180115 Council Budget MIN
ATTENDANCE
Mayor Stephen Molnar
Councillor Max Adam
Councillor Penny Esseltine
Councillor Jim Hayes
Councillor Chris Rosehart
Councillor Brian Stephenson (left meeting 10:45am -1:15pm)
Staff:
David Calder, CAO
Dave Rushton, Director of Finance/Treasurer
Kevin DeLeebeeck, Director of Operations
Rick Cox, Director of Recreation, Culture & Parks
Jeff Smith, Fire Chief
Michael Desroches, General Manager, THI
Janelle Costantino, Deputy Treasurer
Cheyne Sarafinchin, Senior Cost & Budget Analyst
Lana White, Executive Assistant/Deputy Clerk
Regrets:
Deputy Mayor Dave Beres
Donna Wilson, Town Clerk
1. Call to Order
The meeting was called to order at 9:05am.
2. Adoption of Agenda
Resolution #1
Moved By: Councillor Rosehart Seconded By: Councillor Hayes
THAT the Agenda as prepared for the Council meeting of Monday, January 15 2018 be
adopted.
Carried
The Corporation of the Town of Tillsonburg
COUNCIL BUDGET MEETING
Monday, January 15, 2018
9:00 AM
Council Chambers
200 Broadway, 2nd Floor
MINUTES
Council Meeting – Agenda 2
3. Moment of Silence
4. Disclosures of Pecuniary Interest and the General Nature Thereof
There were no disclosures of pecuniary interest declared.
5. Adoption of Council Minutes of Previous Meeting
5.1. Council Budget Meeting Minutes of December 14, 2017
171214 Budget MIN
Resolution #2
Moved By: Councillor Hayes Seconded By: Councillor Rosehart
THAT the Minutes of the Council Budget Meeting of December 14, 2017 be approved.
Carried
6. Departmental Business Plans
6.1. Tab 8 - Building & By-Law Department Business Plan
Building & Bylaw Department
Mr. Geno Vanhaelewyn, CBO, appeared before Council to present the Building and By-
Law Department’s Business Plan and to provide follow-up information.
Noted was that the 2012 downtown design study remains relevant. The department is
looking for $5000 for a consultant. The consultant would assist, along with the BIA and
Chamber, to identify items to be focused on next.
The 2012 downtown design study to be circulated to Council as information.
Resolution #3
Moved By: Councillor Adam Seconded By: Councillor Esseltine
THAT Council receives the Building & Bylaw Department Business Plan, as information.
Carried
6.2. Tab 9 - Economic Development and Marketing Department Business Plan and
Budget
Economic Development and Marketing Department
Mr. Cephas Panschow, Development Commissioner, appeared before Council to
present follow-up information.
Council Meeting – Agenda 3
C. Panschow to bring back a report regarding Wayfair Signage.
C. Panschow’s report regarding the SOMA trip, to be amended for Council and brought
forward.
Regular updates on developments, closures and other activities within the department
will be included in monthly updates.
Information to be provided regarding media access enhancements, in 2018 Q1/Q2, with
no impact on taxation.
Resolution #4
Moved By: Councillor Adam Seconded By: Councillor Stephenson
THAT Council receives the Economic Development and Marketing Department
Business Plan and Budget, as information.
Carried
7. Budget Requests
7.1. Supplemental Budget Additions
Additional Budget Items
Emergency museum repairs were discussed.
An Emergency Repairs Report to be brought back to Council.
Resolution #5
Moved By: Councillor Esseltine Seconded By: Councillor Adam
THAT Council includes the following additional items to the 2018 Operating Budget
1. $15,000 for the cost of snow removal at the CSC;
2. $54,075 in Provincial Gas Tax Revenue and an expenditure of the same to the
Community Transportation Committee for the operation of Transit in the
community in the 2018;
AND THAT Council includes the following additional items to the 2018 Capital Budget;
1. $25,000 to be funded from reserves for the cost of storm drain enhancements for
Quarter Town Line;
2. $158,000 for the cost of a Fire Communication Console to be funded by
$120,000 from user pay debt and $38,000 from reserves;
AND THAT Council approves an increase of .25 FTE to the overall FTE Count for CSR
support at the CSC.
Carried
Council Meeting – Agenda 4
Resolution #5a
Moved By: Councillor Hayes Seconded By: Councillor Rosehart
THAT a report regarding the museum emergency repairs be prepared for Council,
including a recommendation for the funding source.
Carried
Councillor Stephenson left the meeting at 10:45am.
