211206 Budget Council Meeting AgendaThe Corporation of the Town of Tillsonburg
Council Budget Meeting
AGENDA
Monday, December 6, 2021
9:00 AM
Electronic Meeting
1.Call to Order
2.Adoption of Agenda
Proposed Resolution #1
Moved By: ________________
Seconded By: ________________
THAT the Agenda as prepared for the Council Budget meeting of Monday, December 6,
2021, be approved.
3.Moment of Silence
4.Disclosures of Pecuniary Interest and the General Nature Thereof
5.Adoption of Council Minutes of Previous Meeting
Proposed Resolution #2
Moved By: ________________
Seconded By: ________________
THAT the minutes of the Council Budget meeting of Monday, November 29, 2021, be
approved.
6.Finance
6.1.Budget Deliberations
The following motions were submitted for consideration.
Proposed Resolution #
Moved By: Councillor Gilvesy
Seconded By: ________________
THAT Staff prepare and place on the December 16, 2021 Council Budget meeting
Agenda and present to Council at said meeting any options that identify projects that
can be eliminated or cost savings that can be realized to bring the budget in line with
Option 3.
7.Motions/Notice of Motions
8.Confirm Proceedings By-law
Proposed Resolution #3
Moved By: ________________
Seconded By: ________________
THAT By-Law 2021-121, to Confirm the Proceedings of the Council meeting held on
December 6, 2021, 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.
9.Adjournment
Proposed Resolution #4
Moved By: ________________
Seconded By: ________________
THAT the Council Budget meeting of Monday, December 6, 2021 be adjourned at ___ p.m.
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The Corporation of the Town of Tillsonburg
Council Budget Meeting
MINUTES
Monday, November 29, 2021
4:00 PM
Electronic Meeting
ATTENDANCE: Mayor Molnar
Deputy Mayor Beres
Councillor Esseltine
Councillor Gilvesy
Councillor Luciani
Councillor Parker
Councillor Rosehart
Staff: Kyle Pratt, Chief Administrative Officer
Michelle Smibert, Director of Corporate Services/Clerk
Renato Pullia, Interim Director of Finance/Treasurer
Shane Caskanette, Fire Chief
Chris Baird, Director of Recreation, Culture and Parks
Carlos Reyes, Director of Operations and Development
Cephas Panschow, Development Commissioner
Cheyne Sarafinchin, Deputy Treasurer
Amelia Jaggard, Deputy Clerk
_____________________________________________________________________
1. Call to Order
The meeting was called to order at 4:00 p.m.
2. Adoption of Agenda
Resolution # 2021-523
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Moved By: Councillor Gilvesy
Seconded By: Councillor Esseltine
THAT the Agenda as prepared for the Council Budget meeting of Monday,
November 29, 2021, be approved.
Carried
3. Moment of Silence
4. Disclosures of Pecuniary Interest and the General Nature Thereof
5. Adoption of Council Minutes of Previous Meeting
6. Finance
Interim Director of Finance/Treasurer provided an overview of the 2022 draft
budget.
6.1 2022 Financial Plan
Interim Director of Finance/Treasurer provided an overview of the 2022
financial plan.
Opportunity was provided for comments and questions from Council.
Clarification was sought regarding the six month COVID-19 impact dollars
and whether the dollars would be considered general revenue or placed in
a COVID reserve.
Staff noted that the year end position cannot be confirmed at this time
without a year end forecast from all departments.
Staff to confirm if the Town has the capability when printing tax bills to
include the pie chart as seen on page 12 of the presentation.
Staff to confirm ratio of taxes derived from residential verse commercial.
Staff would have to look at other comparable municipalities to determine a
standard ratio.
Clarification was sought regarding the increase in waste management of
44.50%.
Mayor Molnar asked that Deputy Mayor Beres assume position of Chair at
4:55 p.m.
6.2 Office of the CAO
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Chief Administrative Officer provided an overview of the department's
business plan.
6.3 Financial Services
Interim Director of Finance/Treasurer provided an overview of the
department's business plan.
Clarification was sought regarding the regional collaboration to explore
A/P digitization.
6.4 Corporate Services
Director of Corporate Services/Clerk provided an overview of the
department's business plan.
Staff noted that the employee engagement survey was last completed in
2018 and that the costing included in the budget is to obtain a third party
to initiate the study.
Staff noted that the budget identifies the full cost of the 2022 municipal
election and that monies have been put into reserves each year.
6.5 Operations and Development Services
Director of Operations and Development provided an overview of the
department's business plan.
Projects identified as "CFWD" are carry over from 2021 that were already
approved.
Staff to provide full list of purchases as proposed under Engineering on
page 26.
Clarification was sought regarding project X74 Frances St.
Reconstruction. Project includes a school bus parking lane to improve
safety.
Staff noted that the proposed funding mechanism for the salt storage
project is following the recommendation included in the DC study.
