211216 Council Budget MIN 1
The Corporation of the Town of Tillsonburg
Council Budget Meeting
MINUTES
Thursday, December 16, 2021
4:00 PM
Electronic Meeting
ATTENDANCE: Mayor Molnar
Deputy Mayor Beres
Councillor Esseltine
Councillor Gilvesy
Councillor Luciani
Councillor Parker
Councillor Rosehart
Staff: Kyle Pratt, Chief Administrative Officer
Michelle Smibert, Director of Corporate Services/Clerk
Shane Caskanette, Fire Chief
Chris Baird, Director of Recreation, Culture and Parks
Carlos Reyes, Director of Operations and Development
Cephas Panschow, Development Commissioner
Amelia Jaggard, Deputy Clerk
Renato Pullia, Interim Director of Finance/Treasurer
_____________________________________________________________________
1. Call to Order
The meeting was called to order at 4:00 p.m.
2. Adoption of Agenda
Resolution # 2021-555
Moved By: Councillor Gilvesy
Seconded By: Councillor Parker
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THAT the Agenda as prepared for the Council Budget Meeting of Thursday,
December 16, 2021, be approved with the deferral of Report FIN 21-39 titled
Budget Meeting of December 16, 2021 Notice of Motions to be placed on the
floor only if and when the notice of motion regarding the $715,759.00 is duly
moved and seconded.
Carried
3. Moment of Silence
4. Disclosures of Pecuniary Interest and the General Nature Thereof
No disclosures of pecuniary interest were declared.
5. Adoption of Council Minutes of Previous Meeting
Resolution # 2021-556
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT the minutes of the Council Budget meeting of Monday, December 6, 2021,
be approved.
Carried
6. Finance
6.1 CS 21-39 Tillsonburg 150 Committee Recommendation - Budget and
Funding Request
Christine Wade, Chair of the Tillsonburg 150 Subcommittee, and Collette
Takacs, Chair of the Cultural, Heritage and Special Awards Advisory
Committee were present to speak to the recommendation.
Opportunity was provided for comments and questions from Council.
Staff confirmed the amount would be derived from taxation.
Types of souvenirs will be determined based on additional approved
funding.
Traditional print and radio advertising will be utilized in addition to social
media/Town website.
Staff to investigate if there are special occasion funding grants from upper
levels of government.
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Resolution # 2021-557
Moved By: Councillor Luciani
Seconded By: Deputy Mayor Beres
THAT Council receives report CS 21-39 Tillsonburg 150 Committee
Recommendation – Budget and Funding Request as information;
AND FURTHER that Council approves the request for additional funding
from the Tillsonburg 150 Committee for the Tillsonburg 150 celebrations
on July 1, 2022 in the amount of $26,000.00.
Carried
6.2 FIN 21-37 2021 Year End Realty Tax Report
Resolution # 2021-558
Moved By: Deputy Mayor Beres
Seconded By: Councillor Parker
THAT report FIN 21-37 2021 Year End Realty Tax Report be received as
information.
Carried
6.3 FIN 21-38 Budget Meeting of December 6, 2021 Follow Up Report
Resolution # 2021-559
Moved By: Councillor Esseltine
Seconded By: Councillor Luciani
THAT report FIN 21-38 Budget Meeting of December 6, 2021 Follow-Up
Report be received as information.
Carried
6.4 FIN 21-39 Budget Meeting of December 16, 2021 Notice of Motions
Report
Resolution # 2021-561
Moved By: Councillor Parker
Seconded By: Deputy Mayor Beres
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THAT report FIN 21-39 Budget Meeting of December 16, 2021 Notice of
Motions Report be received as information.
