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090119 Budget Council Meeting Minutesn MINUTES: Meeting for the Committee "Open Council' Review Access: 0 Public r�, Private MINUTES Town of Tillsonburg Special 'Budget' Meeting for the Committee "Open Council" on Monday January 19, 2009 02:00 PM Council Chambers Chair: Stephen Molnar Orders of the Day: Call to Order Closed Meeting Session Disclosure of Pecuniary Interest or the General Nature Thereof Minutes & Business Arising out of the Minutes Adoption of Agenda Presentations Public Meetings Delegations Quarterly Reports Chief Administrative Officer Operations Community Services Corporate Services Finance Information Items Notice of Motion Resolutions By -Laws Items of Public Interest Closed Meeting Session Adjournment CALL TO ORDER 0 Following Open Council Meeting. 0 DISCLOSURE OF PECUNIARY INTEREST OR THE GENERAL NATURE THEREOF Page 1 MINUTES: Meeting for the Committee "Open Council" /''°1 None MINUTES & BUSINESS ARISING OUT OF THE MINUTES See Agenda Item 1 - Review of Minutes. 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 January 19, 2009 be adopted, with the addition of: • Good Roads Conference "Carried" PRESENTATIONS /OWN PUBLIC MEETINGS DELEGATIONS QUARTERLY REPORTS CHIEF ADMINISTRATIVE OFFICER OPERATIONS COMMUNITY SERVICES CORPORATE SERVICES FINANCE Page 2 MINUTES: Meeting for the Committee "Open Council" /001� 1.2009 Budget Action Items a Presented By: Director of Finance (November 28, 2008 (Budget Meeting Minutes) [December 8, 2008 (Budget Meeting Minutes) [December 11, 2008 (Budget Meeting Minutes) DDecember 18, 2008 (Budget Meeting Minutes) 2.2009 Budget Meeting - FI 2009-002 Fire Contract Revenue 9 Presented By: Director of Finance In response to a question from Council, the Director of Finance commented regarding the attached report, noting that this is what the Fire Chief had provided. Councillor Beres commented that when Council asked for this information, he was of the assumption that Council would be provided with a bottom line of expenses; revenue, less expenses, to determine the profitability. The Director of Finance noted that information is contained within Fire's budget. DIRECTION: To be red flagged for additional information, if time permits this date, or to be included as an Agenda item for the January 23rd Budget Meeting. Resolution > No. 2 Moved by Councillor Stephenson Seconded by Councillor Rosehart AND RESOLVED THAT the Fire Contract Revenue as reported from the Fire Chief through the Director of Finance dated January 12, 2009 be received as information. "Carried" 3.2009 Budget - FI 2009-003 Lona Term Debt Servicing Costs 9 Presented By: Director of Finance The Director of Finance commented with respect to the attached report. A consolidated report on P and I was discussed. DIRECTION: The Director of Finance to provide a consolidated debt report. Resolution > No. 3 Moved by Councillor Stephenson Seconded by Councillor Rosehart AND RESOLVED THAT Report FI 2009-003 Long Term Debt Servicing Costs dated January 12, 2009 from the Director of Finance be received as information. "Carried" 4.2009 Budget -FIR Cost Comparisons Page 3 MINUTES: Meeting for the Committee "Open Council" Presented By: Director of Finance The attached information was discussed. It was noted that this will not provide complete information; for example our part-time Fire Department vs another municipality's full-time Department. In order to do this, one would have to drill down a bit for more detailed information. This is strictly data that a municipality reports, but we have no knowledge of what is behind the data, and what has been grouped, nor density of population of an area, or actual services being delivered. However, it does provide overall per capita information. Resolution > No. 4 Moved by Councillor Stephenson Seconded by Councillor Rosehart AND RESOLVED THAT 2006 - 2007 Budget - FIR Cost Comparisons be received as information. "Carried" 5.2009 Business Plans (up -dated January 8, 2009) /0� 6.2009 Budget (Up -Dated January 15, 2009) D Opportunity was given for comments and questions regarding the attached. 7. Budget Round Table - Input and Discussion from Council The following comments and directions were noted. With respect to Human Resources, Councillor Lewis suggested this be brought back for further discussion at some point in time. The Director of Finance reviewed the summary of Senior Management's recommendations. It was suggested that real numbers, when available, be put into the 2009 budget, i.e. snow clearing/removal. It was noted that if the weather continues this way until March, we will over budget. Deputy Mayor Renaud agreed, known costs should be put in the budget. He commented that we should not be postponing, and if we have to reallocate resources, then that's what we should do. He suggested, in the case of snow clearing/removal, we take money from reserve, and make a one-time climatic adjustment. Mayor Molnar noted that a report will be forthcoming from the Director of Operations. The Director of Operations noted that the December overtime information would not be Page 4 MINUTES: Meeting for the Committee "Open Council" (20*� available for the January 26th Council Meeting. Further Mayor Molnar also commented that he had received a lots of calls complimenting us on the way snow removal has been managed. He added adequate resources have been provided for the service level that we have determined is appropriate for this community. He added that reallocation may be the key thing to address the current conditions. Councillor Stephenson supported a reserve for such situations. Councillor Lewis supported a Council contingency reserve. Mayor Molnar requested comment regarding the Airport. The Development Commissioner to be asked to attend the next Budget Meeting - January 23rd - to discuss Airport, Economic Development and Tourism budget reductions. Councillor Lamb commented that he would like each Director to comment regarding additional savings to meet a 0% increase. The Director of Operations commented that the budget, as it sits now, is based on current service levels. Councillor Rosehart suggested property owners clear snow from sidewalks and around fire hydrants. Councillor Lewis commented that savings would be limited. The Director of Operations commented regarding minimum maintenance standards. flv� Discussion continued, and Mayor Molnar suggested we look at what projects can be shovel ready the quickest, and which projects, come January 26, 2009, have funds and partnering available. He asked if we are in a position to have a list of priorities available. The Director of Operations confirmed, yes, and Engineering is working on projects, anticipating funding. There are some cant' over projects, which we are getting ready to tender. A large part of our projects involve Provincial funding. In terms of Asset Management, the Director of Finance noted that Senior Management has reviewed Asset Management and met with Council once. That list has been presented. Mayor Molnar suggested this list be on the Agenda for January 23, 2009. Opportunity was given for final comments, discussion, direction. Discussion was held regarding the next Budget Meeting - January 23, 2009 at 2:00 p.m. Mayor Molnar noted that Senior Management has areas that we can look at, and we can look at the line items that we have not yet reached, and there may be other suggestions or questions. The Director of Finance to look for direction Friday. Following that, the next Council Meetings are scheduled for February 9th and 26th. Possible date for the 2009 Budget Public Meeting was noted as February 26, 2009. 7. Good Roads Conference The Director of Finance to bring forward the Conference Policy, January 23rd. Page 5 MINUTES: Meeting for the Committee "Open Council' Council Members interested in attending the 2009 Good Roads Conference were asked to contact the Council Coordinator. INFORMATION ITEMS NOTICE OF MOTION RESOLUTIONS BY-LAWS ITEMS OF PUBLIC INTEREST CLOSED MEETING SESSION No. 5 Moved by Deputy Mayor Renaud Seconded by Councillor Lamb AND RESOLVED THAT Town Council move into Closed Session. "Carried" ADJOURNMENT Meeting adjourned at 5:20 p.m. NEXT MEETING: January 23, 2009 - 2:00 p.m. to 4:00 p.m. Approval Received: (1 of 1) Lana Lund/Tillsonburg (Wednesday January 21, 2009 04:39 PM) Town of Tillsonburg Page 6