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981221 Regular Council Meeting AgendaA THE CORPORATION OF THE TOWN OF TILLSONBURG COUNCIL AGENDA MONDAY —December 21s% 1998 — 2:00 P.M. ORDER OF BUSINESS: A. Adoption of Agenda B. Reports 1. 1998 Financial Up -Date and Recommendation for Transfer to Reserves (enclosed) C. By -Laws 1. By -Law 2877 - To Authorize the Borrowing of Money to Meet Current Expenditures D. Notice of Motion 1. In Support of Annandale School Community Council RE: Delays in Implementation of Secondary School Reform Policy ti Uwe. •i .BY-LAW NO. 2877 A BY LA4V AUTHORIZING TNM BORROWING OF MONEY TO MEET CURRENT EXPENDITURES OF THE COUNCIL OF the Corporatation of the Town of Tillsonburg A. In accordance with subsection 187(1) of the Ontario Municipal Act (the "Act"). the Municipality considers It necessary to borrow the amount of S 2 , 0 0 0 , 0 0 0 .0 0 to meet, until taxes are collected, the current expenditures of the Municipality for the year 19 9 9 B. Pursuant to subsection 18712) of the Act, the total amount borrowed pursuant to this by-law together with the total of any similar borrowings is not to exceed the limits set forth in that subsection. C. The total amount previously borrowed by the Municipality pursuant to section 187 that has not been repaid Is 9 THEREFORE, the Council of the Municipality enacts as follows: 1. The Ifood and the Treasurer are authorized on behalf of the Municipality to borrow front tiono to time by way of promissory note or bankers' acceptance from CANADIAN IMPERIAL BANK OF COMMERCE ("CIBC"I a sum or sums not exceeding In the aggregate $ 2 , 0 0 0 , 0 0 0 .0 0 to meet, until taxes are collected, the current expenditures of the Municipality for the year (Including the amounts required for tiie purposes mentioned In subsection 187111 of the Act) and to give to CIBC promissory notes or bankers' acceptances, as the case may be, sealed with the corporate seal of the Municipality and signed by the Head and Treasurer for the sums borrowed plus Interest at a rate to be agreed upon from time to time with CIBC. 2. All sums borrowed pursuant to this by-law, as well as all other sums borrowed pursuant to the Act In this year and in previous years from CiBC for any purpose will, with interest thereon, be a charge upon the whole of the revenues of the Municipality for the current year and for all preceding years as and when this revenue Is received. 3. The Treasurer Is authorized and directod to apply in payment of all sums borrowed plus Interest, all of the moneys collected or received on account In respect of taxes levied for tile current year and preceding years or (rein any other source which cony lawfuly be applied for this purpose. A. Tho Treasurer Is authorized to furnish to CiBC a statement showing the nature and amount of the estimated revenues of the Municipality not yet collected and also showing the total of city amounts borrowed that havo riot been repaid. PASSED this 21st day of December, 1998 The Corporation of the Town of Tillsonburg 11EAD Or 111E MUUICIPALIIY �--^-� l Mayor S SEAL ) CLERK hereby certify that the forgoing is a true and complete copy of the By-law numbered above of the Municipality In the Province of Ontario, duly passed at a meeting of the Council of the Municipality and that this By -low is in full force and effect. Dated this 21st day of December, 1998 Witness the corporate seal S SEAL j The Corporation of the Town of Tillsonburg CLERK NOTICE OF MOTION Special Council Meeting (December 21, 1999) BE IT RESOLVED THAT, The Corporation of The Town of Tillsonburg support the letter written by the Annandale School Community Council, to Mr. David Johnson, Minister of Education and Training (Province of Ontario), concerning