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080220 Regular Council Meeting MinutesMINUTES: Meeting for the Committee "Open Council" Review Access: • Public C3 Private MG > Present: Stephen Molnar Brian Stephenson Fred Lewis Dave Beres Chris Rosehart (2:45) loom\ Also Present: David Morris Darrell Eddington Page 1 La P6=1 MINUTES: Meeting for the Committee "Open Council" Cynthia Hildebrand Michael Graves CLOSED MEETING SESSION DISCLOSURE OF PECUNIARY INTEREST OR THE GENERAL NATURE THEREOF MINUTES & BUSINESS ARISING OUT OF THE MINUTES > 1. Minutes of February 4. 2008 Moved by Dave Beres Seconded by Fred Lewis AND RESOLVED THAT the Minutes of February 4, 2008 be adopted as presented. "Carried" ADOPTION OF AGENDA > Moved by Fred Lewis Seconded by Dave Beres AND RESOLVED THAT the agenda be adopted as presented. "Carried" PRESENTATIONS PUBLIC MEETINGS DELEGATIONS > 2. Tillsonburg Police Services Board Business Case front desk.doc bjo16100.pdf Presented by: Bob Smith and Walter Burton B. Smith gave a presentation. Increase in budget due to 3 new officers for full year. Prisoner Escort is now an increased cost. Cost of the prisoner escort was not there for the last three years as it was handled by the OPP due to officers that were on light duty. Cost of $49,400 back in the budget. It is cheaper to hire prisoner escorts that are not OPP as we pay them less. Also, these individuals need to be on call. With the 3 new officers (1 in the school and the other 2 within the community) there must be a certain number of individuals patrolling the streets at any given time. We need these officers to fulfill Page 2 MINUTES: Meeting for the Committee "Open Council" that requirement. Staff have not increased for 7 years. ,^-N Discussion regarding the old paid duty for police officers such as RIDE programs, high school dances. This cost is an estimate but based on history. How many officers before were assigned to Tillsonburg was 17 and has now moved to 20. It is for those individuals within the Town of Tillsonburg. Discussion regarding the customer service rep which is paid by the fire dispatch. Front desk. A package of information has been distributed to council. Concern from the Police Services Board is that the front door is not open long enough. 98% of the individuals through the door are Tillsonburg residents. B. Smith outlined a number of issues regarding the front door at the Police Station. The Town of Tillsonburg is a strong believer in customer service. The board is requesting that Council consider an additional $52,000 so that the doors would be open from 8:30 am until 10:00 pm. This would improve safety and customer service. Discussion regarding dispatch. Discussion regarding the training of the staff at Police Station. D. Morris advised that the current hours are similar to customer service at various OPP stations. In many police stations they are open Monday - Friday 8:30 - 4:30 with a telephone that can be used to get an officer. This is the same model that we implemented. Discussion regarding enhancing customer service. Discussion regarding 13.5 hours of customer service. Safe haven is an aspect. Discussion regarding safe use of 911 phone number. Discussion regarding the possibility of handling requests for criminal records through the customer service centre. Requires CPIC which is in the police building. Police escorts do generate revenue. The additional costs of the customer service rep could be added to the OPP contract but that would have to be negotiated. Walter Burton presented the scholorship item for the University of Guelph. Walter Burton outlined the reasons why they felt a scholorship program should be implemented for a law enforcement program for one student per year. Discussion regarding reserve funds. Discussion regarding the program. This is for Tillsonburg residents and the selection is done by the University. Discussion regarding the program administration and how it will be handled. Discussion regarding the budget and how dollars would be committed for the current term. There is a special projects of $23,000 that is spent by the Police Services Board. Discussion regarding how the Police Services Board budget is approved. 3. Station Arts Centre R=1_ I t town of tillsonburg February 2008.docx biw06200.pdf Presented by: Mike West Mike West vice-president of the station arts centre presented. Providing service for the town. Asking for an additional $18,000. The request is mainly about being greater partners in tourism for the Town of Tillsonburg. Discussion regarding Metalfest. Previously grants such as the Trillium grant were available but those no longer are available. Getting sponsors has been a problem in the last few years. Discussion regarding a service contractual relationship. Discussion regarding the public washroom. The station arts centre is being used as those facilities. Discussion of an ongoing funding at a certain level in exchange for providing certain services. � Discussion regarding an agreement with station arts centre being done in the next couple of months. Page 3 MINUTES: Meeting for the Committee "Open Council" 110N, Discussion regarding the communities in bloom. 