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111117 Regular Council Meeting MinutesMINUTES: Meeting for the Committee "Open Council' Review Access: • Public 0 Private MINUTES Town of Tillsonburg Meeting for the Committee "Open Council' on Thursday November 17, 2011 01:00 PM Council Chambers Chair: John Lessif Orders of the Day: CALL TO ORDER The Meeting was called to order at 1:00 p.m. REGRETS ^ Councillor Beres ADOPTION OF AGENDA Resolution: No. 1: Moved by: Councillor Klein Seconded by: Deputy Mayor Renaud RESOLVED THAT the Agenda as prepared for the Open Session of the Council Meeting of November 17, 2011 be adopted. "Carried" DISCLOSURE OF PECUNIARY INTEREST OR THE GENERAL NATURE THEREOF No disclosures of pecuniary interest were declared MINUTES & BUSINESS ARISING OUT OF THE MINUTES Minutes of the Council Meeting of November 10, 2011. n Resolution No. 2 Moved by: Councillor Rosehart Seconded by: Councillor Getty AND RESOLVED THAT the Minutes of the Closed Session and the Open Session Meeting of Council for November 10, 2011, be approved. /1 "Carried" 20 Page 1 MINUTES: Meeting for the Committee "Open Council" FINANCE 1.2012 Draft Budget Presented By: Director of Finance 4- 2012 draft budget 110311.pptx 2012 Debt Summary-Graph.xis 2012 Budget 000 Consolidation-Council.xls 2012 Items to Potentially Cut from Budget.xls Items to be cut from the 2012 budget: There are 16 proposed items that staff suggest can be removed from the budget totalling a savings of $402,419. Council directed the following items to remain in the budget: The capital items remain at this point. To keep the Council Strategic Plan in the amount of $5,000. To keep full year of DCS FTE in the amount of $25,500. The CAO suggested the following additional items to be reduced from the budget: �1 Library budget to be reduced to $30,000 from the proposed $60,000. Parks & Recreation Strategic Master Plan to be reduced to $10,000. Marketing plan of $100,000 to be reduced by $25,000, totalling $75,000. enrol 1 Council made a number of suggestions Sidewalk inspections to be reduced or removed - to request info from insurer to determine if this would impact our premiums and also to determine what other municipalities do for these inspections. Staff to provide a report on the cost of the service for picking up leaves and Christmas trees as this is available at the transfer station . BIA has recognized that they need to help fund specific projects. Council suggest reviewing the possibility to contract snow removal out. Reward employees who develop saving plans. Council suggest that there should not be any new positions this year or additional staff as this is the largest impact on your budget. Need to increase revenue and curb spending. Council suggest that tax recovery should be included in hanger leases at the airport and possibly add landing and take off fees as is the practice in most airports. The community has to step up to the plate as well to help reduce the municipal debt. Adjusting the individuals who are working more than 35 hours a week - to move them to 37.5 hours Vacancies regardless of level within organization be given consideration prior to being filled. Council direct the following Budget Strategies be removed from the budget: One ton crew cab to come out of budget - $90,000 Trailer mounted HydroVac valve turner - $75,000 Public works front vestibule roof to be removed - $7,500 - to be repaired. Page 2 MINUTES: Meeting for the Committee "Open Council" Fire EM mobile -to be removed - $16,000 Fire redundant computer - $2,000 Engineering asset management software - $2,750 - ($10,000 reserves) Roads electronic record keeping system - initiative is still being researched to confirm interface with ACR - $30,000 LED Streetlights - to look at this through a broader base by partnering with other municipalities. - $19,200 Cemetery Columbarium units - $20,000 - reduce to one only this year - staff to check cost impact. To reduce the Master Culture & Recreation Plan to $40,000 rather than $50,000. To reduce the roof cost to $8,000 -for the Auditorium entrance vestibule for a repair rather than a replacement. To remove the installation of fabric on museum changing gallery walls.- $10,000. Intranet removed - $7,500 Council request further information Fire hoses, nozzles and appliances - to bring back a report regarding necessity of these items. Quarterline Rd - Concession to Esseltine - staff bring back a summary articulating what the minutes were regarding Quarter Town Line Rd. Brock St - Tillson to Maple Lane reconstruction. - Staff to bring back a report regarding the dollar amount required in the following year for the top lift. Roads annual resurfacing - Council request that this item be reviewed to be covered by gas tax vs. taxation. For 2013 Council request the project costs include the net cost which includes the funding from other sources, total cost to be noted separately. Broadway resurfacing North St south 120 m - review the timing of the County proposed restructuring of North St. To review the plow routes and staff to bring back a report on alternative options including reviewing routes and possible outsourcing. . Council suggest that the Quality of Life Committee looks at the layout of future columbarium to accommodate future growth. Council suggest that the sales of a niche in the columbarium be placed aside in order to pay for future needs. Staff to look at service clubs or other groups to fund the water park inflatable. To look at possibly selling or trade in value for the old Ice resurfacer. To look at reducing the museum budget to cut other areas within this budget or to look at funding through the museum trust, so that the fabric installation project can be added back in.. Laser fiche - to see the complete value of the project rather than the yearly component. Council would like to see the operating costs for all capital requests. Balance of this Item to be deferred to the Special Council Meeting on Monday November 21, 2011. Proposed Resolution No. 3 Moved by: Seconded by: RESOLVE THAT the 2012 Draft Budget presentations from the Director of Finance be received as information. 2.2011 Projected Year End Reserves [A - 2011 Projected Year End Reserves.xls Page 3 MINUTES: Meeting for the Committee "Open Council" Presented By: Director of Finance To be deferred to the Special Council Meeting on Monday November 21, 2011. Proposed Resolution No. 4 RESOLVE THAT the 2011 Projected Year End Reserves be received as information. FURTHER RESOLVE THAT the 2011 reserve activity be approved as identified in the attached spreadsheet. 3. FIN11-038 PIL Calculation Presented By: Director of Finance To be deferred to the Special Council Meeting on Monday November 21, 2011. Proaosed Resolution No. 5 RESOLVE THAT Council receives report FIN11-038 PI Calculation as information. BY-LAWS 4. %L -Law 3560, To Confirm the Proceedings of Council, November 17, 2011. Resolution No. 6 Moved by: Deputy Mayor Renaud Seconded by:Councillor Getty AND RESOLVE THAT By -Law 3560, To Confirm the Proceedings of Council for the Council Meeting of November 17, 2011, be read for a first and second time and this constitutes the first and second reading thereof. FURTHER RESOLVE THAT By -Law 3560 be given third and final reading and the Mayor and Clerk be and are hereby authorized to sign the same, and place the Corporate Seal thereunto. "Carried" ADJOURNMENT Moved By: Councillor Getty Seconded by: Councillor Rosehart AND RESOLVE THAT the meeting be adjourned at 4:35 p.m. "Carried" Approval Received: (1 of 1) Donna Wilson/Tillsonburg (Friday November 18, 201104:40 PM) Town of Tillsonburg Page 4