delays in implementation of Secondary. School Reform Policy. AND FTJRTfIER, that a letter be forwarded to The Minister informing him of this. MOVED BY . SECONDED BY Carried ( Defeated December 18, 1998 Tilisonburg Schools Community Council Annandale School 60 Tillson Avenue Tillsonburg, Ontario Mr. David Johnson Minister of Education and Training Mowat Block Queen's Park Toronto, Ontario Dear Mr. Johnson, It has come to our attention after attending an iniorrnnatlon meeting on Secondary School Rebnn provided by the Thames Valley District School Board on Monday, December 7, that your MinWq is not on schedule with this comprehensive plan. As parents and community members we have the night to expect quality education for our students and that simply cannot happen if the details of the now curriculum are delayed any longer. This will not only impede the in-service to teaehireg staff, particularly with few professional development days available, but it will be an obsWe to the creation of student timetables and staff schedules. In our area an information night for parents of students entering into Grade tine has been Indefinitely postponed until you release the critical documents and Information to make the implementation of the plan possible. With the delays,, proper support materials for the new curriculum will not be In place for September 1999. How can a system possibly make appropriate purchases for a program they have not yet viewed? This "cart before the horse" approach is totally unacceptable. Rumours of textbooks costing more than dealing directly with publishers is also very distressing. This chaos must be dealt with immediately. Please allow our students to experience a smooth transition to the new system. Constant delays in the process and lack of clew information make it very difficult for parents to make informed decisions and feel confident that their child's educational needs will be mat by property In -serviced teachers, well equipped to deliver the new curriculum in the fall of 1999. On behalf of the school community in the Town of Tilisonburg we would appreciate a response to our concerns. Yours truly, Pat Andrew Co -Chair Annandale School Community Council cc Emie Hardeman MPP Oxford cc Toby Barnett MPP Norka cc Pat Smith Chair Thames valley District School Board cc Peter Askey Superintendent of Corporate Planning and Communication TVDSB TO: The Mayor and Members of Council FROM: John J. Arts, Treasurer SUBJECT: Transfer of Surplus Funds DATE: December 18, 1998 Mr. Mayor and Members of Council: I respectfully submit herewith the following documents, marked "A", `B" and "C": "A" A detailed description of Specific Surplus funds, in the amount of $6262343 which is primarily attributable to the sale of lands (page 1), the surplus generated from Sewage Surcharge and a "Special Circumstance" Grant towards the cost of modifications to the Sewage Treatment Plant (page3). The additional surplus funds, $182,087 in total, mainly result from deferring the Acquisition of other capital items. "B" A listing of 1998 deletions from Reserves, in the amount of $134,948. "C" This booklet contains projected budget variance analysis, the bottom line of which indicates that, barring any unforseens or unknowns, the 1998 year end will show an anticipated Surplus, which may be as healthy as $250,000. I respectfully recommend that Council authorize the transfer of surplus, as outlined in the reports marked "A" and "B", to /from the respective Departmental Reserves. Sincerely, ,*X 1/ Town of Tillsonburg 1998 Surplus Funds General Administration 1) Net land sale proceeds to Kelsey's 228,355 2) Office Expansion -Rent 91000 C.A.M. 11,980 Utilities 1.500_ 12,480 3) Council Chairs & Tables 7,600 4) Otter Valley Trail 