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081218 Budget Council Meeting Minutes Part 2�1 MINUTES: Meeting for the Committee "Open Council' Review Access: • Public O Private MINUTES Town of Tillsonburg Special Budget' Meefing for the Committee."Open Council" on Monday December-- 8: 2008 03:00 PM Council Chambers Chair: Stephen Molnar Orders of the Day: Call to Order Closed -Meng Session Disdosure of Pecuniary Interest or the General Nature 'Thereof Minus & Business. A Wng,.out of the Minutes Adoption of Agenda Presentations ubrG Meetings Delegations . Quarterly marts _ Chief ihi Vie- Officer Operations Cornrnunity - Services Corporate Semi Ftnanve Jrftnnado►n No= Notice of Moho_ n Resolutions By-Laws- 1%cns offtbliic Ick Closed Meeting Session continued Adjournment CALL TO ORDER CLOSED MEETING SESSION DISCLOSURE OF PECUNIARY INTEREST OR THE GENERAL NATURE THEREOF Page 1 MINUTES: Meeting for the Committee "Open Council" MINUTES & BUSINESS ARISING OUT OF THE MINUTES [')November 28, 2008 ADOPTION OF AGENDA No.1 Moved by Deputy Mayor Renaud Seconded by Councillor Lamb AND RESOLVED THAT the Agenda as prepared for the Special Council Meeting of December 8, 2008 be adopted. "Carried" PRESENTATIONS PUBLIC MEETINGS DELEGATIONS lam`, QUARTERLY REPORTS CHIEF ADMINISTRATIVE OFFICER OPERATIONS COMMUNITY SERVICES CORPORATE SERVICES > FINANCE 1.2009 Budget Overview and Agenda Presented By: Directors epl*,) Page 2 6a MINUTES: Meeting for the Committee "Open Council" 2009 Budget Overview 112808.doc 2009 Budget Meeting Agenda v2-112808.doc (revised Agenda) 2.2009 Business Plans n 3.2009 Budget Presented By: Directors Presented By: Directors 2009 Budget 510 BIA.xls 2009 Budget 000 ConsoCdation.xls 2009 Budget 100 Council.xls 7M Rai & 2009 Budget 110 Corp Admin & Finance.xls 2009 Budget 120 Customer Service.xls 2009 Budget 130 Fleet.xls 2009 Budget 135 Comm E Facilities.xls 2009 Budget 140 erg Mgmt Prog.xis % a �. 2009 Budget 145 Enterprise Services.xls 2009 Budget 150 Fire.xls 2009 Budget 160 Police.xls Mal 2009 Budget 170 Conservation xis 2009 Budget 170, 220, 225, 235, 260 Roads - Consolidated.xls 2009 Budget 180 Protection.xls 2009 Budget 190 Building.xls 2009 Budget 200 Ops Admhxls Cil �El 2009 Budget 210 Engineering.xls 2009 Budget 220 Roads.xls 2009 Budget 225 Winter Maintenance.xls It a ax 2009 Budget 230 Parking xls 2009 Budget 235 Streetlights.xls 2009 Budget 240Airport. xls 2009 Budget 250 Sanitary Sewers.xls 2009 Budget 260 Storm Sewers.xls 2009 Budget 270 Water.xis E�i1 �fl 2009 Budget 280 Solid Waste.xls 2009 Budget 300 Cemetery.xls 2009 Budget 450 Recreation - Parks.xls N � N 2009 Budget 450, 460, 465 Recreation - Consolidated.xls 2009 Budget 455 Comm Sery Admin.xls In 2009 Budget 460 Recreation - Programs.xls 2009 Budget 460,465-7703 Special Events Centre.xls 529-24, Mai 2009 Budget 465 Recreation - Facilities.xls 2009 Budget 467 EFC.xIs 2009 Budget 470 Library. xls Page 3 MINUTES: Meeting for the Committee "Open Council" It 2009 Budget 475 Museum xls Email W) 2009 Budget 480 Tourism.xls 2009 Budget 500 Planning.xls 2009 Budget 505 Economic Development. xls Operations: The Director of Operations carried on with his presentation and comments from the November 28, 2008 meeting. The following comments were noted. S.Lund to obtain more information regarding the increase in purchases and contracted services in the Solid Waste and Recycling budget file. Mayor Molnar asked if there will be a summary review of adjustments, as a result of the financial climate of 2009. The CAO responded that, when management was bringing this forward, that was a requirement. He noted that the staff economic adjustment was moved a point. The Director of Finance will request this be looked into. Councillor Lewis asked if gas prices at the time had been used for budget purposes, or if we have used today's prices. The CAO responded that September/October prices had been used, when this was prepared. He added that we will want to look at this. Mayor Molnar requested that clarification be sought on disposal of electronic items at the Transfer Station (i.e. televisions). Mayor Molnar suggested Building, Customer Service be