071213 Special Council Meeting MinutesMINUTES: Meeting for the Committee "Open Council"
� Review Access: • Public O Private
DISCLOSURE OF PECUNIARY INTEREST OR THE GENERAL NATURE THEREOF
None
ADOPTION OF AGENDA
No. 1
Moved by Deputy Mayor Renaud
Seconded by Councillor Lamb AND RESOLVED THAT the Agenda as prepared for the Special Council
'Budget' Meeting of December 13, 2007 be adopted.
"Carried"
2008 OVERVIEW
1. 2008 Overview. Agenda and Supplementary List
AO ■
Presented By: Directors
Page 1
MINUTES: Meeting for the Committee "Open Council"
rte, The Overview, as provided, was reviewed.
The CAO noted that there is no new capital in the proposed 2008 budget, and any
requests are on the supplementary list for Council's consideration.
Mayor Molnar asked that following this meeting, questions/comments can be directed to
D.Eddington's attention, and copy all of Council and Directors, and the response will go
back to everyone or be consolidated into the report, which will be forwarded prior to the
January 3, 2008 meeting.
2008 BUSINESS PLANS
2. 2008 Business Plans D
Directors reviewed and commented on their areas. Presented By: Directors
Director of Corporate Services:
Council - There is not much change; increased training budget, more in line with what
was spent in 2007. ACTION: There was a request for a procedure, rather than a policy,
regarding attendance at conferences/training - numbers.
Customer Service - There is a reduction. ACTION: Up -Date Customer Service BP -
Director of Corporate Services to provide January 2, 2008.
ACTION: Up -Date all BP's - All Directors to provide - January 2, 2008.
Protection - This is reduced, mostly because of dispatch. Although there is a reduction
here, there will be a corresponding increase in Fire. Councillor Lewis suggested for
consideration that all legal costs be administered through Corporate.
Planning - ACTION: Mayor Molnar suggested that the funding formula for planning from
the County, relative to the mandated value and the value added, be reviewed.
BIA - They do have a new draft and are hoping to meet next week. They are looking at
some ambitious projects for 2008. Councillor Lewis requested material evidence if
Directors say something is expensive, etc.
ACTION: BP for BIA to be provided by Director of Corporate and BIA January 2008.
ACTION: The BIA to be scheduled as a delegation for the next Budget session, January
3, 2008.
The Development Commissioner was present for Economic Development. EDAC has
looked as this budget and asked that we increase one line item - Training and
Development, and passed a motion in that regard. ACTION: Councillor Lewis asked
what they offered to reduce/exchange - it's not all about increased; but rather choices.
be provided. ACTION: Contribution to Economic Development reserves from sale of industrial land to
Corporate Admin. - ACTION: Request was made that we review the need for resolution
or staff report on the impact of OMPF and our contribution to either AMO or Municipal
Affairs and Housing, or Finance, in their review of OMPF, on the impact locally. ACTION:
Mayor Molnar asked the Director of Finance to prepare a one -pager.
ACTION: A report to be provided on Bamford-Oehm.
Consolidation of legal fees to be discussed.
ACTION: Mayor Molnar would like to see a motion passed at another meeting to review
this municipality's request to eliminate the County Development Charges for our
commercial corridor.
Page 2
MINUTES: Meeting for the Committee "Open Council"
Police: Nothing unusual reported in this Budget. It was noted that, yesterday, the CAO
OOMIN and Director of Finance received the 2008 costs and they are substantially higher. The
increase seems to be in labour costs and the Director of Finance is trying to obtain more
information. If the increase is correct, the budget will need to be increased by a little over
$100,000. ACTION: As this is unresolved, the Director of Finance will need to advise.
ACTION: There was consensus that we send something to the Police Services Board,
even an email, as they meet next week. The Director of Finance to forward to the Chair
material that has been received, and a request for some level of comment through the
Director back to Council.
