240115 Council Budget Minutes 1
The Corporation of the Town of Tillsonburg
Council Budget Meeting
MINUTES
Monday, January 15, 2024
5:00 PM
LPRCA
4 Elm St
Tillsonburg
ATTENDANCE: Mayor Gilvesy (Chair)
Deputy Mayor Beres
Councillor Luciani
Councillor Parker
Councillor Parsons
Councillor Rosehart
Councillor Spencer
Staff: Kyle Pratt, Chief Administrative Officer
Tanya Daniels, Director of Corporate Services/Clerk
Renato Pullia, Director of Innovation and Strategic Initiatives and
Interim Director of Finance/Treasurer
Johnathon Graham, Director of Operations & Development
Regrets: Andrea Greenway, Interim Director of Recreation, Culture &
Parks
Cephas Panschow, Development Commissioner
Cheyne Sarafinchin, Deputy Treasurer
Julie Ellis, Deputy Clerk
_____________________________________________________________________
1. Call to Order
2. Adoption of Agenda
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Resolution # 2024-020
Moved By: Councillor Rosehart
Seconded By: Deputy Mayor Beres
THAT the Agenda as prepared for the Council Budget meeting of January 15,
2024, be approved.
Carried
3. Moment of Silence
4. Disclosures of Pecuniary Interest and the General Nature Thereof
Councillor Parsons declared a conflict on this item. (7.2.1, 7.2.2 - Conflict as
Part-Time staff member)
4.1 Councillor Parsons - Disclosures of Pecuniary Interest and the
General Nature Thereof
7.2.1, 7.2.2 - Conflict as Part-Time staff member
5. Adoption of Council Minutes of Previous Meeting
6. Community Grant
6.1 Community Grant Presentations
6.1.1 Big Brothers Big Sisters of Oxford County
Kristen Ralph appeared before Council to present the
organization's 2024 community grant request.
6.1.2 Lake Lisgar Revitalization Project
Frank Kempf and Joan Weston appeared before Council to present
the organization's 2024 community grant request.
6.1.3 Tillsonburg & District Multi-Service Centre
Jen Olcsvary, Fundraising & Community Engagement Coordinator,
Tillsonburg and District Multi-Service Centre, appeared before
Council to present the organization's 2024 community grant
request.
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6.1.4 Tillsonburg Free Family Fishing Derby
Michael Dean appeared before Council to present the
organization's 2024 community grant request.
6.1.5 Thames Valley Communication Access Program
Natalie Kuzmanovich and Crystal Branco appeared before Council
to present the organization's 2024 community grant request.
6.1.6 Tillsonburg Horticultural Society
Christine Nagy appeared before Council to present the
organization's 2024 community grant request.
6.1.7 United Way Oxford
Kelly Gilson, Executive Director of United Way Oxford, appeared
before Council to present the organization's 2024 community grant
request.
6.1.8 Tillsonburg Tri-County Agricultural Society (Tillsonburg Fair)
Rosemary Dean and Joan Weston appeared before Council to
present the organization's 2024 community grant request.
6.1.9 Tillsonburg TurtleFest Organizing Committee
Yvonne Kearns and Joan Skelton appeared before Council to
present the organization's 2024 community grant request.
6.1.10 Youth Unlimited YFC Tillsonburg
Rayburn Landsell appeared before Council to present the
organization's 2024 community grant request.
6.1.11 Tillsonburg and Area Optimist Club
Lindsay Munroe and Holly Vallee appeared before Council to
present the organization's 2024 community grant request.
6.2 Community Grant - Award
Resolution # 2024-021
Moved By: Councillor Parker
Seconded By: Councillor Luciani
1. THAT the 2024 Community Grant applications and presentations
be received; and
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2. THAT the following grants be awarded (amounts to be added by
Council):
1. Big Brother Big Sisters of Oxford County - $2,000
2. Lake Lisgar Revitalization Committee - $7,000
3. Tillsonburg & District Multi-Service Centre - $7,000
4. Tillsonburg Free Family Fishing Derby - $1,800
5. Tillsonburg Horticultural Society - $4,000
6. United Way Oxford - $5,500
7. Tillsonburg Tri-County Agricultural Society, Tillsonburg Fair -
$5,000
8. Tillsonburg Turtlefest - $9,000
9. Youth Unlimited YFC Tillsonburg Upper Deck Youth Centre -
$1,000
10. Town of Tillsonburg Cultural Advisory Committee (Excludes
Santa Claus Parade) - $5,000
11. Tillsonburg Santa Claus Parade Tillsonburg & Area Optimist
Club - $3,500
12. Thames Valley Communication Access Program - $1,000
3. THAT the auditorium rental for United Way Oxford's Coldest Night
of the Year Event be waived.
Carried
7. Town Boards Budget Presentations
7.1 Business Improvement Area - Board of Management
Mark Renaud, Executive Director, Tillsonburg BIA, appeared before
Council to present the Tillsonburg Downtown BIA's 2024 Budget and
Business Plan.