4. Seniors Centre Presented by: Larry Donnelly �L CLIENT & PROGRAM GROWTHSENTER08.ppk Larry Donnelly gave the presentation fort the Seniors Centre. They are desirous to increase the usage of the facility. Trying to increase the usage by matching the needs of the users. Positive persistent communications. Mostly focusing on local residents but then expanding to the catchment area. They intend to work with realtors and developers and show the value of the seniors centre and the whole community centre. This will be Point of Sale material. Cost of the advertising is zero, volunteers will distribute. On site personnell needs to be a professional. Must be able to communicate to older people. Need good attributes. What is needed to achieve their goals is an effective management board and perceived support from Town Council. How much cash is needed; $2,500 in 2008. This amount is only for 2008. The province contributes $12,000 toward this and the $2,500 can come from this amount. Discussion regarding the funding from the province. It must be for a project. Discussion regarding the wages that will be paid for the project. Discussion regarding the website and regarding the process. ,�■� Moved by Fred Lewis Seconded by Brian Stephenson AND RESOLVED THAT $2,500 out of $12,000 for the use of additional part-time salaries. "Carried" QUARTERLY REPORTS CHIEF ADMINISTRATIVE OFFICER OPERATIONS COMMUNITY SERVICES CORPORATE SERVICES FINANCE 5. 2008 Budget Overview Page 4 �O° MINUTES: Meeting for the Committee "Open Council" $71.49 Request from taxation is currently at 7.89%. Impact to median residential taxpayer 5.71 % or 6. Budget Action Items a. Funding formula for planning from the County, relative to the mandated value and the value added, be reviewed. ACTION: The Director of Corporate Services is still waiting to hear from the County. We are following up with that. It was noted by staff, that we are expecting a response shortly from the County b. 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. Revised Suggested Budget Savings - Community Services.doc This was identified as $30,000, however, the revenue component wasn't taken into consideration. These are the discussion items to come up with the additional $14,000. Item 1 has been acted upon Staff continue to look for ways to reduce the budget. This item will remain, for the next Agenda. C. Employment Analysis Employment Analysis Budget 021308.xis 2008 Budget PT Wages Analysis 080212.pdf d. Benefits - R-7 Town of Tillsonburg benefits.doc e. Education Rate and Class Tax Levels Report Presented by: Ray Jones R-27- 2008 Education Rate & Class Tax Levels Report.doc Ray Jones prepared this report. The residential rate for education will remain static. The exceptions are for individual property assessments that have changed for incorrect or faulty information. The province wishes to reduce the commercial rate and industrial rate for education tax to 1.6%. This year this will mean a reduction in tax rates of approximatley 2% this year. Any property improvements will then change the property to 1.6% for education. Discussion regarding rates and discussion regarding the changing of rates. Once those rates are reduced they cannot go back up unless the legislation changes. If you continue to reduce those rates it will continue to put the pressure on the residential class. With the collapse of business occupancy tax more and more the development policy at the provincial level is driving local tax policy. Page 5 MINUTES: Meeting for the Committee "Open Council' 7.2008 Budget Input Presented by: Director of Finance and Director of Corporate Services Potential Cost Cutting or Revenue Initiatives 027 908.docx C 2007-008 New Revenue Sources for the City of Toronto.doc Discussion regarding the proposals. Letter to be sent to the County for planning services Moved by Fred Lewis Seconded by Chris Rosehart AND RESOLVED THAT 10,000 from the Library book budget be removed. "Carried" Council request that a meeting with the BIA regarding who does what meeting. Facilitate a meeting of the minds of the entire inventory of BIA work. Discussion regarding the subsidization of the day camp program. Discussion regarding the transfer station. Discussion regarding not instituting a fee for transfer station. 8.2008 Budget Input Presented by: Council 9. Communication with Committees and Boards C 2008-003 Communication with Committees.doc 10.2008 Business Plans D For Information: 11. 2008 Budget Files D For Information: 12. 2008 Supplemental List Presented by: Director of Corporate Services Presented By: Directors Page 6 MINUTES: Meeting for the Committee "Open Council" e INFORMATION ITEMS NOTICE OF MOTION RESOLUTIONS BY-LAWS ITEMS OF PUBLIC INTEREST CLOSED MEETING SESSION CONTINUED > ADJOURNMENT > Moved by Fred Lewis Seconded by Dave Beres that the meeting be adjourned "Carried" The next meeting will be February 29, 2008 at 10:00 am. Approval Received: (1 of 1) Michael Graves/Ti llsonburg (Tuesday February 26, 2008 09:18 AM) Town of Tillsonburg Page 7