7.2. Council Discussion Points
Discussion Points
Customer Service Timeline
CSD Timeline
Council Purchases
Payroll Deduction Change
Bill 148 Impact
Employee Retention
Stale Developments
Museum Souvenirs
Community Events Details
Physical Security
Park Signage
Fire Succession Plan
Fire Comm Console
Fire Comm Layout
The Director of Finance provided a summary.
A.Andrews, HR Manager, appeared before Council and provided additional information,
Five Year Full Time Employee Retention Rates (2013-2017).
Staff provided additional information by email regarding Pro-Forma Profit and Loss to
Annandale’s 45th Anniversary Souvenirs/Publications.
Staff to provide alternative design/materials for park signage.
Council Meeting – Agenda 5
Resolution #6
Moved By: Councillor Adam Seconded By: Councillor Esseltine
THAT Council receives the following documents, as information:
1) Discussion Points Summary
2) Customer Service Delivery Model Update & Timeline
3) Council Expense Increase
4) 2018 Employer Payroll Costs
5) Bill 148 2018 Budget Impact
6) 2017 Employee Retention Rate
7) Prioritization of Stale Developments
8) Annandale House Anniversary Souveniers and Publications
9) Community Events - Additional Detail
10) 2018 Physical Security Review
11) Park Signage
12) Fire & Rescue Services Succession Management Plan
13) Fire Comm Dispatch Console Replac
Carried
Council recessed from 12:10pm and reconvened at 1:00pm.
Agenda item 8 was brought forward at this time, Notice of Motions.
7.3. Review of Group Presentations
Councillor Stephenson returned at 1:27pm.
A spreadsheet detailing information regarding 2018 grant requests, 2017 grants, and
current budget was provided.
Discussion took place to encourage groups to be more self-sufficient.
Staff to communicate this to the various groups.
Resolution #7
Moved By: Councillor Rosehart Seconded By: Councillor Hayes
THAT Council has received applications for grant funding from various community
groups during the 2017 budget sessions;
AND THAT the following groups are awarded the following dollar amounts:
Council Meeting – Agenda 6
1) Tillsonburg & District Multi-Service Centre ($10,000);
2) Tillsonburg Station Arts Centre ($40,000);
3) Town of Tillsonburg Cultural Advisory Committee ($10,000);
4) Big Brothers Big Sisters of Ingersoll, Tillsonburg & Area ($3000);
5) Lake Lisgar Revitalization Committee ($3,500);
6) Upper Deck Youth Centre ($2000);
7) Tillsonburg Turtlefest ($10,000);
8) Tillsonburg Fair ($2,000);
9) Family Day ($2,500).
Carried
Resolution #7a
Moved By: Councillor Esseltine Seconded By: Councillor Stephenson
THAT staff be instructed to follow up on the Tillsonburg Legion community grants
request and ask this organization to approach Council with information about how the
Town can best support their organization in 2018.
Carried
Council to submit any Notice of Motions for the January 29, 2018 Council Budget
Meeting to the Clerk’s Office by Friday, January 19, 2018.
It was noted that the January 29 Council Budget Meeting is scheduled to begin at
6:00pm.
Staff to provide a summary of debentures, reserves and taxation for the January 29
Meeting.
7.4. Budget Approval
8. Notice of Motions for which previous notice was given
The motion, previously introduced by Deputy Mayor Beres, was discussed.
Suggestion was to include an update regarding the Community Strategic Plan.
A recorded vote was requested by Councillor Adam.
Council Meeting – Agenda 7
Resolution #9
Moved By: Councillor Adam Seconded By: Councillor Esseltine
THAT Tillsonburg Town Council host an open ‘Town Hall’ Meeting as an opportunity for
residents to bring forward their concerns, or opportunities.
Recorded Vote:
NAME VOTE IN FAVOUR VOTE AGAINST
Councillor Adam X
Deputy Mayor Beres - absent
Councillor Esseltine X
Councillor Hayes X
Mayor Molnar X
Councillor Rosehart X
Councillor Stephenson - absent
The recorded vote reflects the vote is 3 in favour of the Motion and 2 against the Motion.
The motion is "Carried ".
9. By-Laws
By-Laws from the Meeting of January 15, 2018
Resolution #10
Moved By: Councillor Adam Seconded By: Councillor Esseltine
By-Law 4161, to Confirm the Proceedings of Council at its meetings held on January 15,
2018 be read for a first, second, third and final reading and that the Mayor and the Clerk be
and are hereby authorized to sign the same and place the corporate seal thereunto
Carried
Council Meeting – Agenda 8
10. Adjournment
Resolution #11
Moved By: Councillor Esseltine Seconded By: Councillor Stephenson
THAT the Council Budget Meeting of January 15, 2018 be adjourned at 2:40 p.m.
Carried