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111201Regular Council Meeting MinutesMINUTES: Meeting for the Committee "Open Council' 130 Review Access: • Public Private MINUTES Town of Tillsonburg Meeting for the Committee "Open Council" on Thursday December 1, 2011 09:00 AM Council Chambers Chair: John Lessif Orders of the Day: CALL TO ORDER The meeting was called to order at 9:01am. ADDITIONS TO THE AGENDA i) Message from Mayor ii)Thames Valley District School Board Announcement iii) 2012 Budget status update from CAO ADOPTION OF AGENDA Resolution No. 1 Moved by: Councillor Rosehart Seconded by: Councillor Getty AND RESOLVED THAT the Agenda as prepared for the Open Session of the Council Meeting of December 1, 2011 be adopted, as amended. "Carried". i) Message from Mayor The Mayor reminded Council that today is the one year anniversary of this Council. He noted that there have been significant challenges over the past year, and that many more challenges lie ahead. ii) Thames Valley District School Board Announcement The CAO and Mayor updated Council on the recent announcement by the TVDSB that several schools in Tillsonburg have been recommended for closure. The CAO provided background on the advance notice and information that Town representatives received from the TVDSB prior to the announcement. Council generally agreed that this announcement is a positive development in our community and will improve the Page 1 rO q MINUTES: Meeting for the Committee "Open Council" quality of education in the area. iii) Budget status update from CAO The CAO provided a status update in regards to where the Town is at with the 2012 budget process, indicating that the process is slightly behind schedule. It was also raised that the Town is still awaiting growth data from MPAC which is due to arrive December 13th, 2011. The target is to have the budget approved by end of January 2012. DISCLOSURE OF PECUNIARY INTEREST OR THE GENERAL NATURE THEREOF None were disclosed. FINANCE 1.2012 Draft Budget [q Presented By: Director of Finance The Director of Finance provided a review of what has been decided as part of the budget process to date. Resolution No. 2 Moved by: Councillor Getty Seconded by: Councillor Rosehart AND RESOLVE THAT the 2012 Draft Budget presentations from the Director of Finance be received as information. /001� "Carried" 2.2012 Budget Five Year Comparison 2012 - 5 year compadson.xls The Director of Finance overviewed the major fluctuations detailed in the spreadsheet provided. Council Direction, and requests for staff to bring back further information Fire: Council would like to know when the bunker gear storage unit for the fire station arrives as there is concern about one of the fire trucks being stored outdoors in the Works yard. The CAO indicated that it is estimated to be delivered within two weeks, at which point the truck will be relocated from the works yard to the bay at the fire station. Airport: Council would like to know how the proposed budget increase fits into the airport's five-year sustainability plan, and how the plan will move the airport toward becoming free from taxpayer subsidy. Council is also interested in a report that shows revenues versus costs, and specifically overviews fuel sales (with a litre per year comparison) as well as data on airport usage. The Director of Development and Communication Services indicated that a report of this nature is forthcoming in the new year, likely in January or February. Council would also like to know what the impact on property taxes to South West Oxford would be in a scenario where the airport was jointly owned. Library: The Library CEO and Library Board Chair will deliver a presentation on the Library budget at Council's meeting of December 12, 2011. /ORIN Tourism: Council directed staff to bring back a figure for what the budget allocation for "Special Events" was for 2011. Additionally, Council has concerns regarding the proposed budget allocation of $43,000 for a FTE, located under "Tourism". They are proposing that this be relocated to Economic Development. Finally, Page 2 r4+, MINUTES: Meeting for the Committee "Open Council" Council suggested that perhaps Tourism should not be an independent department in the budget, but rather part of Economic Development. Parks and Recreation- Council would like to know the budget for Director of Community Services, and revenue. Engineering: Council would like staff to provide more detail on the proposed $16,000 budget allocation for "Overhead Charge". As well, staff to bring back a report on the proposed Sidewalk Inspector for a cost of $9000. Council would like to know whether this person can work fewer hours with the Town still doing its 'due diligence'. Municipal Facilities: Council felt that this allocation did not warrant an independent'department in the budget, and directed staff to roll this into other departments. Solid Waste: Council directed the Director of Operations to explore the possibility of user fees at the transfer station for residential users (for large item dropoff), to help offset the portion of transfer station costs that are incurred by the Town. Labour: Council directed staff to bring back a comprehensive report detailing the Town's labour costs including vacation, sick time, head count, and filled positions vs. vacant. Hydro: Council is waiting on information to be presented to the Board on the THI budget In addition to the above, Council flagged a number of items for future discussion Roads: Council is interested in a five year projection of roads -related