Carried
6.5 Budget Deliberations
Resolution # 2021-560
Moved By: Councillor Gilvesy
Seconded By: Councillor Parker
THAT a report be included in the 2023 budget binder that includes the
following information regarding the Enterprise fleet contract;
1. Cost to purchase and lease vehicles identified in the leasing list for
2023. This information should include the following for comparison:
a) Cost per year + any applicable interest over the lifespan of the vehicles
to purchase the vehicles; and
b) Lease cost per year based on existing lease agreement to lease
vehicles for 2 years; and
c) Costs of a 4 year lease program if this is possible given the
limitations of the contract
AND THAT the report include information such as year, date, model and
mileage of vehicles that are to be replaced.
Carried
The mover confirmed intent of the motion would require staff to obtain
Council approval prior to using the funds.
Staff intend to provide Council with a report on the lost revenues for past
years due to COVID; staff will try prepare this information for the January
17, 2022 Council Budget meeting.
Moved By: Councillor Gilvesy
Seconded By: Councillor Parker
THAT the $715,759.00 to be collected and identified as “Six Months of
Covid Impact” be held in the Tax Rate Stabilization Fund and be released
in increments upon staff request, if required to mitigate losses incurred
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due covid. Unused money can be allocated and used upon Council’s
discretion.
Motion deferred to January 17, 2022 Council Budget meeting.
Staff noted that if the monies for this project are approved the Town would
be able to apply for additional grant dollars to support the project.
Resolution # 2021-562
Moved By: Councillor Gilvesy
Seconded By: Councillor Parker
THAT the Bus Stop Shelter Project X46 not be considered “a must do next
year project”.
Carried
Staff confirmed that this can be tracked moving forward starting in 2022.
Resolution # 2021-563
Moved By: Councillor Gilvesy
Seconded By: Councillor Parker
THAT in the 2023 budget binder a list of building maintenance and repairs
with associated costs be listed for the 2022 year to pro vide Council with
more information on where this blanket dollar amount has been spent.
Carried
The mover confirmed the intent of the motion is to approve a 3% budget
increase.
Resolution # 2021-564
Moved By: Councillor Parker
Seconded By: Councillor Rosehart
THAT the BIA 2022 MOU be increased by 3% over the 2021 MOU
agreement.
Carried
The mover confirmed the intent of the motion is to approve a 3% budget
increase.
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Resolution # 2021-565
Moved By: Councillor Parker
Seconded By: Councillor Gilvesy
THAT the Station Arts 2022 MOU be increased by 3% over the 2021 MOU
agreement.
Carried
Staff noted that the current budget proposes the monies for this project be
derived from taxation and that under Option 3 the monies for this project
are proposed to be derived from the Tax Rate Stabilization Fund.
Resolution # 2021-566
Moved By: Councillor Parker
Seconded By: Councillor Gilvesy
THAT the funding for the Employee Engagement survey be removed from
the 2022 Budget.
Carried
The mover confirmed the intent of the motion would be to approve that no
funding be included in the budget for the proje ct, and that the project
remain in the 2022 business plan with the understanding that no funding is
assigned to it.
Resolution # 2021-567
Moved By: Councillor Parker
Seconded By: Councillor Gilvesy
THAT Project X50 Dressing Rooms and Storage at the Tillsonburg
Community Centre be included in the 2022 business plan.
Carried
The mover confirmed the intent of the motion is to request the Police
Services Board review the Town's current police service levels to
determine if increased police servicing levels is needed.
Resolution # 2021-568
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Moved By: Councillor Parker
Seconded By: Councillor Gilvesy
THAT the Police Services Board be directed to bring a report to council in
regards the Police Servicing levels in the Town of Tillsonburg.
Carried
Staff were asked to share how much money is currently in the Facility
Infrastructure Reserve.
Resolution # 2021-569
Moved By: Deputy Mayor Beres
Seconded By: Councillor Luciani
THAT the Tillsonburg Community Centre’s Lion's Den Arena Window
Inserts project in the amount of $50,000 be added to the 2022 capital
budget and funded from the Facility Infrastructure Reserve.
Councillor Parker called for a recorded vote.
