110311 Regular Council Meeting MinutesMINUTES: Meeting for the Committee "Open Council'
Review Access: • Public O Private
MINUTES
Town of Tillsonburg
Meeting for the Committee "Open Council'
on
Friday March 11, 2011 1:00 PM
Council Chambers
Chair: John Lessif
Orders of the Day:
CALL TO ORDER
The meeting was called to order at 1:00 p.m.
ADOPTION OF AGENDA
/'1
Resolution No. 1
Moved by: Councillor Rosehart
Seconded by: Councillor Getty AND RESOLVED THAT the Agenda as prepared for the Open
Session of the Council Meeting of March 11, 2011 be adopted.
"Carried"
DISCLOSURE OF PECUNIARY INTEREST OR THE GENERAL NATURE THEREOF
None were disclosed
MINUTES & BUSINESS ARISING OUT OF THE MINUTES
Minutes of the Special Council Meeting of February 3, 2011 Q
Minutes of the Special Council Meeting of February 15, 20119
Resolution No. 2
Moved by: Councillor Getty
Seconded by: Councillor Rosehart AND RESOLVED THAT the Minutes of Closed Session of
Council and Open Session of Council for February 3, 2011 and February 15, 2011, be approved.
AO%k "Carried"
DELEGATIONS
Page 1
MINUTES: Meeting for the Committee "Open Council"
1. Community Parks, Recreation & Cultural Strategic Master Plan 2
Presented By: Monteith -Brown, Planning Consultants
10-1300 Draft Master Plan. pdf
Monteith -Brown was not able to attend and the presentation will be rescheduled.
2. David Palmer, Police Services Board Budget Request Q
David Palmer appeared before Council and commented with respect to the Police Services Board
Budget request..
The items for the budget request were identified.
Council was given the opportunity for questions.
Council felt that the request was not for items of necessity and that such items can be deferred for
another year.
Council spoke of their appreciation and support for the local police service.
COMMUNITY SERVICES
3. Grass Cutting & Landscaping Services CSD2011-
Presented By: Director of Community Services
Council was provided with an updated spreadsheet.
It was agreed that the wording on the RFQ should have been clearer.
Resolution No. 3
Moved by: Councillor Klein
Seconded by: Councillor Beres AND RESOLVE THAT staff issue a revised RFQ for the Lawn
Maintenance contract to the Contractors invited on the original RFQ with the modification to the
language including but not limited to the awarding by zone and the inclusion of discounts. With a
suggested close date of March 28, 2011.
"Carried"
MM
Grass Cutting & Landscaping Maintenance Oustsourcing CSD2011.03.doc Summary of Pricing Updated.xls Spreadsheet
updated to reflect totals
�m
ad
—1d —ad
Williams Lawn Care.pdf Courtland Professional Property Managment.pdf D D Commercial Prop Grounds Maint.pdf
111ki % %
D D Commercial Property Maintenacne.pdf Grass Cutting RFQ.pdf Landscaping Services RFQ.pdf
Norfolk Gardens Landscaping.pdf Over the Fence Landscaping and Property Maint.pdf William Lawn Care - Grass Cutting.pdf
Page 2
MINUTES: Meeting for the Committee "Open Council"
FINANCE
4. FI 2011-008 Asset Mana e� ment 9
Presented By: Director of Finance
Resolution No. 4
Moved by: Deputy Mayor Renaud
Seconded by: Councillor Klein AND RESOLVE THAT report FI 2011-008 Asset Management be
received as information;
AND FURTHER RESOLVE THAT the recommendations incorporated therein be adopted.
"Carried"
5. F12011-007 Asset Management Plans Q
Presented By: All Directors
Discussion took place regarding shortfall in funding relating to IT - there are a number of
computers that will need to be replaced at the same item.
To look at the minimum computer replacement based on contract renewals.
The two large purchases in the next couple of years were noted - fire truck and reconstruction of
part of Quarter Town Line.
fA ® Replacement of the snow plow was discussed including discussion on contracting out the service.
To defer the remainder of the asset management plans in items No. 5 & No. 6 to after March
Break.
Proposed Resolution
AND RESOLVED THAT report FI 2011-007 2011 Asset Management Plan be received as
information;
AND FURTHER RESOLVED THAT the 2011 Asset Management Plan be adopted in the amount
of $2,329,417.
6.2012-2016 Asset Management Plans 9
Presented By: All Directors
Proposed Resolution
RESOLVED THAT Council receive the 2012-2016 asset management plans as information
7.2011 Draft Budget Q
Presented By: Director of Finance
To ensure that we receive Committee reports to Council at least twice yearly in order that Council
can make a more informed decision regarding budget items.
Also to invite groups from the community such as Physician Recruitment, Chamber of Commerce,
etc., to appear before Council to report on their business and keep council informed.
Discussion took place on Physician Recruitment and the need to continue.
Council gave direction to leave the $7500 for Physician Recruitment as a line item in the budget.
Page 3
MINUTES: Meeting for the Committee "Open Council"
r
Discussion took place regarding the Station Arts Centre funding.
Duplication of programs has to be eliminated within the community
It was suggested that there be a line item for budget money for community groups and then
council can determine where those monies should be distributed.
The memorandum of understanding between the Station Arts and the Town will be completed
after the Budget process.
Resolution No. 5
Moved by: Deputy Mayor Renaud
Seconded by: Councillor Getty AND RESOLVE THAT Council approve the funding for the Station
Arts Centre in the amount of $26000 for the 2011 fiscal year and that those additional funds come
from reserves.
"Carried"
INFORMATION ITEMS
8. FI 2011-009 Fire Pumper/Tanker Q
Presented By: Director of Finance
Resolution No. 6
Moved by: Councillor Stephenson
Seconded by: Councillor Beres RESOLVE That report FI 2011-009 Fire Pumper/Tanker be
received as information.
/0't
"Carried"
ITEMS OF PUBLIC INTEREST
ADJOURNMENT
Moved by: Councillor
Seconded by: Councillor AND RESOLVED THAT the meeting be adjourned at 4:05 p.m.
"Carried"
Approval Received: (1 of 1)
Donna HemeryckfTillsonburg (Monday March 14,
201102:58 PM)
A
Town of Tillsonburg
Page 4