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080129 Budget Council Meeting Minutes/Offi,41 MINUTES: Meeting for the Committee "Open Council" Review Access:* Public C Private CLOSED MEETING SESSION No. 1 10� Moved by Councillor Lewis Seconded by Deputy Mayor Renaud AND RESOLVED THAT Council move into Executive - Closed A104N Session. "Carried" Page 1 MINUTES: Meeting for the Committee "Open Council' DISCLOSURE OF PECUNIARY INTEREST OR THE GENERAL NATURE THEREOF None MINUTES $ BUSINESS ARISING OUT OF THE MINUTES [January 16, 2008 No. 2 Moved by Councillor Stephenson Seconded by Councillor Rosehart AND RESOLVED THAT the Minutes as prepared for the Special Council (Budget) Meeting of January 16, 2008 be adopted. "Carried" ADOPTION OF AGENDA No. 3 Moved by Councillor Stephenson Seconded by Councillor Rosehart AND RESOLVED THAT the Agenda as prepared for the Special Council (Budget) Meeting of January 29, 2008 be adopted. "Carried" PRESENTATIONS PUBLIC MEETINGS DELEGATIONS QUARTERLY REPORTS CHIEF ADMINISTRATIVE OFFICER OPERATIONS ta� > ,AO� COMMUNITY SERVICES Page 2 MINUTES: Meeting for the Committee "Open Council' CORPORATE SERVICES FINANCE 1. 2008 Budget Overview Presented By: Director of Finance The Director of Finance provided an overview. Deputy Mayor Renaud noted that he would like to know the impact of education rates for 2008. Councillor Lewis asked if tax shifting, from industrial to residential, still impacts even though assessment is frozen. He would like the impact of tax class shifts in estimates. It was suggested that the consolidated spreadsheet be placed here in the future. 2.2008 Budget Action Items SUMMARY of Action Items: Presented By: Director of Finance �1 • What assumptions have been made for fee schedules? Community Centre 2008 Increases by Program effective March 31st: Health Club/ Squash Memberships - 5% Aqua Fit/Aerobic Memberships - 5% Adult Dance Programs - 5% - Pool Memberships - 5% Indoor Pool & WaterPark Rentals - 5% Daily Fees - Health Club, Squash, Wallyball, Aqua Fit and Aerobic Classes - 5% Swimming Lessons -10% Youth Dance- 2% Advanced Aquatics - 2.5% Youth Programs - 2% Youth Summer Camps - 2% Arena Rentals - 5% Effective Sept 1, 2008 Facility Rentals - 5% Special Events Centre - 5% Board of Education Programs - 2.5% Revenue Increases 2008 by Cost Centre Arena - $ 24,159 Aquatics - $29,205. Water Park - $5000. Health Club - $11,000 Halls & Meeting Rooms - $ 3,000. Youth Programs - $18,000. Page 3 MINUTES: Meeting for the Committee "Open Council" Total $90,364.00 Operations: There are no new fee increases reflected in the budget Finance: NIA • Responding to a question from Councillor Lewis, the Director of Community Services indicated she could demonstrate that the Community Services items (as listed above) have been included in the budget. • Discretionary Expenses: 1. Attached is the advertising detail/back up for the advertising spreadsheet below. It has as much detail as Great Plains can provide without actually pulling the actual invoices. The detail has been reviewed by the Directors who indicate that the costs are ongoing. ahg481CO. pdf low\ 2. The Bowes/Tillsonburg News costs were analyzed. Please see the attached file: 2007 Advertising Costs 011108.x1s 3. Discretionary expenses were reviewed and explanations are provided. Please see: 2008 vs 2007 Discretionary Spending.xls • The CAO commented that memberships are limited to only those that the Town is active in; and publications are reviewed on an ongoing basis. • Councillor Stephenson commented that subscriptions and memberships are staff decisions, as long as they are within budget. • Councillor Lewis commented with respect to discretionary expenses, and how choices can be made regarding those expenses, and how advertising can be cut back. • Deputy Mayor Renaud commented that we should be leveraging the investments we've made with respect to the Town's website, and using it a lot more for dissemination of information. • Councillor Beres asked what is included in 'Miscellaneous' and the Director of Finance referred back to each Director. The Director of Finance noted that question had come up at the last budget meeting, and he asked that specific questions be asked. • Funding formula for planning from the County, relative to the mandated value and the value added, be reviewed. Page 4 MINUTES: Meeting for the Committee "Open Council' ACTION: M.Graves is trying to get response from the County prior to January 17, 2008. The Director of Corporate Services is still waiting to hear from the County. We are following up with that. The CAO commented on how we got to this point. The County determined a base level of service; the Town required a higher level of service; and that is what was negotiated. We have requested the County to review their base level of service. We are in the process of getting information from the County. Review of need for resolution or staff report on the impact of OMPF and our contribution to either AMO or Municipal Affairs and Housing, or Finance, in their review of OMPF, on the impact locally. Director of Finance to prepare a one -pager. This remains outstanding. ACTION: Mayor Molnar suggested a formal letter be written to the Minister of Finance, requesting a one-time hardship review and that response be as soon as possible, prior to our budget deliberations. Correspondence is being sent by Mayor Molnar. • A motion passed at another meeting to review this municipality's request to eliminate the County Development Charges in our commercial corridor. It was staffs understanding that this would come up in the Development Charges process. Mayor Molnar noted that he would like a request to go to the County to amend the County by-law, to exempt Tillsonburg from County Development Charges, as in Ingersoll and Woodstock. ACTION: The CAO was directed to prepare a report and resolution in the first quarter of 2008. 