8,500 5) Net proceeds from sale of Tree 11000 Total General Administartion 257,935 Fire Department 1) Computer Station 1000 2) Fire Fighting Equipment 11000 (pending re -allocation of 98 spending) Total Fire Department 21000 Building 1) Computer Programming 11900 Total Building Department 11900 Planning 1) Zoning By -Law 12,000 Total Planning Department 12,000 -2 - Parking 1) Cash -in -lieu of Parking(Prepayment) Total Parking Department Street Lights 1) Improvements & Extenstions - Replace Poles 14,000 - Concession St. lights 21000 - Infill 2,000 Total Street Lights Parks & Recreation - as per attached resolution 1) Capital Projects - Administration- HVAC 15,000 - Arena- Compressor Overhaul 51000 - Overhaul compressor #2 21,000 - Structural Review 8,237 - Museum- Sewer Hook-up 6,000 Total Parks & Recreation Museum - as per attached resolution 1) Capital Projects - Tile Replacement - Signage - Paint Parking lot - Exit Lights - Display Cases(2) - Inside Painting Total Museum 1,500 1,400 300 1,725 3,800 2,000 2,145 2,145 18,000 18,000 55,237 55,237 10,725 10,725 Ism Police Department 1) Provision for Contingencies 10,000 2) Printer - Police Service Board 11000 Total Police Department 11,000 Cemetery 1) Machinery & Equip. - Push mowers - Riding Mower 2) Trees 3) Road work - new section Total Cemetery Public Works -Roads 1,000 2,000 3,000 1,500 1,000 5,500 1) New Office Drapes 1,000 2) Shop Addition savings 3,000 3) Norfolk Municipal Drain 51000 4) Trees 57000 5) Potters Road Street Lights 20,000 Total Public Works -Roads 34,000 Public Works -Sewers 1) Sewage Treatment Plant 215,901 Total Pulbic Works -Sewers 215,901 Total 1998 Surplus Funds 626,343 12/09/98 12:48 FAX 5198424120 TILL.PARRS&REC.. 002 TILLSONBURG PARKS, COMMUNITY CENTRE ♦ (_3 SECONDED & RECREATION COMMISSION RESOLUTION O CARRIED CHAIRPERSON: DEFEATED e. S40 Z9 ol 43, Town of Tillsonburg 1998 Contribution from Reserves Industrial Promotion - Southend development costs, as per Council resolution of November 23, 1998. Transit - 98 projected deficit Sickleave Payouts - Toward 1998 sickleave payouts as follows: Public Works 5,000 22,335 - General Administration 11,475.35 - Fire 11505.39 - Public Services 32,376.22 - Cemetery 37038.00 - Parks & Recreation 221687.51 - Museum 2,804.44 73,886.91 - Sandor Box 24,000 - Sewage Treatment plant Mower 9,726 33,726 Total 98 Contribution from Resersves 134,947.91 J I 4�f J* Town of Tillsonburg Variances Analysis - 1998 Year End Projections General Administration REVENUE (03) Lottery Licenses (8,000) (411-33) - will approach 1997 actuals (05) Penalty on taxes 40,000 not take place. - Reflects surplus to Sept. 30. (415-33) & (416-33) Electricity & - Final surplus will not be available 11500 until year end has been finalized. not take place. (06) Interest 20,000 - delay in payments to school boards - Office expansion did and delay in Capital Construction projects. Partly offset in A/C # 480-40. (13) Land sales 2377700 - Land sale to Kelsey's (29) Admin. Student Program (3,000) - Otter Trail did not proceed in 98. (23) Cont. from Reserve (2,000) - Office expansion did not take place. EXPENSES (132-32) Overtime 41332 - Overtime was replaced with time-in-liew. (411-33) Rent 117000 - Office expansion did not take place. (415-33) & (416-33) Electricity & Heat 11500 Office expansion did not take place. (418-33) Grounds Mtnce. 