Mayor Molnar suggested, as we move through Police, there be a specific request through
the Minister of Finance for hardship funding.
Director of Community Services:
Community Services Admin. - There is an addition of a Station Arts Grant.
Airport - It was noted that something needs to be done with the terminal building.
Cemetery -
Library - They are requesting a substantial increase. They are looking for additional
staffing support and have aggressively targeted some additional review. They are also
looking at increasing some rental rates.
ACTION: A Library delegation to be scheduled for the January 3, 2007 meeting.
C.Hildebrand to contact the delegation.
ACTION: 9:00 a.m. Library opening to be discussed at their next meeting. A report is due
back thereafter.
Museum -
ACTION: Heritage Signage Reserve - Director of Finance to prepare for January 2, 2008.
Tourism - We purchased our tea, coffee and candle gift items this year.
Parks and Recreation - ACTION: A report is required on staffing changes to manage
increase in minimum wage.
There was discussion regarding the parking lot proposed for the Seniors Centre.
TSEC - Councillor Stephenson requested this be red -flagged, as a million dollars in 5
years is not acceptable.
The CAO noted that there will be a service review report coming forward. A draft has
been prepared and the report can be brought forward quite quickly.
ACTION: Tractor Trailer rental is included in Rental. The Director of Community
Services to separate and provide the revenue split information to Council.
EFC - There is the same expectation for Elliott Fairbairn, as for the TSEC. Mayor Molnar
commented that nothing is to receive more than 2% of subsidy from the taxpayer.
prepared. Municipal Facilities - ACTION: An energy efficiency report for Rec Facilities to be
The Fire Chief was present for CEMP and Fire.
ACTION: To provide missing data on new dispatch contracts.
A note was made to talk about additional Fire FTE. B.Parsons asked when he could
address Council and have this discussion before the budget is passed.
Mayor Molnar asked how much it would cost to put together a primitive, yet effective,
emergency management kit for 6,200 households. B.Parsons responded $45-$50 per kit.
Operations:
Roads - With respect to winter maintenance, the GPS was discussed and that this proves
the Town's due diligence from an insurance perspective. Councillor Lewis suggested that
pre -wetting the streets should be publicized with the public; communicate that we are
trying to be proactive.
ACTION: Roads to be aligned with AM.
Parking -
!� Sanitary Sewers - We are close to having our agreement with the County. ACTION:
Page 3
MINUTES: Meeting for the Committee "Open Council"
Councillor Lewis requested the Director of Operations to prepare a report, at some time,
/001� regarding the age of the infrastructure under us.
Solid Waste: This is up $20,000. Labour costs are fairly consistent.
Mayor Molnar left the meeting at 2:00. Deputy Mayor Molnar chaired the meeting in the
Mayor's absence, and continued to chair portions of the meeting, upon the Mayor's return.
Building - Councillor Stephenson commented regarding his concerns of hiring a full-time
person, in case the demand drops. He suggested a contract person. The Director of
Operations commented as to how we have been experiencing an increase. The CAO
added that there are no guarantees but, based on history and the amount of development
we have on draft plans, the increased will continue.
Operations Admin. -
Engineering - Councillor Stephenson suggested a change from Miscellaneous to County
Revenue. The Director of Finance responded by recommending no change, as it's
consistent through all budgets.
Enterprise Services - Discussion was held regarding replacement of street lights with LED
and the costs savings. It would be about a million dollar cost; with about a 10 -year payback.
ACTION: Value of MSA to be provided.
Water -
Fleet -
SUMMARY of above Action Items:
• Request for a procedure, rather than a policy, regarding attendance at
conferences/training - numbers.
• Up -date Customer Service BP - Director of Corporate Services to provide January 2,
2008.'
• Up -Date all BP's - All Directors to provide - January 2, 2008.
• Funding formula for planning from the County, relative to the mandated value and the
value added, be reviewed.
