080229 Budget Council Meeting MinutesMINUTES: Meeting for the Committee "Open Council"
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MINUTES: Meeting for the Committee "Open Council"
MINUTES & BUSINESS ARISING OUT OF THE MINUTES
February 20, 2008
Moved Deputy Mayor Renaud
Seconded by Councillor Rosehart AND RESOLVED THAT the Minutes of the Special Council (Budget)
Meeting dated February 20, 2008 be adopted.
"Carried"
Discussion was held regarding counter service at the OPP station. The CAO noted that when we looked
at changing the hours, we did consult with the OPP and the feedback we got was that it was well received
in other communities as long as there was a call box installed.
Councillor Rosehart noted her concerns with call boxes, and for public safety. She is concerned that there
is a section of our community that isn't getting the service needed, and yet we are servicing other
communities.
Deputy Mayor Renaud noted that he would like to see lighting in that area (around the call box) and
perhaps cameras. He added that we don't have unlimited resources to keep adding costs.
Councillor Stephenson noted his concerns with police checks. The hours are not good for people that
work out of Town and require police checks for various reasons. He continued that we could satisfy that
need at the CSC, without providing another person at the Police Station for extended hours.
Mayor Molnar asked for the estimated cost to keep the OPP counter open to 6:00 rather than 4:30. The
Director of Finance responded with approximately $6,700/year.
In response to a question from Councillor Lewis, the CAO clarified that the person that works counter
service at the OPP facility is a Town employee and a Customer Service Representative. We do have a
working relationship with the OPP, in that they supervise that position on a day to day basis. If we decide
to arrange for additional hours of service, the additional hours may be covered through our Customer
Service Centre employee pool.
Discussion continued and the following direction was given.
Moved by Councillor Lewis
Seconded by Councillor Stephenson THAT Council move to support an addition of 1.5 hours per day, to
provide increased counter services at the OPP station;
AND FURTHER THAT a staff report is expected by March 10, 2008, providing options and costs.
"Carried"
The request for scholarship funding by the Police Services Board was discussed, the following direction
was given.
Moved by Councillor Lewis
Seconded by Councillor Stephenson THAT the Town encourage the efforts of the Police Services Board
in terms of scholarship trusts, as long as it is carried out within the confines of their established budget.
"Carried"
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MINUTES: Meeting for the Committee "Open Council"
Discussion was held with respect to financing expectations relating to correspondence that was received
from Stations arts. Currently there is $26,000 in the budget, same as last year. No direction was given,
as there is $26,000 currently in the budget.
Discussion was held regarding the B.I.A. The CAO noted that legislation provides that the B.I.A. must
submit its budget for Council approval. Direction was given to schedule meeting before March 6, 2008.
Mayor Molnar noted that there should be a separate report, relative to the inventory list of expectations,
coming out of the potential meetings next week.
ADOPTION OF AGENDA
Moved by Deputy Mayor Renaud
Seconded by Councillor Rosehart AND RESOLVED THAT the Agenda as prepared for the Special
Council (Budget) Meeting dated February 29, 2008 be adopted.
"Carried"
PRESENTATIONS
PUBLIC MEETINGS
DELEGATIONS
QUARTERLY REPORTS
CHIEF ADMINISTRATIVE OFFICER
OPERATIONS
COMMUNITY SERVICES
CORPORATE SERVICES
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FINANCE
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MINUTES: Meeting for the Committee "Open Council"
� 1. 2008 Budget Overview n
Presented By: Director of Finance
The Director of Finance recapped from the last meeting.
It was noted that the $5,000 impact, identified in the Committee Communications Report,
would be tracked for budget purposes, as part of the Corporate Admin Budget.
2. 2008 Budget Action Items
Presented By: Directors
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.
The CAO added that the Town does have an arrangement with the County to supplement
a base level of planning services by an additional 2.5 days/week. The recommendation
was, this would be an appropriate time for review. The County has responded with a
number of operations. The CAO recommended providing for 3 days at the customer
service level, in Tillsonburg, and the Planner would spend 2 days elsewhere.
It was noted that this is a net savings of $27,600 this year, effective April 1 st.
The CAO provided the attached information/email...
iR
Planning Services.pdf
The following direction was given.
Moved by Councillor Lewis
Seconded by Councillor Stephenson THAT we follow through with that particular plan for
this year;
AND FURTHER THAT staff notify our intent to proceed with Option 2 as far as planning
commitment, and at this point in time that is reflected in the budget.
"Carried"
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.
J.McCurdy was present for this discussion, as the Director of Community Services was
not available.
