2014 to 2015 Operating Budgets Governance & Priorities Committee March 7, 2013

1. 2014 to 2015 Operating BudgetsGovernance & Priorities CommitteeMarch 7, 2013 1 1 1

2. Council Budget Direction – April 2012 • City will move to three year budget cycle • City will hold tax increases to 3.25% or below for 2013, 2014, 2015 • The City will engage the public in budget process

3. Budget Realities To achieve a 3.25% annual tax increase for 2013 – 2015, the operating budget must be reduced by a minimum of $4.3M over the next 3 years. These cuts must be ongoing permanent reductions, not one-time cuts. These cuts are in addition to the significant cuts made over the past few years The City has also been adding new inventory each year which increases operating costs, as well as the infrastructure burden (future costs to upgrade and replace). 3

4. Status Quo Not Sustainable The status quo is not sustainable To keep tax rate increases at a maximum of 3.25% per year: • The operating budget must be reduced • Services must be reviewed and resources shifted • New revenue opportunities must be explored • Management requires the flexibility to adapt to evolving needs and council priorities by shifting resources to areas with increasing needs 4

5. Steps Taken since April 2012 • Council Strategic planning & priorities for 2013-2015 • Departments were given detailed instructions to zero base budgets, and allowance for inflation was removed from all budgets • Vacancy Management - Identification of vacant positions that will not be filled • Organizational Review to identify potential changes to structure and how services are delivered • Council undertook a process to develop their ideas for budget containment and reductions • Budget Principles developed and approved • Council supported a list of 10 budget reduction strategies to take forward to the public for input prior to making final decisions • Consultation completed and presented to Council 5

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7. Organizational Review Findings from the Organizational Review are expected to be provided to the City Manager in March Findings along with Recommendations from the City Manager are expected to be presented to Council in April The five year financial plan can be amended at any time to reflect changes approved through the Organizational Review 7

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9. Proposed Budget Reduction Strategies for 2014 and 2015 • After several meetings in 2012, and consideration of over 30 potential cost reduction strategies, Council approved 10 budget reduction strategies for consideration and directed staff to inform the public and seek feedback prior to finalizing budgets for 2013, 2014 and 2015. Council has received all of the feedback collected. • Of those budget reduction strategies, seven require decisions now in order to realize reductions in 2014 and 2015 budgets: 9

10. Proposed Budget Reduction Strategies for 2014 and 2015 • Limiting budget increases for library and police to 2% • Allocate 1.25% of the tax increase to capital work to maintain City infrastructure • Partial automation of some parkades during slow periods • Advertising in parkades, on parking machine etc • Shift from annuals to perennials in some beds • Reduction in City-led seasonal programming in Centennial Square Totaling $1.9M Leaving $434K in reductions to be found through the Organizational Review • Organizational Review findings and recommendations are expected to be presented to Council in April 10 10 10

11. Partial Automation of Some Parkades • To automate some parkades during the slower periods to reduce expenses • Ensure customer service level maintained at a high level • To minimize any service impact during peak periods of arrival and exit, or special events, staff would be scheduled during peak periods • Initial capital cost of approximately $500,000 for equipment, which would be funded by the equipment reserve fund • The potential savings is estimated to be $300,000 annually • The estimated savings of $300,000 would constitute between 30% to 40% of staff hours, predominately from auxiliary hours • In addition, a parking service review will be completed in 2013 Council Approval in Principle is being requested. Staff will then review options in detail as noted above and report to Council before any final approval is requested. 11 11 11

12. Shift from Annuals to Perennials • Convert annual beds/planters outside of the downtown core and Beacon Hill Park to perennials • Spring and fall plantings reduced • 2 FTE reduction; positions eliminated through retirement or vacancies (no layoffs) • Savings begin in 2014 Potential savings: $150,000 each year 12 12 12

13. Reductions in City-led seasonal programming in Centennial Square • Reduce lunchtime concerts to 3 a week (from 5) • Eliminate winter programming • Technical support for the Christmas Tree light-up, Figgy Pudding, Snow Day and any other seasonal programming • Reduce programming and event support Potential savings: $82,000 each year 13 13 13

14. 2014 to 2015 Budget Balancing 14 14

15. Sample 2013 – 2017 Five Year Plan

16. Recommendations That Council approve the following budget reductions for 2014 and 2015: • Allocate 1.25% of the tax increase to capital work to maintain City infrastructure • Partial automation of some parkades during slow periods • Advertising in parkades, on parking machine etc • Shift from annuals to perennials in some beds • Reduction in City-led seasonal programming in Centennial Square

17. Next Steps • March 8, 2013 • Greater Victoria Public Library Budget Presentation • 2013 Capital Budget • April 2013 • Public Budget presentation • Financial Plan and Tax Rate Bylaws preparation (adoption of bylaws must be done before May 15th; the last regular Council meeting before this date is May 8th) • May 2013 • Print and mail property tax notices (July 2nd due date)