Mr. Renaud answered various questions from members of Council.
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Resolution # 2024-022
Moved By: Councillor Luciani
Seconded By: Councillor Parsons
A. THAT the 2024 Business Improvement Area Budget presentation
be received as information; and
B. THAT Option B as included within the BIA Presentation be
approved and included within the final budget calculations.
Carried
Resolution # 2024-023
Moved By: Councillor Luciani
Seconded By: Councillor Parsons
THAT the Town Budget be amended to include $20,000 capital
expenditure grant to the BIA.
Carried
7.2 Tillsonburg Police Service Board (TPSB)
Councillor Parsons declared a conflict on items 7.2.1 and 7.2.2 and did not
participate in debate or voting on the items.
7.2.1 Tillsonburg Ontario Provincial Police (OPP) Contract Budget
Presentation
Larry Scanlan, Tillsonburg Police Services Board Chair, appeared
before Council to present the Ontario Provincial Police (OPP)
Contract Budget Presentation.
Resolution # 2024-024
Moved By: Councillor Spencer
Seconded By: Councillor Luciani
THAT the TPSB OPP Contract Budget Presentation be received as
information.
Carried
7.2.2 Tillsonburg Police Service Board - Budget Overview
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Resolution # 2024-025
Moved By: Deputy Mayor Beres
Seconded By: Councillor Parker
THAT the Tillsonburg Police Service Board budget overview be
received as information.
Carried
8. Budget Deliberations
8.1 November 20, 2023 - Returning Items
8.1.1 Physician Recruitment
Mayor Gilvesy left the Chair. Deputy Mayor Beres assumed the
Chair.
Resolution # 2024-026
Moved By: Mayor Gilvesy
Seconded By: Councillor Parker
A. THAT the Primary Health Care Recruitment funding be
approved in the 2024 Business Plan and Budget to fund
50% of the cost of a Physician Recruiter to an upset limit of
$61,750 in partnership with Tillsonburg District Memorial
Hospital pending their budget approval and agreement to
support the additional 50%; and
B. THAT the CAO be delegated authority to execute any
necessary processes or documents, including but not limited
to agreements, needed to facilitate the Physician Recruiter
position; and
C. THAT the Treasurer be directed to allocate any unspent
funding from the position to the Physician Recruitment
Reserve; and
D. THAT the Health Care Committee execute the following:
a. Continue to explore a future partnership and/or cost
sharing with neighbouring municipalities for years 2025
and beyond as a full-time recruiter may not be required
solely for the purpose of recruiting to Tillsonburg;
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b. Compile a list of available spaces and positions;
c. Provide a Committee report to Tillsonburg Town Council
for consideration in the 2025 Budget and Business Plan
detailing the outcome of this new position and responses
to clauses a and b above; and
E. THAT the Clerk, with inclusion of the Health Care
Committee, Council and the CAO, forward this resolution in
the form of a letter to the Chief Executive Officer of the
Tillsonburg District Memorial Hospital for consideration in
their budget process expressing a strong willingness to work
in partnership with the Hospital to bring this position to
fruition.
Carried
The Mayor re-assumed the Chair.
8.1.2 OPD-24-004 - 2024 By-Law Enforcement Service Delivery
Review (V2) and TTC Security
Resolution # 2024-027
Moved By: Councillor Luciani
Seconded By: Councillor Parsons
A. THAT report titled OPD 23-44 2024 By-Law Enforcement
Service Delivery Review be received as information; and,
B. THAT Council direct Town Staff to hire and retain an additional
Full Time By-Law Officer to be hired on April 1st of 2024 where all
burdens and cost will be expensed through the Town’s Protection
Operating Budget; and,
C. That Council direct Town Staff to hire and retain an additional
Seasonal By-Law Officer (Summer Student) on an semiannual
basis to be hired on April 1st of 2024 where all burdens and cost
will be expensed through the Town’s Protection Operating Budget;
and,
D. That Council direct Town Staff to hire and retain contracted
Security Guard(s) as needed for the Tillsonburg Community
Centre.
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Carried
8.1.3 CS-24-003 Youth Council Coalition of Canada Membership
Resolution # 2024-028
Moved By: Councillor Spencer
Seconded By: Deputy Mayor Beres
A. THAT report titled Youth Council Coalition of Canada
Membership be received as information; and
B. THAT the membership for the Youth Council Coalition of
Canada not be renewed for 2024.
Carried
8.1.4 FIN-24-003 Debt Impact of 10–Year Capital Budget Forecast
Resolution # 2024-029
Moved By: Councillor Rosehart
Seconded By: Councillor Parker
THAT report titled “Debt Impact of 10-Year Capital Budget
Forecast” be received as information.