1,980 - Office expansion did not take place. (707-33) Improvements 72600 - Council chairs & tables not purchased. -2- (480-40) Bank Interest (15,000) - Financing WIP and current capital projects. (486-40) Tax adj. 732700 - Pending finalization at year end. (700-40) Land sales (81026) - Sale of land to Kelsey's & Allen St. (701-40) Land Acquisition 11,500 - Otter Trail signage & student labour did not take place. Projected Surplus 373,286 98 Surplus funds (257,935) Revised anticipated surplus 115,351 Fire Department REVENUE (08) Misc. 7,000 - Sale of old fire truck. EXPENSES (200-41) Secretarial Services 500 - Secretary hired on a contract basis in December. (331-41) New office equipment 11000 - Unpurchased computer station (357-42) Fire fighting equipment 51000 - Unpurchased bunker suits (358-42) Equipment maintenance (21400) - Exceeded target estimates (375-42) Uniforms 21800 - Not purchased. -3- (392-45) Vehicle equipment 19800 - Delay in receiving new aerial truck new aerial truck (397-47) Vehicle repairs 12510 - Anticipated repairs did not materialize. (Sect. 48) Deputy Chief's vehicle (12500) - Donated vehicle not budgeted for. Projected Surplus 162210 Re -allocation of 98 budget(less 1,000) (8000) 1,000 from 9,000 re -allocation - 98 Surplus Funds (2,0001 Revised anticipated surplus 6,210 Building Department REVENUES (01) Permits 24,000 - Exceeded 98 targets. (03) Res. Unit levy 38,000 - Exceeded 98 targets. (05) Bldg. Inspection - Inspections not budgeted 7,600 - Loss on trade-in (51000) 21600 EXPENSES (354-66) Computer programming 1,900 - Did not take place. (705-67) Vehicles 31,600 - Purchase price better than budget. Projected surplus 70,100 98 Surplus funds (1 1900) Revised anticipated surplus 68,.200 -4 - Planning & Zoning REVENUE (01) Planning & Zoning - Exceeded 98 targets. (02) Lot levies - Exceed 98 targets. - Development approaching completion. (03) Dev. Charges - Subdivision agreements still pending. EXPENSES (316-71) Special Services - New Zoning By -Law not finalized. (775-71) Prov. for Reserves - Offset by overages in lot levy & Dev. charge revenue 6,000 2,000 (4,500) 12,000 22500 Projected surplus 18,000 98 Surplus funds (12.000) Revised anticipated Surplus 6,000 Industrial Promotion EXPENSES (312-73) Meeting expenses 11000 (314-73) Special events 11,400 (317-73) Advertising & Promotion (31600) - China Trip (318-73) Signs 21400 - Budget allocation not required. -5- (453-73) Student programs - Tourism students. Projected deficit Urban Renewal EXPENSES (701-77) Land acquisition - Downtown re -development & re -structure bridge etc. Projected Deficit (5,300) (2,300) (1 1100) (5,300) Air Transportation REVENUES (02) Prov. Grant 145,317 - Municipal Capital and Operating Restructuring Fund. (41) Fuel sales 172000 - Sales up, but far below 97 actuals, re skydinving issue. (51) Special Events - proceeds from airshow (3,900) - Proceeds from airshow did not materialize. EXPENSES (102-181-81) Wages & benefits (13,000) - Change of management at airport. (319-81) Airport Mgmt 15,500 - Flying Club released as Airport managers. (339-81) Convention 600 - Conventin not attended. -6- (372-81) Mechanical Maintenance (31400) - Repairs to runway lights, etc. (422-81) Taxes - Favourable due to province wide 17600 assessment changes. (444-81) Cost of Fuel (15,000) - Increased fuel sales. (447-81) Pumping Fee 2,600 - Fee part of agreement with Flying Club. (775-81) Provision for Reserves (145,317) - see provincial grant Projected Surplus 2,000 Parking Revenues (01) Cash -in -lieu 2,145 Projected Surplus 2,145 98 Surplus Funds (2,145) Revised Anticiapated Surplus 0 Street Lights Expenses (707-85) Improvements & Extensions 18,000 Projected Surplus 18,000 98 Surplus Funds (18,000) Anticipated Surplus/Deficit 0 -7 - Parks & Recreation - The 98 year end results will depend largely 55,237 on meeting revenue targets for December. Projected Surplus 55,237 98 Surplus Funds 55 237 Anticipated Surplus/Deficit 0 Library Revenues (03) Provincial Grants 51500 Provincial subsidy Kiger than anticipated (1,685). Ontario Library Association(3,148). (40) Internet Fees - New revenue source. 