201130 Council Budget MIN 1
The Corporation of the Town of Tillsonburg
Council Budget Meeting
MINUTES
Monday, November 30, 2020
4:00 PM
Electronic Meeting
ATTENDANCE: Mayor Molnar
Deputy Mayor Beres
Councillor Gilvesy
Councillor Luciani
Councillor Parker
Councillor Rosehart
Regrets: Councillor Esseltine
Staff: Kyle Pratt, Chief Administrative Officer
Michelle Smibert, Town Clerk
Sheena Pawliwec, Acting Treasurer
Chris Baird, Director of Recreation, Culture and Parks
Carlos Reyes, Director of Operations
Brad Lemaich, Fire Chief
Amelia Jaggard, Deputy Clerk
_____________________________________________________________________
1. Call to Order
The meeting was called to order at 4:00 p.m.
2. Adoption of Agenda
Resolution # 2020-538
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
2
THAT the Agenda as prepared for the Council Budget meeting of Monday,
November 30, 2020, be approved.
Carried
3. Disclosures of Pecuniary Interest and the General Nature Thereof
No disclosures of pecuniary interest were declared.
4. Adoption of Council Minutes of Previous Meeting
5. Finance
Sheena Pawliwec, Interim Director of Finance/Treasurer, provided an overview of
the 2021 draft budget.
Opportunity was provided for comments and questions from Council.
Staff confirmed there are no pre-budget approval requests at this time.
It was asked why Fire Communications is noted as a pressure. Staff noted that
Fire Communications is recoverable and that it is noted as a pressure because
there are existing approved agreements.
Staff noted that the SOMA travel expenses are requested every second year and
that there was no request for 2020.
Staff confirmed that if the six months of COIVD-19 impact was extended by three
months there would be an additional 1.84% increase to the tax levee. The funds
could be recovered from reserves, potential funding assistance from other levels
of government or service level adjustments.
It was asked if the Town has a plan to deal with property owner consent related
to the sharing of mailing change requests.
Staff confirmed that there is no taxation relief for small businesses included in the
draft budget.
It was asked how MPAC determines the Median Residential Assessment.
5.1 Building, Planning and By-Law
Geno Vanhaelewyn, Chief Building Official, was present to provide an
overview of the Building, Planning and By-Law business plan and
operating summary.
Staff are anticipating a 20% increase in permit applications.
3
Opportunity was provided for comments and questions from Council.
It was asked why proposed changes to the Ontario Building Code are
noted as a risk. Staff noted that it is being proposed to merge the Ontario
Building Code with the National Building Code, which could require staff
education and training.
It was asked how Council can initiate a zoning by-law review. Staff
confirmed that Council can make application to amend the zoning by-law
and follow the public process.
5.2 Economic Development and Marketing
Cephas Panschow, Development Commissioner, was present to provide
an overview of the Economic Development and Marketing business plan,
capital and operating summaries.
Opportunity was provided for comments and questions from Council.
There was discussion regarding the SOMA mission trips and resulting
investment in the Town of Tillsonburg.
Staff provided more detail on the Education Task Force project which is a
joint initiative with the Tillsonburg and District Multi-Service Centre with a
goal to assist local high school students in obtaining experience in the
local workforce.
There was discussion regarding the source of funds captured under
miscellaneous funding and the need to identify these sources.
Staff confirmed the Discover Tillsonburg budget is reduced and that the
intent is to still publish two magazines over the course of the year.
Staff confirmed there are dollars budgeted for the Economic Development
Strategy implementation and that it is unknown at this time what the exact
cost will be.
It was suggested that the Wayfinding Signage project be noted as an
objective for the upcoming year.
5.3 Corporate Services
Sheena Pawliwec, Interim Director of Finance/Treasurer, was present to
provide an overview of the Corporate Services business plan, capital and
operating summaries.
Opportunity was provided for comments and questions from Council.
4
Staff noted that projects with $0 budget value are utilizing existing staff
time and software.