• BP for BIA to be provided by Director of Corporate and BIA January 2008.
• BIA to be scheduled as a delegation for the next Budget session, January 3, 2008.
• EDAC reductions/exchanges.
• Contribution to Economic Development reserves from sale of industrial land to be
provided.
• Review of need for resolution or staff report on the impact of OMPF and our
contribution to either AMO or Municipal Affairs and Housing, or Finance, in their
review of OMPF, on the impact locally. Director of Finance to prepare a one -pager.
• A report to be provided on Bamford-Oehm.
• A motion passed at another meeting to review this municipality's request to eliminate
the County Development Charges in our commercial corridor.
• Director of Finance will need to advise regarding the increase in 2008 Police costs.
• Director of Finance to forward to the Police Services Board Chair material that has
been received, and a request for some level of comment through the Director back to
Council. Mayor Molnar suggested, as we move through Police, there be a specific
request through the Minister of Finance for hardship funding.
• A Library delegation to be scheduled for the January 3, 2007 meeting. C.Hildebrand
to contact the delegation.
• 9:00 a.m. Library opening to be discussed at their next meeting. A report is due back
thereafter.
• Heritage Signage Reserve - Director of Finance to prepare for January 2, 2008.
• A report is required on Community Services staffing changes to manage increase in
minimum wage.
• Director of Community Services to separate and provide the TSEC revenue split
information to Council.
r"� • An energy efficiency report for Rec Facilities to be prepared.
Page 4
MINUTES: Meeting for the Committee "Open Council"
• To provide missing data on new fire dispatch contracts.
/OW) • To talk about additional Fire FTE. B.Parsons asked when he could address Council
and have this discussion before the budget is passed.
• Roads to be aligned with AM.
• Director of Operations to prepare a report, at some time, regarding the age of the
infrastructure under us.
• Enterprise Services - Value of MSA to be provided.
2008 BUDGETS
3.2008 Budgets D
RESOLUTIONS
4. Notice from the County of Oxford RE: Simcoe Street
I }.ri:i
Simcoe Street Notice 13 Dec 2007.pdf Resolution #2 Dec 13 07.pdf
No. 2
Moved by Councillor Lewis
Seconded by Deputy Mayor Renaud AND RESOLVED THAT the correspondence
received by the Corporation of the Town of Tillsonburg on December 13, 2007 titled,
"Notice to Residents and Businesses - Reconstruction of Simcoe Street, County Road 51"
from the County of Oxford and CJDL Consulting Engineers be received, and further;
That Council direct the CAO to correspond immediately with the County of Oxford to
express our extreme disappointment in the lack of communication concerning the
completion of the Simcoe Road project, and further;
That the Council of the Town of Tillsonburg requests the continuation of the construction
of County Road 51 as anticipated for an original completion date of November 30, 2007,
to target a completion date as soon as possible.
"Carried"
ITEMS OF PUBLIC INTEREST/ROUND TABLE
Reserves. Councillor Stephenson noted that he will talk with the Director of Finance regarding
Council Members were asked to direct any questions/comments to the Director of
Finance, and copy all of Council and Directors, and the responses will also be directed to
all of Council and Directors.
All departments were asked to review priorities for possible cuts.
The next Budget Meeting was scheduled for January 3, 2008 from 1:00 to 4:00.
/Ofts Delegations to be scheduled from the B.I.A. and Library for January 3, 2008. (10 minutes
Page 5
MINUTES: Meeting for the Committee "Open Council'
maximum per delegation)
ADJOURNMENT
The meeting adjourned at 3:50 p.m.
Approval Received: (1 of 1)
Lana Lund/Tillsonburg (Wednesday January 02,
2008 02:04 PM)
Michael Graves/Tillsonburg (Thursday January 03,
2008 09:31 AM); Michael Graves/Tillsonburg
(Thursday January 03, 2008 10:49 AM)
Town of Tillsonburg
Page 6