separated for the time being. Councillor Beres requested staffing for the Fire Department and the Building Department be looked into. Perhaps a sharing of FTE can be facilitated, even temporarily. The CAO noted that there are separate skill sets required, but it could be looked at. Mayor Molnar left the room at 3:40 p.m., and the Deputy Mayor assumed the Chair. Mayor Molnar returned at 3:50 p.m. For the Fleet department, Councillor Rosehart confirmed that the shift in labour between departments will not cost the taxpayers and that there is new revenue being planned. The Director of Operations reported this is a pilot project to attract new revenue. The CAO commented that, individuals that will be transferred between departments will be doing more of the job that they are already doing, not something new. For example, Customer Services was already providing clerical assistance to Fleet. They will just be providing an increased level of service. He added that this is beneficial as we are able to move people around without hiring. With respect to non -asset management (new) capital items. a report was requested. Further explanations and identifications will be looked for. If there is consensus of Council at that point, a request will be made for further information/details. Councillor Beres asked if this community was prepared to accept the challenge in 2009 if the infrastructure dollars go down the tube. The CAO responded that we are in good Page 4 I'011 /O IN MINUTES: Meeting for the Committee "Open Council" shape and have a long-term asset management program. We do have the Build Canada application filed, which we expect to receive a response in March 2009. Councillor Beres asked what we are looking at in terms of an increase in residential taxation. The Director of Finance responded, a 6.33 per cent average residential increase of which 5.4 percent represents the increase in the residential CVA. The Director explained that, unlike prior years, the CVA has shifted to residential from other classes, which has not been typical. And this is a full re -assessment year. The increase in taxation for the average residential taxpayer, assessed at $176,359 is estimated to be approximately $83. Councillor Stephenson questioned the increase in Council expenses The Director of Finance explained that per diems are part of the explanation, but there is also a gl coding issue relating to Board payments. Finance is working on correcting this. Mayor Molnar noted that Council had previously discussed the utilization of training and conference funds. Councillor Stephenson noted that he would like a breakdown of where the money was spent in 2008. Councillor Stephenson requested a breakdown of per diems for the last 2 or 3 years. Councillor Stephenson commented regarding Fire Services, and his understanding that they are asking for another person. In response, the Director of Finance responded that the Fire Chief had indicated in his business plans that he would like to hire a Community Service Officer which is not in the budget file and is in the supplemental list. The CAO added, that was take-out by /Oml1 management. A question was asked regarding 2008 capital projects that are not complete. Response was that, any 2008 capital projects that are not complete, that were to be funded from taxation, will go into reserves and those reserves will be used to complete work in 2009, with no impact to the 2009 budget. This is assuming the project has been started in 2008. If the project has not been started at all, the project would have to be re prioritized and approved in 2009. The next meeting is scheduled for December 11, 2008 at 1:00 p.m. Mayor Molnar noted that he would like a quick summary at the beginning of the meeting. 4.2009 Supplemental List 2009 Capital & Operating Supplemental List by Dep't.xls INFORMATION ITEMS NOTICE OF MOTION RESOLUTIONS Page 5 MINUTES: Meeting for the Committee "Open Council" BY-LAWS ITEMS OF PUBLIC INTEREST CLOSED MEETING SESSION CONTINUED ADJOURNMENT Meeting adjourned at 4:30 p.m. Approval Received: (1 of 1) Lana Lund/Tillsonburg (Wednesday December 10, 2008 04:22 PM) Town of Tillsonburg Page 6