5.4 Human Resources
Ashley Andrews, Manager of Human Resources, was present to provide
an overview of the Human Resources business plan.
Opportunity was provided for comments and questions from Council.
Staff provided more detail on the proposed implementation of the Learning
Management and Performance Management modules. These modules
integrate into existing software and will assist the corporation with
ensuring employees meet and maintain personnel and health and safety
policies/procedure training requirements.
5.5 Fire and Rescue Services
Brad Lemaich, Fire Chief, was present to provide an overview of the Fire
and Rescue Services business plan, capital and operating summaries.
Opportunity was provided for comments and questions from Council.
Staff noted that project X78OPP is not the Town's responsibility.
5.6 Operation Services
Carlos Reyes, Director of Operations, was present to provide an overview
of the Operation Services business plan, capital and operating
summaries.
Opportunity was provided for comments and questions from Council.
It was asked how the repair cost for vehicle 87 compares to buying a new
unit. Staff noted that the current replacement strategy indicates the vehicle
should be replaced every twelve years and that the unit is now four years
past that point. The vehicle will require major repairs in 2021.
Staff explained that approving the additional budgeted dollars for the
Sidewalk Connectivity Plan will still not be sufficient to achieve the goals
identified in the plan.
Staff noted that the purpose of project X53 is to complete a structural
engineering assessment of all facilities.
Staff noted that the budgeted dollars for a Master Transportation Study is
a one-time cost and that Council will need to determine the frequency of
review/updates to the plan at the time of implementation.
5
Staff confirmed that the full cost to rehabilitate the Kinsmen Pedestrian
Bridge is not known at this time. Staff will provide additional information
regarding the project for Council's consideration in Q1 of 2021.
Staff confirmed some tenders for 2021 capital works have been prepared
and will be brought forward for pre-approval in January if budget approval
is anticipated to take additional time.
5.7 Recreation, Culture and Parks
Chris Baird, Director of Recreation, Culture and Parks, was present to
provide an overview of the Recreation, Culture and Parks business plan,
capital and operating summaries.
Opportunity was provided for comments and questions from Council.
Staff will determine if project X78OPP has been captured twice in the draft
budget.
Staff noted that it is recommended that the Town utilize external resources
with expertise in multi-media to assist in the development of a Museum
Marketing & Promotion Plan.
Staff confirmed that the additional budget dollars for project X48 would
include the $10,000 held in reserve.
It was asked if the museum is included on a film list.
There was discussion regarding the installation of a wheelchair swing.
Staff noted that the Town has not budgeted sufficient funds for the
installation of a wheelchair swing, which ranges from $20,000 to $25,000
for a single unit. It was suggested that the installation of a wheelchair
swing be noted as an objective.
Staff noted that $30,000 has been included in the operating budget for
future use to promote the preservation and growth of the Town's tree
canopy. If approved, staff will bring forward a report in 2021, which
includes options for promoting the preservation and growth of the Town's
tree canopy.
There was discussion regarding the recycling program pilot project at the
Tillsonburg Community Centre which proved challenging.
There will be a presentation to Council at the Council Budget meeting
scheduled for Wednesday, December 16, 2020 regarding the OPP
funding formula.
6
Staff asked if there are any requests for additional information on specific
budget items. If requested, the information will be presented to Council at
the Council Budget meeting on Wednesday, December 16, 2020.
Resolution # 2020-539
Moved by: Councillor Gilvesy
Seconded by: Councillor Parker
THAT a white paper be prepared for fire communications to include more
detailed information on a operating plan to move to a revenue operation.
Carried.
6. Motions/Notice of Motions
7. Confirm Proceedings By-law
Resolution # 2020-540
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT By-Law 2020-113, to Confirm the Proceedings of the Council meeting held
on November 30, 2020, 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
8. Adjournment
Resolution # 2020-541
Moved By: Deputy Mayor Beres
Seconded By: Councillor Parker
THAT the Council Budget meeting of Monday, November 30, 2020 be adjourned
at 7:25 p.m.
Carried