infrastructure costs. Council indicated that the growing infrastructure deficit is a very serious issue that will need to be discussed at future meetings. Streetlights: Council has concerns over street lights remaining on once the sun is up, and would like to explore possible solutions. Parks and Recreation: Council is concerned by the decreased revenue from youth programs /0"h\ offered at the Community Centre, and would like to explore new programming options that do not compete with private sector providers in the community. Council made a number of further suggestions Airport: Council suggested the possibility of increasing contributions of airport users to help offset the required tax subsidy. Tourism: Council feels there is much room for other community organizations (specifically the beneficiaries of increased tourism) to contribute to tourism expenditures, such as the BIA, the Chamber, Station Arts, etc. It was suggested that Turtlefest should be 100% funded by the BIA. Resolution No. 3 Moved by: Councillor Klein Seconded by: Councillor Beres AND RESOLVE THAT the 2012 Draft Budget 5 year comparison from the Director of Finance be received as information. "Carried" 3.2012 Budget - Debt Summary Presented By: Director of Finance The Director of Finance provided a summary of the Town's debt and payback plan. /0*^� Council indicated that it wishes to focus on the sale of surplus lands to address the debt. Council inquired as to the possibility of selling the lands located at 200 Broadway to landlord, in order to reduce the debt. For clarity, the Town owns the lands and parking lots at 200 Broadway, Page 3 e%t MINUTES: Meeting for the Committee "Open Council' and First Capital Realty owns the mall structure. Staff clarified that the landlord has an interest in acquiring the lands that the structure sits on, but not the parking lots. Resolution No. 4 Moved by: Councillor Beres Seconded by: Councillor Klein AND RESOLVE THAT the 2012 Draft Budget Debt Summary from the Director of Finance be received as information. "Carried" 4. FIN 11-040 Quarter Town Line, Concession to Esseltine Q Presented By: Director of Finance The Director of Finance provided an overview of his report and added some additional information that has come to light since the writing of the report, indicating that the project came in under budget and that gas tax dollars are available to assist in paying for it. Council directed staff to bring back information on whether development charges can fund the balance of this project instead of through taxes, and whether development charges fit the criteria for paying for this project. It was clarified by staff that should council decide to use the gas tax for this project, it would result in a further decrease to the capital amount raised from taxation. /006\In order to address the matter, staff recommended that the gas tax funds be utilized, and take the amount that that frees up and put it into capital reserves. This means that $142,281 will come from gas tax, and the rest will come from taxation or development charges. This course of action was endorsed by Council, and staff was asked to bring back a consolidated report outlining the recommendation. Resolution No. 5 Moved by: Councillor Stephenson Seconded by: Beres AND RESOLVE THAT Council receives report FIN 11-040 Quarter Town Line, Concession to Esseltine, as information. "Carried" 5.2011 Projected Year End Reserves a Presented By: Director of Finance This item was deferred until a future budget meeting. Resolution No. 6 Moved by: Seconded by: 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. "Deferred" eaftN 6. FIN11-038 PIL Calculation Q Presented By: Director of Finance Council raised concern over the contribution of PIL by hospitals and that it has declined with the Page 4 MINUTES: Meeting for the Committee "Open Council' decline in number of beds, while the footprint and activity levels of hospitals are increasing. Council indicated an interest in making this concern known to the Ministry of Health and Oxford County by passing a resolution at a future meeting. It was also raised that TDMH may support the town in this effort. Council requested that staff bring back a report on the amount of tax/PIL on all hospital owned properties. Resolution No. 7 Moved by: Councillor Getty Seconded by: Councillor RosehartAND RESOLVE THAT Council receives report FIN 11-038 PIL Calculation as information. "Carried" 7.2012 Rates and Fees [A) Presented By: All Directors Resolution No. 8 Moved by: Councillor Klein Seconded by: Councillor Beres AND RESOLVE THAT Council receive 2012 Rates and Fees as information. Further resolve that a By -Law be brought forward on December 12, 2011 for Council consideration. "Carried" NOTICE OF MOTION BY-LAWS 8. Bylaw No. 3571 - To confirm the proceedings of Council at its meeting of December 1, 2011. Id Confirmatory Bylaw 3571.pdf Resolution No.9: Moved by: Councillor Klein Seconded by: Councillor Beres AND RESOLVE THAT By -Law 3571, To Confirm the Proceedings of Council for the Council Meeting of December 1, 2011, be read for a first and second time and this constitutes the first and second reading thereof. FURTHER RESOLVE THAT By -Law 3571 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" /Aft, ROUNDTABLE ADJOURNMENT Page 5 MINUTES: Meeting for the Committee "Open Council" Moved by: Moved by Councillor Klein Seconded by: Councillor Stephenson AND RESOLVE THAT the meeting be adjourned at 2:52pm. Approval Received: (1 of 1) Nicole Wellsbury/Tillsonburg (Friday December 02, 2011 11:40 AM) Town of Tillsonburg Page 6