2,000 (79) Miscellaneous 31200 - Administration fee for student progams not budgeted for(5,000) Expenses (102-81) Salaries P.T. (3,000) - Student hired and partially funded by Ontario Library Association. (330-348-82) Books, etc. (32000) - Exceeded 98 allocation. (412-85) Building repairs (2,000) - Painting, furnace repairs, etc. Projected Surplus 700 in Museum Revenues (16) Donations - A large donaton of U.S. shares was received a deposited to the Museum Trust Account. (18) Nevada Revenues - Ticket sales exceeded expectations. (20) Interest - Delay in capital spending and nevada revenues. (24) Special Events - TV auction and various fundraisers exceeded expectations. Expenses (324-50) Nevada Expenses - Direct result of increased sales. (453-50) Student Programs - Budget included two students. Only one was granted to the museum. (702-70) Buildings - All 98 capital projects did not take place. Projected Surplus 98 Surplus Funds Revised Anticipated Surplus Police Services Revenues (01) Police Grant - Ride Program. Balance to be received in 99(2,000). (2,000) 15,000 5,500 (5,000) 1,900 11,000 28,400 (10,725) 17,675 8,700 M Expenses (770-51) Prov. for Contingency 102000 - Provision for unknown contingencies did not materilalize. (132-52) Overtime (71200) - Ride program. (141-52) Court -Overtime 12,000 (142-52) Stat. Holidays -Overtime 43,000 (132-53) Overtime (7,300) (141-53) Court -Overtime 23,000 (141-54) Court -Overtime 12300 (334-55) Telephone (3,000) (375-56) Uniforms - Uniforms not purchased 1,600 (376-56) Caps - Caps not purchased 2,000 (377-56) Parkas 1,300 - Parkas not purchased (391-57) Car Washing 11000 (397-59) Vehicle Repairs (2,600) - Alternator, steering, etc. (706-70) Machinery & Equipment 11000 - Printer not purchased. Projected Surplus 24,800 98 Surplus Funds (11,000) Revised Anticipated Surplus 13,800 a -10- Protection Services Revenues (01) Parking (31000) - 98 targets set too high. - Will surpass 97 actuals (03) Dog Tags 1,200 - Surpassed budget expectations Expenses (333-05) Printing & Stat. 21000 (401-20) Canine Control 11000 - Service costs close to 97 actuals. Projected Surplus 1,200 Transit - Year end projections as per Treasurer Transit (22,3351 Report November 26, 1998. - Included in the above: Revenue -(03) Provincial Grant 10,000 - Municipal Capital and operating Restructuring Fund Expenses -(775-25) Prov for Reserves (10,000) - See above Provincial Grant Projected Deficit (22,335) Cemetery Revenues (02) Columbarium 63,400 -11- (03) Burial Openings (2,000) - Offset by increases in Columbarium (20) Cement Work 3,000 (39) Contribution from Reserves (12500) - Memorial repairs not completed. Expenses (706-57) Machinery & Equipment 31100 Obtained a better price than budgeted on new tractor mower. Push mowers not purchased. (432-68) P.W. Mntce. Materials -Trees 17500 - Tree purchase defered to 1999. (432-690 P.W. Mntce. Materials -Roads Mntce. 11000 - Road for new section of Cemetery defered to 1999. Projected Surplus 11,500 98 Surplus Funds (5,500) Revised Anticipated Surplus 6,00_0 Public Works MTO-Maintance (Sections 02-25) 107,000 - $64,000 of surplus is in the winter related accounts. Should weather conditions remain favourable, a substatial variance will remain. MTO-Construction - includes revenues Bidwell(26) (51000) - Final coat of ashalt was not done, however pre -engineering costs were incurred. -12- Bayham Drive(27) (29,216) Partial roadwork completed, and to be financed by debentures as, no contribution from Bayham. 