Proposed 1999 Operating Budget Process and Schedule
The Strategic Policies and Priorities Committee:
(1)recommends the adoption of the Recommendation of the Budget Committee
embodied in the communication (January 21, 1999) from the City Clerk; and
(2)reports having requested the Chief Administrative Officer and the Chief Financial
Officer and Treasurer to meet with the Community Council Chairs to establish dates for
presenting the Operating Budget to the Community Councils.
The Strategic Policies and Priorities Committee submits the following communication
(January 21, 1999) from the City Clerk:
Recommendation:
The Budget Committee on January 19, 1999, recommended to the Strategic Policies and
Priorities Committee, and Council, the adoption of the joint report (January 18, 1999) from
the Chief Administrative Officer and the Chief Financial Officer and Treasurer, subject to
providing that the proposed April 20, 1999, Special Strategic Policies and Priorities
Committee meeting to hear deputations pertaining to the 1999 Operating Budget, shall be a
joint meeting of Strategic Policies and Priorities Committee and the Budget Committee.
The Budget Committee reports for the information of the Strategic Policies and Priorities
Committee, and Council having requested that the Chief Administrative Officer to report
directly to Council at its meeting scheduled to be held on February 2, 1999, providing
alternate dates for the Council Strategy Sessions scheduled for February 25 and 26, 1999.
--------
(Joint Report dated January 18, 1999, addressed to the
Budget Committee from the Chief Administrative Officer
and the Chief Financial Officer and Treasurer)
Purpose:
To propose the 1999 Operating Budget process and schedule.
Funding Sources, Financial Implications and Impact Statement:
N/A.
Recommendation:
It is recommended that the proposed Operating Budget process and schedule be approved.
Discussion:
1999 Operating Budget Process:
Overview:
The 1999 Operating Budget process has been designed to facilitate the continued
decision-making needs of Council regarding the allocation of resources for City services. To
that end, the 1999Operating Plan and Budget submission for each City Program and Agency
will focus on the following information:
(i)Services provided to the public;
(ii)Service plans and priorities;
(iii)Performance measures, benchmarks;
(iv)Resources (human and financial) required to provide services;
(vi)Service delivery options; and
(vii)Major issues.
In conjunction with the above, each Program Area/Agency will be required to prepare detailed
budget submissions for each service delivered by a program. The Budget Services Division of
Finance will identify salient issues and provide advice, to the Chief Administrative Officer for
review and recommended action. The Chief Administrative Officer will present a
recommended 1999 Operating Budget to the Budget Committee for its consideration and
subsequent consideration of Standing Committees of Council.
The preparation of the 1999 Operating Budget is two-staged: the Preliminary Operating
Budget Forecast and the 1999 Operating Plan and Budget Submission.
(Stage 1)Preliminary Operating Budget Forecast and Review
The preliminary Operating Budget forecast is intended to provide the Chief Administrative
Officer with an overview of the Corporation's financial outlook for the upcoming year.
This stage of the process, completed in the Fall of 1998, identified high level changes from
the 1998 Approved Budget, including annualized impacts of 1998 reductions/revenue
enhancements; fiscal impacts of capital budgets; changes in services approved by Council
during 1998 as well as the identification of budget pressures resulting from wage settlements,
downloading, service levelling etc., as well as savings to be realized from
amalgamation/restructuring,
An analytical review of these submissions, undertaken by the Budget Services Division of
Finance for the Chief Administrative Officer, resulted in the issuance of operating budget
targets. Amalgamating program areas were given 1999 restructuring targets for the second
installment of the City's continuing restructuring program to achieve the $150 million savings
target over three years. Amalgamating Program areas were requested to reflect the
restructuring target reductions in their 1999 Operating Budget requests.
The preliminary operating budget forecast also identified pressures that required all Program
Areas, Agencies, Boards and Commissions to submit, together with their 1999 Operating
Budget requests, proposals for reducing up to 10 percent of their net 1998 Approved
Operating Budgets.
The findings of this stage of the Operating Budget process were reported to City Council in
the presentation "1999 Preliminary Operating Budget Outlook" made by the Chief
Administrative Officer on November 25, 1998.
