201207 Council Budget MIN 1
The Corporation of the Town of Tillsonburg
Council Budget Meeting
MINUTES
Monday, December 7, 2020
9:00 AM
Electronic Meeting
ATTENDANCE: Mayor Molnar
Councillor Esseltine
Councillor Gilvesy
Councillor Luciani
Councillor Parker
Councillor Rosehart
Regrets: Deputy Mayor Beres
Staff: Kyle Pratt, Chief Administrative Officer
Michelle Smibert, Town Clerk
Sheena Pawliwec, Acting Treasurer
Chris Baird, Director of Recreation, Culture and Parks
Carlos Reyes, Director of Operations
Brad Lemaich, Fire Chief
Amelia Jaggard, Deputy Clerk
_____________________________________________________________________
1. Call to Order
The meeting was called to order at 9:02 a.m.
2. Adoption of Agenda
Staff noted that general questions regarding the budget can be asked following
the approval of the previous minutes.
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Resolution # 2020-542
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT the Agenda as prepared for the Council Budget meeting of Monday,
December 7, 2020, be approved.
Carried
3. Disclosures of Pecuniary Interest and the General Nature Thereof
No disclosures of pecuniary interest were declared.
4. Adoption of Council Minutes of Previous Meeting
Resolution # 2020-543
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT the minutes of the Council Budget meeting of Monday, November 30,
2020, be approved.
Carried
5. Finance
Opportunity was provided for comments and questions from Council regarding
the 2021 draft budget.
Clarification was requested regarding the taxation requirement percentage.
It was asked what the impact will be to commercial and industrial. Staff to confirm
percentages.
5.1 Waste Management Agreement
It was suggested that this item be dealt with after the County Council
Budget meeting scheduled for December 9, 2020, where County Council
will be considering a request from Southwest Oxford regarding waste
management.
It was asked what the budget impact of this item is for 2021. Staff noted
the requirement for the Town’s responsibilities under the waste
management program for 2021 is approximately $200,000.
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Resolution # 2020-544
Moved By: Councillor Gilvesy
Seconded By: Councillor Parker
THAT the Waste Management Agreement item be considered at the
Council Budget meeting on December 16, 2020.
Carried
5.2 FIN 20-44 2021 Capital Pre-Budget Approvals
Opportunity was provided for comments and questions from Council.
Resolution # 2020-545
Moved By: Councillor Gilvesy
Seconded By: Councillor Rosehart
THAT the item regarding Project X96 Sidewalk Connectivity Program
$200,000 be dealt with separately.
Carried
Resolution # 2020-546
Moved By: Councillor Parker
Seconded By: Councillor Esseltine
THAT Council receives report FIN 20-44 2021 Capital Pre-Budget
Approval;
AND THAT Council give Pre-Budget Approval for Recreation, Culture &
Parks Project X81 PerfectMind Booking Software $10,000;
AND THAT Council give Pre-Budget Approval for Operations Project X99
Asphalt Program $400,000;
AND THAT Council give Pre-Budget Approval for Operations Project X95
Vienna Road Rehabilitation $1,922,000.
Carried
Opportunity was provided for comments and questions from Council.
Staff noted that road reconstruction projects typically include funding for
replacing/repairing existing sidewalks which are damaged during the
project.
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Staff noted that the requested funding is intended for infill sidewalks which
is an objective of the Sidewalk Connectivity Plan as approved by Council
in 2018.
Staff noted that the intention in 2021 is to install sidewalks on Vienna
Road and Van Street during the Vienna Road Rehabilitation project. Staff
recommend aligning new sidewalk installations with road rehabilitation
projects when possible.
It was asked if Concession Street will be getting new sidewalks. Staff
noted that since Concession Street has existing sidewalks the funding for
the project will support the replacement/repair of existing sidewalk area
that is damaged during the project.
Staff noted that the Connecting Link funding program does not include
funding for new sidewalks.
It was asked why the Oxford Street project included spot repairs to
sidewalks, gutters and curbs. Staff will update Council with the
background on the Oxford Street project funding.
It was suggested that a report regarding where the sidewalk connectivity
dollars will be spent including options, be brought forward for Council's
consideration.
Resolution # 2020-547
Moved By: Councillor Gilvesy
Seconded By: Councillor Luciani
THAT Council approve pre-budget approval for Project X96 Sidewalk
Connectivity Program $200,000.
Carried
5.3 Budget Deliberation
Opportunity was provided for comments and questions from Council.
Cephas Panschow, Development Commissioner, was also present to
answer questions.
Staff confirmed that the SOMA Asia Mission has a $16,000 net value.
There was discussion regarding the SOMA mission trips and resulting
investment in the Town of Tillsonburg.
