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070202 Regular Council Meeting MinutesI_n MINUTES: Meeting for the Committee "Open Council" Review Access: • Public 0 Private MG MINUTES Town of Tillsonburg Meeting for the Committee "Open Council" on Friday February 2, 2007 01:00 PM Council Chambers Chair: Stephen Molnar Orders of the Day: Call to Order Disclosure of Pecuniary Interest or the General Nature Thereof Business Arising out of the Minutes Adoption of Agenda Action Items & Reports from Directors Business Plans Corporate Strategic Plan Adjournment CALL TO ORDER > Chair Deputy -Mayor called the meeting to order. DISCLOSURE OF PECUNIARY INTEREST OR THE GENERAL NATURE THEREOF MINUTES $ BUSINESS ARISING OUT OF THE MINUTES DJanuary 26, 2007 (Budget Meeting) > Moved by Brian Stephenson Seconded by Sam Lamb AND RESOLVED THAT THE MINUTES OF January 26, 2007 be adopted as presented. "Carried" ADOPTION OF AGENDA > Moved by Fred Lewis /O..` Seconed by Sam Lamb AND RESOLVED THAT THE AGENDA of February 2, 2007 be adopted. "Carried" Page 1 A MINUTES: Meeting for the Committee "Open Council" ACTION ITEMS & REPORTS FROM DIRECTORS 1.2004. 2005 and 2006 Curbside Christmas Tree Collection Costs D Presented By: Director of Operations > Report lists costs. Most costs are fixed costs except advertising. We will still have to advertise for a couple of years to inform public that they would have to go to depot. Dave Beres - Discussion if we are perfectly clear we will not save more than a couple of hundred dollars. Chrissy - We may not have time to do extra work if we had a snow storm etc. Fred - We may be getting down to micro managing - without a specific Sam - the only savings is advertising Chrissy - picking up Christmas trees may not be important as tree trimming or snow plowing that may be more important 2. Council Budget Request - Museum Hours CI Presented By: Director of Community Services > Cynthia - do we know by days of the week the attendance at the museum. Attendance is spread across the days of the week fairly evenly. Discussion regarding the 2006 3. Budget Undertakings - Fee Schedule - Library Report CI Presented By: Director of Community Services - Report for Council 2007-02-01.doc > Cynthia outlined the report detailing the requirement to replace our current library software system. Why is this software not included in our development charges? David Morris - This was not identified by a library board when they were doing development charges. Discussion regarding including this item in future development charges. Discussion regarding fee schedule for arena. Discussion cynthia will bring forward a report comparing arena rates of various local arenas. Discussion regarding commercial rental rates - if someone 4. Cash Handling - Fire Dispatch - By-law Enforcement Presented by: Director of Corporate Services cash handling.doc Page 2 V MINUTES: Meeting for the Committee "Open Council" M. Graves detailed the report and explained that our current process is the most effiecient and secure. -wever, there may be some changes coming that will make the system more effiecient and more secure going a different method. Staff will follow up on that and will report back in the future. 5. Budget meeting - 2007 capital [j Presented By: Director of Finance Discussion regarding special projects - Special projects are there but are n the forefront. Discussion regarding the limit of $5,000. Purchasing process indicates anything over $25,000 is full tender anything u three quotes. D. Eddington outlined the report. If all projects are complete we will be a debt. The annual repayment limit comes from the Ministry - the chart shows our amo available financing. If we add all these projects into this year's budget we would be a of our debt limit. What have we currently paid off in terms of debt. The treasurer will provid What will we pay in interest this year? $855,000 in this year if this budge Discussion regarding the way debt will be indicated will be different in the future due to asset management requirements. 9 Alm,\ BUSINESS PLANS 6. Operations > S. Lund outlined the business plans of the various departments. CORPORATE STRATEGIC PLAN 7. Corporate Strategic Plan ei Presented By: Director of Operations Presented By: Director of Corporate Service > M. Graves outlined the items that have been completed thus far in the corporate strategy. Discussion regarding annual review of the Corporate Strat Plan before business plan process. Trail development is being reviewed as well as the Glenridge Bridge there are also the trails of the potential golf course. An action plan will be coming forward regarding funding and detailed work that report will likely come in a couple of months. Does that have any budget impact - This is a stand alone project that will use partnerships or program costs. Discussion regarding long term vision. Discussion regarding addition of bike trails on future roads. We could start including this on arterial roads such as Quarterline that is being widened now. Rec advisory should review and make recommendations. Page 3 ,v MINUTES: Meeting for the Committee "Open Council" Once the strategy is adopted we should include that in the road plan. Discussion regarding liability of trails. Discussion regarding the inclusion of items in the corporate strat plan in the budget for this year. Discussion regarding a trail master plan. Business Plans are the bridge between the Corporate Strategic Plan and your budget. They should probably be done in the spring and then work into your budget in the fall. Discussion regarding the check and balance of the Corporate Strategic Plan with the Business Plans. See if there are need to be any issues added to the Business Plan. We do not want to suggest that further items have impact on the budget. ADJOURNMENT > Discussion regarding the Council members bring forward items they would like to see reviewed and then they discuss the items and then review them and vote on them. At the meeting of the 12th we may be in the position to suggest when the public meeting to adopt the budget would take place. rj'e1 Start February 12, 2007 at 3:00 PM - 5:00 pm Moved by Dave Beres Seconded by Brian Stephenson AND RESOLVED THAT Council move to executive closed session to consider legal and personnel items. "Carried" Moved by Lamb Seconded Mayor And Resolved that the meeting be adjourned. "Carried" Approval Received: (1 of 1) Michael Graves/Tillsonburg (Monday February 12, 2007 01:50 PM) Michael Graves/Tillsonburg (Monday February 12, 2007 02:54 P M ) Town of Tillsonburg Page 4