9:00 a.m. Library opening to be discussed at their next meeting. A report is due back thereafter. ACTION: The Library Board will meet next week - potentially have a report for January 17th. A report to be available after their meeting. • Director of Operations to prepare a report, at some time, regarding the age of the infrastructure under us. ACTION: S.Lund confirmed that this has been given to Engineering. The best available report out of WorkTech will be provided Second Quarter 2008. • Enterprise Services - Value of MSA to be provided. ACTION: Target date -February. • The Director of Community Services to provide a report on impact of no spring ice for May, June and July, by referencing 2007 usage, and review the Business Plan. %_2= Revised Suggested Budget Savings - Community Services.doc • The CAO to prepare a report regarding operational staff hours for Q1 2008, involving holiday hours. • A staff report, through the office of the CAO, be prepared highlighting available and potential 3rd party funding formulas for community projects in 2008, and that a consolidated report be introduced as part of Business Plan deliberations, prior to Page 5 %40411 MINUTES: Meeting for the Committee "Open Council" adoption of the 2008 Budget. INVENTORY OF GRANTS JAN 07.xlsx Work in progress...will continue to add. 3. Proposed Municipal Infrastructure Investment Initiative Grant Application Presented By: Director of Operations �� , Proposed Municipal Infrastructure Investment Initiative Grant Application Jan 22 2008.doc MITI Announcement.pdf MIII_Program Guidelines.pdf • The Director of Operations provided an overview and reviewed the attached report. • Discussion was held regarding the application and amount to be applied for. • Councillor Lewis commented that Quarterline is a project of major signification to this community and suggested targeting the entire project and applying for same. If we do not get the funding, we will do the work some other time, some other way. He suggested that applying for the entire project would demonstrate the importance of the project. • Councillor Beres commented with respect to the next ten years, looking ahead at new home developments, that will be using Quarterline Road. • Councillor Stephenson suggested applying for the full amount. • Discussion was held regarding an application under water/waste water safety, possible verses road servicing. • Discussion was also held regarding masterplan funding. • Discussion continued and it was noted that there will be no opportunity to reapply. If we ask for a specific amount, there are two chances - no funding or complete funding in the requested amount. • The CAO commented and indicated, if it's Council's direction, we can look at 1/3 funding by the municipality and 2/3 by other. We can do the math and prepare a by-law for the February 11 th meeting. • Deputy Mayor Renaud commented that we need to work with South-West Oxford to address the problems at the north end of Quarterline Road, where it intersects with Hwy. 19. • STAFF DIRECTION: The Director of Operations was directed to prepare a subsequent report and recommendation, to be brought forward at the next Regular Council Meeting, or a Special Council Meeting, prior to that. 4. Residential Transfer Station I z R-3 - Presented By: Director of Operations Residential Transfer Station Service Options Jan 29 2008.doc The Director of Operations reviewed the attached report, and options. It was noted that the 2008 budget could not be approved until this issue was resolved. Page 6 MINUTES: Meeting for the Committee "Open Council" • Councillor Lewis complimented the Director of Operations on his report, as it clearly spells out what the differences are. He commented that it was one of the best analysis ever done. • Councillor Stephenson asked what the time line is if we do not go with Newell Road. The Director of Operations responded it would take 8 months of MOE approval. • Councillor Stephenson then asked how flexible the current location is, on King Street. The Director of Corporate Services indicated it was quite flexible. • Councillor Lamb complimented the Director of Operations on the report and noted that he agrees with the recommendation in the report, and we should go ahead with it as soon as possible. • Deputy Mayor Renaud asked about the previous costs for King Street. The CAO responded that the Town acquired the land, moved the Station Arts and the only additional cost was for fencing. The land cost was reasonable, and the fencing cost was approximately $10,000. • Councillor Beres commented that he favour the Tillsonburg Special Events Centre location over the Newell Road location. • Berm costs were discussed and, in answer to a question, the Director of Operations noted that the berm is part of our sign plan recommendation. It addresses sight and sound. • Councillor Rosehart commented that staff were asked to bring back a report and recommendation, that has been done, and now a decision has to be made. • The CAO commented and noted that staff looked at what would be the most economical site, that would function to meet the needs of the community. It would appear the Newell site meets those objectives. • • The following resolution was passed. �1 Resolution > No. 4 Moved by Councillor Lewis Seconded by Councillor Stephenson AND RESOLVED THAT the staff report 02008-005 from the Director of Operations dated January 29, 2008 be received. "Carried" Mayor Molnar noted that, if no further questions are heard, the best time to make a decision will be at the next regular meeting of Council. 5.2008 Budget Input 6. 2008 Business Plans D For information: 7.2008 Budget Files For information: Presented By: Council Page 7 MINUTES: Meeting for the Committee "Open Council' 8.2008 Supplemental List For information: INFORMATION ITEMS NOTICE OF MOTION RESOLUTIONS fVft1 > BY-LAWS ITEMS OF PUBLIC INTEREST CLOSED MEETING SESSION CONTINUED Presented By: Directors ADJOURNMENT NEXT MEETING: February 4, 2008 - 3:00 to 5:00 p.m. It was noted that the Director of Finance would be away, and questions should be forwarded to John Gott. Meeting adjourned at 4:20 p.m. Town of Tillsonburg Approval Received: (1 of 1) Page 8 MINUTES: Meeting for the Committee "Open Council" Lana Lund/Tillsonburg (Friday February 01, 2008 09:53 PM) Page 9