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Staff noted that a wheelchair swing ranges from $20,000 to $25,000 for a
single unit.
Staff will confirm if funds from the Sandy Court lot sale, can be utilized for
playground equipment. Staff noted that the sale of those lands will
produce roughly a $26,000 revenue.
Resolution # 2020-548
Moved By: Councillor Parker
Seconded By: Councillor Gilvesy
THAT the SOMA Asia Mission be removed from the 2021 Budget;
AND THAT the funds be moved to the RCP Budget and earmarked for a
wheelchair accessible swing.
Councillor Gilvesy called for a recorded vote.
Councillor Gilvesy - Yes
Councillor Luciani - No
Mayor Molnar - No
Councillor Parker - Yes
Councillor Rosehart - Yes
Deputy Mayor Beres - Absent
Councillor Esseltine - No
Defeated
Staff confirmed the unit is 17 years old and it has been estimated that for
2021 the unit will require between $15,000 to $20,000 in repairs.
There was discussion regarding the purpose of the vehicle, concerns
regarding its’ reliability, and alternatives if the unit breaks down.
It was asked if contracting out grave digging would be more cost effective.
Staff noted this could be investigated.
Staff confirmed the proposed replacement is in accordance with the asset
management plan.
Resolution # 2020-549
Moved By: Councillor Parker
Seconded By: Councillor Gilvesy
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THAT Cemetery Vehicle 87 be removed from the asset management fleet
replacement for the 2021 budget.
Defeated
There was discussion regarding hybrid vehicles.
Staff confirmed that in accordance with the purchasing policy, tenders for
fleet cannot specify a vehicle supplier.
Staff noted the replacement value is determined when the vehicle is
disposed of.
Resolution # 2020-550
Moved By: Councillor Parker
Seconded By: Councillor Gilvesy
THAT Vehicle 28 be removed from Asset Management Fleet Replacement
plan for 2021.
Motion was withdrawn.
Staff explained the process for the disposal of fleet.
It was asked how long it will take to pay the total debt including interest.
Staff noted that trucks have an eight-year debenture.
It was suggested that the Town utilize govdeals.ca when disposing of
fleet.
The purchase of the unit would be approved by the Director of Operations
and the CAO when the dollar value of purchase is under $75,000 in
accordance with the purchasing policy.
Staff noted that development charges fleet reserve monies can only be
utilized for purchasing new vehicles that are required to manage growth.
As there were some questions regarding vehicles in 2020 that were
budgeted but not purchased, it was asked if this additional information
could be brought forward to be discussed at the next meeting.
Resolution # 2020-551
Moved By: Councillor Parker
Seconded By: Councillor Gilvesy
THAT the motion regarding vehicles 38 and 39 being removed from Asset
Management Fleet Replacement plan for 2021, be deferred to the
December 16, 2020 Council Budget meeting.
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Carried
Staff noted that the unit has had multiple failures this year. It is
recommended that the light duty vehicle be replaced with a heavy-duty
vehicle to assist the program.
It was asked if the vehicle is still on warranty.
Staff provided the specifications of the proposed new unit.
Staff confirmed that the unit currently cuts grass along roadways and that
maintenance on the unit is completed internally.
Staff confirmed there is a 10-year replacement plan for mowers. The
proposed new unit would have a 10-year lifecycle.
Staff noted that if the unit is not replaced at this time, there will be a
contingency plan if the unit breaks down and staff would request for funds
at that time to replace the unit.
Resolution # 2020-552
Moved By: Councillor Parker
Seconded By: Councillor Gilvesy
THAT Vehicle 203 be removed from Asset Management Fleet
Replacement plan for 2021.
Carried
Staff noted that the family tree research is typically completed in under 30
minutes. Historically this service has been by donation. Taking payments
for requests made via email or phone would be problematic. Staff suggest
a $25.00 per hour fee.
Resolution # 2020-553
Moved By: Councillor Gilvesy
Seconded By: Councillor Parker
THAT the Town charge an hourly fee for family tree research executed by
the Museum Staff;
AND THAT staff bring forward a suggested hourly rate to Council for
consideration and approval as part of the rates and fees for 2021.
Carried
Councillor Gilvesy confirmed the intent of the motion is to review the
criteria included in the asset management plan.
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Staff confirmed that the Q2 2021 deadline for this request can be
completed.
Resolution # 2020-554
Moved By: Councillor Gilvesy
Seconded By: Councillor Parker
THAT staff bring forward a report which would include suggestions to
move towards a more cost effective model for the fleet replacement
strategy. The report should be brought to Council for review and
consideration by the end of the second quarter in 2021;
AND THAT the report should include options for the disposal of used
vehicles.