97 WIP on Bayham, Towns share shown above on total costs of $63,588). Bidwell Phase 2(29) 0 - This project was to be financed over three years, (192,500-98; 180,000-99; 180,000-00). Overages to be debentured. Road Resurfacing(30) C.L. Maintenace (1,629) Sections(54-64) 35,059 - $23,288 of surplus is in winter related accounts. Should weather conditions remain favourable, a substantial variance will remain. C.L. Construction Vienna Rd(64) (14,000) - This project was not budgeted. Funds were allocated from Broadway South -Resurfacing. - An application for 90% of this shortfall has been applied for under C.L. Maintenace funding in 1999. North Broadway(65) 0 - Project costs below budget and will be offset by lower revenues. Broadway South-Resurfacing(67) - Re-alocated to Vienna Rd. n Broadway/Concession St -(68) (4,100) - Construction did not take place, other than pre -engineering costs. Non -subsidy Accounts (331-81) New Office Equipment 12000 - Office Drapes not purchased. (354-81) Computer Programming 12000 -13- (369-81) Tools (1,800) - Exceeded budget expectations (375-81) Uniforms 21000 - Purchases less than anticipated. (775-81) Provision for Resersves (6,000) - Proceeds from Portable sale. (432-82) P.W. Materials -Garage (4,200) - Purchase of heat exchanger(3,500). (707-82) Improvements & Extensions 92500 - Shop addition costs less than anticiapted. - Partial savings have used to offset unfavourble savings. Machinery Operation Section(83) (78,900) - Interdepartmental recoveries for machine rentals and fuel,etc. fell below expectations. This is partially offset by favourable variances in winter accounts. (431-85) P.W. Mntce. Contracts -Drain 51000 - Norfolk municipal drain work not done. (431-87) P.W. Mntce. Contracts -Sidewalks (7,400) - This unfavourable variance depends on the ability to collect contibutions from Developers. Parking Lot Section(89) 37,811 - Should weather conditions remain favourable, a substantial variance will remain. Trees Section(90) - Trees purchases deferred to 1999. (431-91) P.W. Mntce-Materials-Signal Mntce. - Potters road street lights (000-25) Roads Revenue - Sale of portable. See provision for reserves. Projected Surplus 98 Surplus Funds Revised Anticipated Surplus 9,535 20,000 6,000 81,660 (34,000) 47,660 -14 - Sewers (000-04) Infrastructure -Sewer - Special circumstances fund for the Sewage Treatment Plant. 65,014 Sewage Treatment Plant Section -revenue included 150,887 - In previous years, this surplus has been directed reported in reserves. Capital Projects 0 - Sewer capital projects are finance through debentures and reserves. Projected Surplus 215,901 98 Surplus Funds (215,901) Revised Anticipated Surplus 0 Summary - Projected Surplus - 98 Surplus Funds 882,404 (626,343) - Anticipated Year End Surplus 256,061 TRANSIT SYSTEM ACTIVITY REPORT For the ten months ended October, 31, 1998 Year to Year 1997 1997 1998 Date End Budget Actual Budget Actual Projection Revenues Fares 54,000 42,738 44,000 40,885 49,000 Advertising 31.500 81960 26,100 20,099 24,650 Nevada 12,900 15,084 16,300 61341 71400 MTO Subsidy 22,330 19,291 0 0 0 Donations 15,750 16,939 16,000 15,300 15,800 CTAP - 3,000 0 11019 6,000 Unconditional 200 119 200 0 200 Grant - - -0 10,000 10,000 Fuel & Oil 108,480 106,012 102,400 93,644 112,850 Expenditures Oper. Contr. 36,000 36,277 36,900 30,434 37,100 Nevada 5,900 71276 7,500 3,592 4,100 Publicity 21000 11557 2,400 1,307 1,307 Advertising - - 3,100 3,240 31240 Telephone 700 749 700 387 480 Veh. Leasing 21280 41607 5,200 16,354 17,500 Licence 200 119 200 0 200 Insurance 51100 41181 4,200 3,688 3,688 Fuel & Oil 71000 5,746 71000 5,805 7,000 Repairs & Ser. 15,000 8,132 15,000 21,083 24,300 Sundry 200 38 200 0 100 GST 820 655 1,000 1,328 1,470 De -f. -Prior Yr. 16,280 16,280 0 0 0 Prov. for Res. 12,000 12,000 14,000 21,666 24,000 Administration 5,000 51000 5,000 4,166 5,000 CTAP - 2,810 0 1,019 6,000 108,480 105,427 102,400 114,069 115,185 Sure -s (Def . ) 0 585 0 (20,425) (22,3351 Prepared Nov. 26/98 J.A.