/training, etc.

³

The analysis above excludes any impact on supplemental tax revenue and tax write-offs.

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2020 Revenues & Expenses

• Recommended funding source for shortfall: 2019 tax

supported operating surplus

• Total: $783,130 (unaudited)
• See Attachments B and C to this report
• Allocate to a new “COVID-19 Reserve”, to be used to fund

any net tax supported operating shortfall in 2020

• No impact on water/wastewater supported budgets

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Cash Flow

• Staff are monitoring cash flow daily
• Update on current cash flow
• Recent tax due dates:
• March 31st – non-residential/multi
• April 30th – residential
• Typical due dates for second half of the year (under

review):

• June 30th – residential
• September 30th – all properties
• November 30th – non-residential/multi

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Cash Flow

Plan to address cash flow:

1. Staff are reviewing capital projects and categorizing them as follows:

a) Capital – Proceeding b) Capital – Delayed c) Capital – On hold

2. Healthy reserve balances 3. Temporary Borrowing By-law

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Cash Flow

• Criteria for capital project prioritization:
• Health and safety of residents and staff
• Projects directly required due to COVID-19
• The Township’s role in stimulating the economy
• The ability for the project to move forward in 2020 and create a safe work

environment for all contractors/vendors

• Has the procurement process been initiated and/or a contract in place?
• Are staff resources available to manage the project?
• What funding sources are being used?
• The Township’s ongoing review of cash flow

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2021 Im Impacts

To be discussed at a future 2021 Pre-Budget Meeting:

1. OLG proceeds 2. Interest rates (investment income, cost of borrowing) 3. Impact on property taxes (cash flow, growth, write-

• ffs)

4. Development charge proceeds 5. External sources of funding (i.e. province/federal)

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Thank-you