Carried
Councillor Parker confirmed the intent of the motion is that a report be
brought forward sometime in 2021 and that any requested funding will be
considered at that time.
Resolution # 2020-555
Moved By: Councillor Parker
Seconded By: Councillor Gilvesy
THAT staff be directed to complete a report on revamping the Town of
Tillsonburg website and the possible development of a Town of
Tillsonburg Mobile app.
Carried
Staff would have to investigate the feasibility of relocating the staff person
from the Cemetery to the Customer Service Centre. Staff recommended
the position remain at the cemetery to maintain current service levels.
Resolution #
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT that the 0.17 FTE increase for RCP Parks and Cemetery be
removed from the budget;
AND THAT consideration be given to relocating the existing staffing
compliment from the Cemetery Office to the Customer Service Centre so
that services can be provided at that location;
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AND FURTHER THAT project X89 Office Repairs to upgrade the
cemetery building be removed from the budget as a result of this
relocation.
Resolution # 2020-556
Moved by: Councillor Rosehart
Seconded by: Councillor Gilvesy
THAT the second line requesting that consideration be given to relocating
the existing staffing compliment from the Cemetery Office to the Customer
Service Centre so that services can be provided at that location, be
considered separately.
Carried
Staff noted that if project X89 is removed it is recommended that the funds
go to reserves or be allocated to another project.
Resolution # 2020-557
Moved by: Councillor Gilvesy
Seconded by: Councillor Rosehart
THAT the words "as a result of this relocation" from the third line, be
removed.
Carried
Staff provided additional details regarding project X89.
Resolution # 2020-558
Moved by: Councillor Gilvesy
Seconded by: Councillor Rosehart
THAT the motion be amended to include "and that the funds be
reallocated to a façade improvement of the small red building in the main
drive of the cemetery."
Defeated
Resolution # 2020-559
Moved by: Councillor Rosehart
Seconded by: Councillor Gilvesy
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THAT that the 0.17 FTE increase for RCP Parks and Cemetery be
removed from the budget;
AND THAT project X89 Office Repairs to upgrade the cemetery building
be removed from the budget.
Defeated
Staff confirmed that if approved, a report regarding relocating staff from
the Cemetery Office to the Customer Service Centre, associated costs
and options will be provided for Council's consideration in January.
Resolution # 2020-560
Moved by: Councillor Gilvesy
Seconded by: Councillor Rosehart
THAT consideration be given to relocating the existing staffing compliment
from the Cemetery Office to the Customer Service Centre so that services
can be provided at that location.
Carried
Staff noted that approximately 12 wreaths have been purchased in 2020.
The proceeds from the sale of the wreaths covers the cost of staff time,
the program does not make a profit. Wreaths require minimal upkeep
aside from installing and removing the wreaths in accordance with the
Cemetery By-Law.
Staff confirmed that if Council chooses to remove the program the
program will be stopped effective immediately.
Resolution # 2020-561
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT the Cemetery memorial programs (i.e. wreath program) be
discontinued.
Carried
Staff indicated two to three hours of staff time per day is required to
maintain the program.
It was noted that the last time the program ran was 2019.
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Staff confirmed that if approved the Town provided basket and
maintenance program will be discontinued.
Staff confirmed an updated Cemetery By-Law will be brought forward for
Council’s consideration in January.
Resolution # 2020-562
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT staff be directed to reduce the level of service provided at the
Cemetery so that the watering and maintenance of flowers is
discontinued.
Carried
Staff noted that if the project is removed it is recommended that the funds
go to reserves or be allocated to another project. Staff explained the
reasoning for retaining the capital taxation base.
It was asked if this project can be done internally. Staff noted that it is
recommended that the Town utilize external resources with expertise in
multi-media to assist in the development of a Museum Marketing &
Promotion Plan.
It was noted that this project could qualify for modernization funding.
Resolution # 2020-563
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT the Museum Marketing & Promotion Plan be removed from the
budget
Carried
Resolution # 2020-564
Moved by: Councillor Parker
Seconded by: Councillor Gilvesy
THAT the following Council Budget meetings be canceled: December 8,
December 10 and December 17.
Carried.
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Staff provided an update regarding the J.L. Scott McLean Outdoor
Recreation Pad which officially opened on December 5, 2020. Concerns
regarding the operation should be directed to staff.
6. Motions/Notice of Motions
7. Confirm Proceedings By-law
Resolution # 2020-565
Moved By: Councillor Parker
Seconded By: Councillor Esseltine
THAT By-Law 2020-114, to Confirm the Proceedings of the Council meeting held
on December 7, 2020, 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
8. Adjournment
Resolution # 2020-566
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT the Council Budget meeting of Monday, December 7, 2020 be adjourned
at 12:52 p.m.
Carried