(Stage 2)1999 Operating Plan and Budget Submission and Review:
The second phase of the process focuses on the preparation, analysis and approval of the 1999
Operating Plan and Budget Submission. 1999 Operating Budget instructions, guidelines,
process and timetable have been developed to enable the following:
(i)development of a 1999 Operating Budget for Council consideration in April, 1999;
(ii)identification of current City services and service levels, service plans, resource
allocations and service delivery options;
(iii)identification of impacts of previously approved Council decisions, including capital
programs, on the operating budget;
(iv)inclusion of a preliminary outlook for the following fiscal year;
(v)the Chief Administrative Officer and Chief Financial Officer to review program/agency
submissions, identify issues and provide recommendations, strategies and alternatives to the
Budget Committee; and
(vi)Budget Committee, Standing Committees and City Council to review the Operating
Budget requests for service and funding priorities.
The 1999 Operating Budget Schedule:
Administrative Review:January/Early February, 1999
Each Program Area/Agency was required to develop a formal 1999 Operating Plan and
Budget Submission for each Program and its Services for final submission to the Budget
Services Division by January 8, 1999. Once consolidated, an administrative review will take
place in two phases:
(1)Finance Review:
At this stage, the Budget Services Division will undertake a detailed analytical review of
program submissions, meeting with Program staff to clarify issues and negotiate
recommended adjustments to the Operating Budget submissions. Budget staff will then bring
forward issues and recommendations to the Chief Administrative Officer respecting each
Operating Budget submission.
(2)Chief Administrative Officer Review:
After a review of each Operating Budget submission in early February, the Chief
Administrative Officer will present a CAO-recommended Operating Budget for each Program
and Agency to be submitted to the Budget Committee for its review commencing February
19, 1999.
It should be noted that the Chief Administrative Officer will be updating his November 25,
1998 "1999 Operating Budget Outlook" presentation to City Council on February 2, 1999 to
provide current Operating Budget submission estimates.
Committee Reviews:
Preliminary Budget Committee Review:February 9, 19 to 27, 1999
Once the CAO-recommended Operating Budget is presented to the Budget Committee, the
Committee will begin its review of the CAO-recommended budget for each Program and
Agency. These meetings will begin February 19th through to the 27th, with the exception of
the TTC, Police, Zoo, Exhibition Place, Conservation Authority and TEDCO budgets which
will receive their respective reviews on February 9th, 1999.
During these sessions, the Budget Committee will consider each operating budget, identifying
issues and requests for further information towards the resolution of those issues to assist the
Budget Committee in determining funding priorities.
Standing Committee Review:March 22 to 31, 1999
Each Standing Committee will receive for review the CAO-recommended budgets for their
respective Program Areas and Agencies and associated motions from Budget Committee's
preliminary review meetings to assist Standing Committees in recommending service
priorities.
These meetings will occur the week of March 22nd to the 31st, 1999. These meetings will
also provide an opportunity for committee members to hear public deputations on their
particular operating budgets.
Budget Committee Wrap-Up:March 29, April 6 to 9, 1999
Standing Committee recommendations will be forwarded to the Budget Committee for its
consideration during a series of wrap-up meetings commencing March 29th and April 6th to
the 9th, 1999. Any other outstanding matters arising from the Budget Committee preliminary
meetings will also be resolved at this time.
Political Approval:
Special Budget Committee Meeting:April 16, 1999
Once Budget Committee deliberations have been completed, the Budget
Committee-recommended budget for each Program and Agency will be consolidated and the
final 1999 Operating Budget document will be submitted to Budget Committee for final
consideration at a special meeting to be scheduled for April 16, 1999.
Special Strategic Policies and Priorities Meeting:April 20, 1999
The Budget Committee will forward the final Budget Committee-recommended 1999
Operating Budget to the Strategic Policies and Priorities Committee for consideration at a
special meeting to be scheduled for April 20, 1999.
It is proposed that public deputations on the 1999 Operating Budget be held at this special
meeting rather than Council of the Whole, as was done in 1998. The Budget Committee
would meet subsequently (April 22, 1999) to respond to issues raised from deputants and
report directly to City Council.
Special Meeting of City Council:April 26 and 27, 1999
It is proposed that a special meeting of City Council to consider the 1999 Operating Budget be
scheduled for April 26 and 27, 1999.
It should be noted that special meetings are required to meet the deadlines of the 1999
workplan. A draft calendar of Committee and Council meetings highlighting the proposed
Operating Budget meetings has been attached as Appendix A. As well, a detailed meeting
schedule has been attached as Appendix B.