Carried
8.2 Staff Reports
8.2.1 RCP-24-003 - Non-Resident Fees
Resolution # 2024-030
Moved By: Deputy Mayor Beres
Seconded By: Councillor Spencer
A. THAT report titled RCP 24-003 Non-Resident Fees be
received as information; and
B. THAT Council hereby confirms the non-resident fee be
implemented on May 1, 2024 as per the 2024 rates and fees
by-law.
Carried
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8.2.2 OPD-24-001 - Enterprise Fleet Management Program Update
Resolution # 2024-031
Moved By: Councillor Parker
Seconded By: Councillor Parsons
A. THAT report OPD 24-01 Enterprise Fleet Management Program
Update be received as information; and
B. THAT Council authorizes the continued use and transition of the
Town’s light duty in-house fleet management program to a
corporate leased ownership and management program; and
C. THAT Council authorizes the acquisition of all future vehicles
through the Enterprise leasing arrangement allocated through the
Fleet operating budgets in Public Works.
Carried
8.2.3 RCP-24-004 - TCC Auditorium Roof Replacement
Resolution # 2024-032
Moved By: Councillor Spencer
Seconded By: Councillor Luciani
A. THAT report titled RCP 24-004 Capital Budget – TCC
Auditorium Roof Replacement be received as information;
and
B. THAT the unspent amount of 2023 capital project #736
(Roof Replacement) be transferred to the Facilities Reserve
(approx. $100,000); and
C. THAT such funds from clause B. be transferred from the
Facilities Reserve to the 2024 project X34 (roof
repair/replacement), for the replacement of the TCC
Auditorium roof; and
D. THAT the contract for replacement of the TCC Auditorium be
awarded to Tremco, under Kinetic RFSO#19-03-350340
contract, under Purchasing Policy 5-006, sec. 5(g); and
E. THAT the $35,000 removed from 2024 X46 Clock Tower
Repairs project be added to the 2024 project X34 (roof
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repair/replacement) for repairs and maintenance to other
facilities’ roofs.
Carried
8.3 Additional Council Budget Motions
8.3.1 BIA Facade Improvement Grant
Mayor Gilvesy left the Chair. Deputy Mayor Beres assumed the
Chair for Item 8.3.1. and 8.3.2. Mayor Gilvesy re-assumed the
Chair after the items were disposed of.
Resolution # 2024-033
Moved By: Mayor Gilvesy
Seconded By: Councillor Parker
THAT the Business Improvement Area Facade Improvement grant
within the Town Budget in the amount of $35,000 be removed from
the 2024 Budget and associated Business Plans.
Carried
8.3.2 Updated Economic Development Strategy Implementation
(MSC)
Resolution # 2024-034
Moved By: Mayor Gilvesy
Seconded By: Councillor Parker
THAT the Updated Economic Development Strategy
Implementation (MSC) in the amount of $20,000 be removed from
the 2024 Business Plan and Budget
Carried
8.3.3 Tax Rate Stabilization Fund
The following motion was presented:
Moved By: Councillor Parker
Seconded By: Councillor Luciani
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A. THAT to an upset limit of $400,000 to meet the cost of living
percentage be moved from Tax Rate Stabilization Fund to
reduce the 2024 Tax Increase ; and
B. THAT the same dollar amount from the 2023 Budget Surplus
be used to re-fill the Tax Rate Stabilization Fund; and
C. THAT the 12 month average of 2023 CPI be used as that
number.
The following alternate motion was presented:
Resolution # 2024-035
Moved By: Councillor Parker
Seconded By: Councillor Luciani
THAT Item 8.3.3 be deferred to the January 23, 2024 Council
meeting.
Carried
8.3.4 Pie Chart
Deputy Mayor Beres requested a pie chart be provided to Council
regarding the calculation of the tax allocations. The Interim Director
of Finance agreed to provide.
8.3.5 Communications Position
CAO Pratt asked for clarification on the Economic Developments
communications part-time position.
Cephas Panschow, Development Commissioner, provided that the
2024 proposed the Marketing position be allocated only to
Economic Development. Part-Time allocation was for assisting
Economic Development.
Resolution # 2024-036
Moved By: Councillor Parker
Seconded By: Councillor Luciani
THAT a report to Council be provided regarding the structure of
Communications and supports to the organization.
Carried
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8.3.6 Ec Dev
Councillor Spencer asked various questions to Cephas Panschow
regarding SOMA.
9. Motions/Notice of Motions
10. Confirm Proceedings By-law
Resolution # 2024-037
Moved By: Deputy Mayor Beres
Seconded By: Councillor Spencer
THAT By-Law 2024-004, to Confirm Proceedings of the Council Meeting held on
January 15, 2024, be read for a first, second, third and final reading and that the
Mayor and the Clerk be and are hereby authorized to sign the same, and place
the corporate seal thereunto.
Carried
11. Adjournment
Resolution # 2024-038
Moved By: Councillor Rosehart
Seconded By: Councillor Parsons
THAT the Council Budget meeting of January 15, 2024, be adjourned at 8:36
p.m.
Carried