It was noted that this was identified as $30,000, however the revenue component wasn't
taken into consideration. The discussion items to come up with the additional $14,000
were identified.
It was noted that Item 1 has been acted upon. Staff will continue to look for ways to
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MINUTES: Meeting for the Committee "Open Council"
reduce the budget. This item will remain on for the next Agenda.
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Discussion was held regarding summer ice. The recommendation is for no ice during
April, May and June, for a net savings of $16,000. If Council agrees they don't want ice,
there is no variance to the budget. If Council doesn't agree, there is $16,000 that will
have to be added back into the budget and discussed.
The Director of Finance clarified, the $16,000 is net
The CAO cautioned regarding the danger of shutting down ice, as customers may find ice
somewhere else.
Mayor Molnar suggested the $16,000 get back into the business plan, meaning there will
be 12 month ice in Tillsonburg. He noted that he would not support the elimination of ice,
and suggested, perhaps, we need seasonal rental rates.
Councillor Stephenson directed a question through J.McCurdy regarding the use of ice
chips from the cooling system.
The following direction as given.
Moved by Councillor Lewis
Seconded by Councillor Stephenson THAT the Community Arena remain open for the 3
months, April, May and June, but prior to the final budget meeting there be a further
business analysis of other revenue opportunities (i..e summer rates, marketing
opportunities vs. more users, etc.) and this be completed prior to March 10, 2008.
IO"hN "Carried"
Moved by Councillor Stephenson
Seconded by Councillor Lewis THAT approval be given to close the Special Events
Centre for the month of February, which sees a reduction of $14,000 for the month.
"Carried"
c. Employment Analysis
d. Benefits
3.2008 Budget Input
Presented By: Directors
It was noted that all direction has been taken relative to the recommendations contained
in the attached report.
No. 3
�.., Moved by Deputy Mayor Renaud
Seconded by Councillor Lewis AND RESOLVED THAT Council move into Executive Closed Session.
"Carried"
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MINUTES: Meeting for the Committee "Open Council"
111t Council moved in Closed Session, and back into Open Session, to continue with the Agenda.
4.2008 Budget Input
Presented By: Council
Council were asked for their comments.
Councillor Stephenson commented regarding training. He noted that currently there is
approximately $163,000 in the budget for training, and recommended reducing that by
$50,000.
The CAO responded that training is amongst all the budgets. Staff will review that, not
sure where the impact will be.
Direction was given for staff to review training and report back with comments
Councillor Lewis commented with respect to the overall advertising and promotion
budget, and would like to know what we spend on brochures, and where, i.e. printing,
distribution, frequency.
Councillor Lewis also commented with respect to the Special Events Centre, and
recommended taking the proceeds from the sale of property ($95,000), and all future
proceeds from sale of lands be opened up in a separate bank account, investing the
funds, and as we pay down on the overall debt associated with the purpose we draw
down on that bank account to finance the costs. The only debt servicing left would be the
debt servicing that relates to the operating.
The Director of Finance to bring back a report relative to what Councillor Lewis is
suggesting.
Deputy Mayor Renaud commented that he thinks there is revenue and funding sources
out there that we should be tasking Directors to go after. He would like to see another
$200,000 or $250,000 put into revenue. He would like to build up the top line, not just
look at the bottom line...would like to look at additional revenue, rather than just cutting
expenses. Deputy Mayor Renaud to email a list of suggestions/specific things to try to
increase revenues.
Councillor Stephenson commented that he doesn't want to see anything in the budget that
cannot be proven ... no grants, fund-raising, etc.
The CAO commented that staff will endeavor over the next week to address the issues
identified in discussions this date.
Mayor Molnar confirmed that proper notification will be given for the public meeting March
10, 2008. The Director of Finance to place the appropriate ad in the newspaper.
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5. 2008 Business Plans
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MINUTES: Meeting for the Committee "Open Council"
Provided as Information.
6. 2008 Budget Files D
Provided as Information.
7. 2008 Supplemental List D
Provided as Information.
INFORMATION ITEMS
>
NOTICE OF MOTION
RESOLUTIONS
>
BY-LAWS
ITEMS OF PUBLIC INTEREST
CLOSED MEETING SESSION CONTINUED
ADJOURNMENT
Meeting adjourned at 2:20 p.m.
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MINUTES: Meeting for the Committee "Open Council"
V
Approval Received: (1 of 1)
Lana Lund/Tillsonburg (Monday March 10, 2008
02:52 PM)
Town of Tiflsonburg
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