Contact Name:
Josie LaVita, Manager, Operating Budget: 397-4229.
Appendix B
1999 Operating Budget Process
Proposed Meeting Schedule
Special Pre-Council Meeting:
Tuesday February 2, 1999 - 8:3 0 am to 9:30 am
1999 Operating Budget Update - Submission Overview
Preliminary Budget Committee Reviews:
Tuesday February 9, 1999 - 9:00 am to 9:00 pm
9:00 - 1:30Police
1:30 - 2:00Lunch (brought in)
2:00 - 6:30TTC
6:30 - 7:00Dinner (brought in)
7:00 - 7:30TEDCO
7:30 - 8:00Conservation Authority
8:00 - 8:30Zoo
8:30 - 9:00CNE
Friday, February 19, 1999 - 2:00 pm to 9:00 pm
2:00 - 4:001999 Operating Budget Presentation (CAO/CFO)
4:00 - 5:00Urban Planning and Building
5:00 - 5:30Licensing Commission
5:30 - 6:30Grants
Monday, February 22, 1999 - 9:00 am to 9 pm
To be scheduled - Community and Neighbourhood Services
Childrens' Services
Homes for the Aged
Shelter, Housing and Support
Toronto Housing Company
Social Services
Social Development and Administration
Public Library
Public Health
Tuesday, February 23, 1999 - 2:00 pm - 9:00pm
To be scheduled - Economic Development, Culture and Tourism and associated ABCs
Parks and Recreation
Arts, Culture and Heritage/Heritage Toronto
Economic Development
Special Events
THC
Theatres and Galleries
St. Lawrence Centre for the Arts
Hummingbird
North York Centre for the Performing Arts
Arena Boards of Management
Wednesday, February 24, 1999 - 9:00 am - 9:00 pm
To be scheduled - Works and Emergency Services and associated ABCs
Solid Waste Management
Transportation
Fire
Ambulance
Water/Waste Water
Parking Authority
Thursday, February 25, 1999 - 9:00 am - 9:00 pm
To be scheduled - Corporate Services:
Audit
Legal
Human Resources
Information Technology
Facilities Management and Real Estate
Fleet and Equipment
Clerks
Friday, February 26, 1999: - 9:00 am - 6:00 pm
To be scheduled:
Chief Administrative Officer
Council
Mayor's Office
Finance
Non-Program Expenditures and Revenues
Any budget revisits
Saturday, February 27, 1999 - 10:00 am - 5:00 pm
Available for any budget revisits.
Budget Review by Standing Committees:
Emergency and Protective Services Committee - March 23, 1999
Community and Neighbourhood Services Committee - March 24, 1999
Works and Utilities Committee - March 24, 1999
Corporate Services Committee - March 25, 1999
Economic Development Committee - March 26, 1999
Urban Environment and Development Committee - March 31, 1999
Budget Committee Wrap-Up Meetings:
Monday, March 29, 1999* - 2:00 pm - 9:00 pm
*Regular meeting of Budget Committee scheduled for this day - could start at 9:00 am if wish
to cancel regular meeting agenda
Tuesday, April 6, 1999 - 2:00 pm - 9:00 pm
Wednesday, April 7, 1999 - 9:00 am - 9:00 pm
Thursday, April 8, 1999 - 9:00 am - 9:00 pm
Friday, April 9, 1999* - 9:00 am - 6:00 pm
* This is Good Friday (Orthodox) but available, if necessary.
Special Budget Committee Meeting:
Friday, April 16, 1999 - 9:30 am - 12:30 pm - consideration of the final 1999 Operating
Budget
Special Strategic Policies and Priorities Committee Meeting:
Tuesday, April 20, 1999 - 9:00 am - 9 pm - consideration of the 1999 Operating Budget and
Deputations *
*It is proposed that public deputations on the 1999 Operating Budget be received at this
special meeting of Strategic Policies and Priorities rather than Council of the Whole. The
Budget Committee would meet subsequently to respond to the issues raised from deputants
and report directly to the Special Meeting of City Council on these matters.
Special Budget Committee Meeting:
Thursday, April 22, 1999 - 2:00 pm - 9:00 pm - to respond to deputations forwarded from
Strategic Policies and Priorities meeting of April 20, 1999.
Special Meeting of City Council
Monday, April 26, 1999 and Tuesday April 27, 1999.