Clarification was sought regarding project X72 Annual Sidewalk
Connectivity Program and if Van St and Trottier Driver will be in need of
sewer, watermain and roadwork in the next five years. Staff to review 10
year capital outlook and provide a response.
Staff will be bringing pre-budget approvals forward at a future meeting.
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A proposed transit route will be brought forward at the December meeting.
Staff to investigate when King Street will be due for rehabilitation and
provide an update.
6.6 Fire and Rescue Services
Council recessed at 6:26 p.m.
Council resumed at 6:36 p.m.
Fire Chief provided an overview of the department's business plan.
Clarification was sought regarding the contents of a Fire Master Plan.
There was discussion regarding the proposed Assistant Chief of Fire
Prevention and Training position.
6.7 Economic Development and Marketing
Development Commissioner provided an overview of the department's
business plan.
There was discussion regarding project X91 Rokeby Road
Reconstruction. Staff noted there is no boundary road agreement in place.
It was asked if staff can confirm what portion is owned by the Town and if
Norfolk County has budgeted contributions.
Staff noted that the VIP Phase 2 conceptual concept plan is underway and
could potentially come forward earlier than Q4.
6.8 Recreation, Culture and Parks
Director of Recreation, Culture and Parks provided an overview of the
department's business plan.
Staff are looking at the same style of columbarium for consistency.
It was asked if staff have reached out to community organizations
regarding cost sharing opportunities for project X58.
Staff will be bringing a report forward at the December 13 meeting
regarding the splash pad.
Staff noted that if the Town is not successful in receiving grant funding to
address the Rotary Clock Tower facade there are monies included for
building maintenance to address basic repairs.
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Staff are working on Library Lane design concepts at this time; staff will
look for opportunity to share costs with Library/County and/or local
businesses.
Clarification was sought regarding zambonis'.
6.9 Capital Budget Overview
Deputy Treasurer reviewed the capital budget overview.
It was asked that in the future the information be presented in a format
that improves readability.
6.10 Long Term Debt Overview
Deputy Treasurer reviewed the long term debt overview.
6.11 PSAB Reconciliation
Deputy Treasurer provided an overview of the PSAB Reconciliation.
Resolution # 2021-524
Moved By: Mayor Molnar
Seconded By: Councillor Parker
RESOLVED that the Business Plan and Draft Budget Information as
presented be received;
AND FURTHER that the material be forwarded to the Special Budget
Session of December 6, 2021 for further deliberation.
Carried
7. Motions/Notice of Motions
8. Confirm Proceedings By-law
Resolution # 2
Moved By: Councillor Esseltine
Seconded By: Councillor Gilvesy
THAT By-Law 2021-120, to Confirm the Proceedings of the Council meeting held
on November 29, 2021, 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.
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Carried
9. Adjournment
Upcoming Council meetings include:
• Monday, December 6, 2021 at 9:00 a.m. budget meeting (2022 budget
deliberations).
• Monday, December 13, 2021 at 6:00 p.m. regular meeting.
• Thursday, December 16, 2021 at 4:00 p.m. budget meeting (2022 budget
deliberations).
Resolution # 2021-525
Moved By: Councillor Luciani
Seconded By: Councillor Parker
THAT the Council Budget meeting of Monday, November 29, 2021 be adjourned
at 8:08 p.m.
Carried
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THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW 2021-121
A BY-LAW to confirm the proceedings of Council at its meeting held on
December 6, 2021.
WHEREAS Section 5 (1) of the Municipal Act, 2001, as amended, provides that the
powers of a municipal corporation shall be exercised by its council;
AND WHEREAS Section 5 (3) of the Municipal Act, 2001, as amended, provides that
municipal powers shall be exercised by by-law;
AND WHEREAS it is deemed expedient that the proceedings of the Council of the
Town of Tillsonburg at this meeting be confirmed and adopted by by-law;
BE IT THEREFORE ENACTED by the Council of the Corporation of the Town of
Tillsonburg as follows:
1. All actions of the Council of The Corporation of the Town of Tillsonburg at its
meeting held on December 6, 2021, with respect to every report, motion, by-law, or
other action passed and taken by the Council, including the exercise of natural
person powers, are hereby adopted, ratified and confirmed as if all such
proceedings were expressly embodied in this or a separate by-law.
2. The Mayor and Clerk are authorized and directed to do all the things necessary to
give effect to the action of the Council of The Corporation of the Town of Tillsonburg
referred to in the preceding section.
3. The Mayor and the Clerk are authorized and directed to execute all documents
necessary in that behalf and to affix thereto the seal of The Corporation of the Town
of Tillsonburg.
4. That this By-Law shall come into force and take effect on the date it is passed.
READ A FIRST AND SECOND TIME THIS 6th DAY OF DECEMBER, 2021.
READ A THIRD AND FINAL TIME AND PASSED THIS 6th DAY OF DECEMBER,
2021.
________________________________
MAYOR – Stephen Molnar
_______________________________
CLERK – Michelle Smibert
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