Councillor Parker - No
Councillor Rosehart - No
Deputy Mayor Beres - Yes
Councillor Esseltine - No
Councillor Gilvesy - No
Councillor Luciani - Yes
Mayor Molnar - Yes
Defeated
The mover confirmed the intent of the motion would be to allocate money
from project X78 to support a study to determine options for heavy truck
traffic to be brought forward for Council's consideration.
Resolution # 2021-570
Moved By: Councillor Esseltine
Seconded By: Councillor Luciani
THAT the investigation into options to heavy truck traffic moving through
the central core of the town of Tillsonburg be separated from the
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Transportation Master Plan (Project X78), and that alternatives for this be
reported to council by the end of Q2 2022, with subsequent decisions
becoming part of the Transportation Master Plan.
Defeated
Council passed Resolution # 2021-349 on August 9, 2021 requesting staff
to complete a report regarding a truck bypass that will be brought forward
at a future meeting.
It was asked what additional funding would be required to include Wren
Court as part of project X82.
It was asked if a building permit has been issued for the Wren Court
development; not confirmed.
Resolution # 2021-571
Moved By: Councillor Esseltine
Seconded By: Councillor Luciani
THAT the Woodcock Drive and Pheasant Court Design Project X82 be
expanded to include Wren Court as there are plans for development
happening there in 2022 that will impact traffic movement in the area as
well as sidewalks, streetlights, etc. in the future.
Defeated
7. Motions/Notice of Motions
Resolution # 2021-572
Moved By: Councillor Gilvesy
Seconded By: Councillor Parker
THAT a year end surplus or deficit number from the fourth quarter results be
provided to Council at the budget meeting to be held on January 17, 2022 or no
later than the Council meeting to be held on January 27, 2022.
Carried
The following two notice of motions to be included on the January 17, 2022
Council Budget meeting agenda for consideration.
Moved By: Councillor Gilvesy
THAT the OCIF funding in the amount of $237,169 be allocated to the following:
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1) Kinsmen Bridge Design, Project X80 in the amount of $120,000;
2) The maximum qualified amount be directed to fund staff hours with regards to
asset management planning; and
3) Any remaining funds be placed in the Tax Rate Stabilization Account for future
use.
Moved By: Councillor Gilvesy
THAT the $26,000 approved by Council to fund the Tillsonburg 150 celebrations
be funded 50% from taxation and 50% from reserves;
AND THAT the committee and staff explore upper tier funding and additional
sponsorship.
8. By-Laws
8.1 By-Law 2021-127, to provide a schedule of fees for certain municipal
applications, services and permits
8.2 By-Law 2021-128, to amend By-Law 3295 (ZN 7-21-09)
8.3 By-Law 2021-129, to amend By-Law 3295 (ZN 7-21-11)
8.4 A By-Law to amend By-Law 3295 (ZN 7-20-06)
Withdrawn.
Resolution # 2021-573
Moved By: Councillor Luciani
Seconded By: Councillor Esseltine
THAT By-Law 2021-127, to provide a schedule of fees for certain
municipal applications, services and permits; and
By-Law 2021-128, to amend By-Law 3295 (ZN 7-21-09); and
By-Law 2021-129, to amend By-Law 3295 (ZN 7-21-11), 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
9. Confirm Proceedings By-law
Resolution # 2021-574
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Moved By: Councillor Esseltine
Seconded By: Councillor Parker
THAT By-Law 2021-126, to Confirm the Proceedings of the Council meeting held
on December 16, 2021, 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
10. Adjournment
Upcoming Council meetings include:
Monday, January 10, 2022 at 6:00 p.m. regular meeting
Monday, January 17, 2022 at 6:00 p.m. budget meeting (2022 budget
deliberations).
Resolution # 2021-575
Moved By: Councillor Rosehart
Seconded By: Councillor Gilvesy
THAT the Council Budget meeting of Thursday, December 16, 2021 be
adjourned at 6:10 p.m.
Carried