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080103 Regular Council Meeting Minutes(O"IN MINUTES: Meeting for the Committee "Open Council" Review Access: • Public O Private MINUTES Town of Tillsonburg Meeting for the Committee "Open Council" on Thursday January 3, 2008 1 01:00 PM Council Chambers Chair. Stephen Molnar Orders of ft Day: Call to Order Disclosure of Pecuniary Interest or the General Nature Thereof Minutes &. Business Arising out of the Minutes Adoption of Agenda Delegations 2008 Business Plans 2008 Financial Plans Finance 2008 Budget Input Resolutions Iterns of Public Interest Ad-ournment CALL TO ORDER P DISCLOSURE OF PECUNIARY INTEREST OR THE GENERAL NATURE THEREOF None MINUTES $ BUSINESS ARISING OUT OF THE MINUTES DDecember 13, 2007 (Budget Meeting) No. 1 Moved by Deputy Mayor Renaud Seconded by Councillor Lamb AND RESOLVED THAT the Minutes as prepared for the Council Meeting of t4o'q) December 13, 2007 be adopted. "Carried" Page 1 MINUTES: Meeting for the Committee "Open Council" ADOPTION OF AGENDA No. 2 Moved by Deputy Mayor Renaud Seconded by Councillor Lamb AND RESOLVED THAT the Agenda as prepared for the Council Meeting of January 3, 2008 be adopted. "Carried" DELEGATIONS 1. Tillsonburg Library Delegation F) A Delegation representing the Tillsonburg Library Board was present, as requested by Council at the December 13, 2007 meeting. M. Scholtz was also present. Linda White, Chair, Tillsonburg Public Library, appeared before Council to explain the requested increases in the Library budget for 2008. The attached power point presentation was provided. Ua LIM Budget Pr esentation.RRtx There was an opportunity for questions and comments. In response to a question, Ms. White confirmed that there has been an increase in use of the facility, and provided that information. The Director of Finance noted that the Library Business Plan containing this information has been up -dated and placed on 'G' drive this date. Ms. White provided costs for use of computers at the Library. Computer usage can be booked in advance. In response to another question, Ms. White explained that, once the initial file clean-up is complete, and work demands level out, they would like to put additional resources into programs, etc. Councillor Lewis asked what the cost per resident is. ACTION: Ms. White to provide cost per resident, compared to other communities of similar size. FINANCE 2.2008 Budget Overview L) Presented By: Director of Finance Page 2 MINUTES: Meeting for the Committee "Open Council" The Director of Finance provided an overview. It was noted that the increase, at present, is approximately $75 per household for the year. 3.2008 Budget Action Items F) Presented By: Director of Finance The SUMMARY of Action Items, as contained in the December 13, 2007 Minutes were reviewed. The Director of Finance provided the following comments: • Request for a procedure, rather than a policy, regarding attendance at conferences/training - numbers. This is outstanding, to be worked on. Councillor Lewis noted that he would like time spent, plus dollars associated with attending; are choices being exercised relative to some particular budget constraint? D.Eddington noted that he expects information from Ceridian within a week or so. ACTION: Target date to provide time and training data is January 17th. The policy will have to be discussed. • Up -date Customer Service BP - Director of Corporate Services to provide January 2, 2008. This is complete, and has been incorporated into the material. • Up -Date all BP's - All Directors to provide - January 2, 2008. Up -dates have been provided by all Directors, as required. This is complete, and has been incorporated into the material. All business plans can be found on 'G' drive. • Funding formula for planning from the County, relative to the mandated value and the value added, be reviewed. This remains outstanding. ACTION: M.Graves is trying to get response from the County prior to January 17, 2008. • 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. ACTION: A delegation will be scheduled for the January 17th Council/Budget Meeting. • EDAC reductionstexchanges. There are changes and a corresponding decrease in advertising. • Contribution to Economic Development reserves from sale of industrial land to be provided. This is outstanding. Target date is January 17th. • 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. This remains outstanding. ACTION: Mayor Molnar suggested a formal letter be written to the Minister of Finance, requesting a one-time hardship review and that response be as soon as possible, prior to our budget deliberations. • A report to be provided on Bamford-Oehm. This remains outstanding. Target date is January 17th. ACTION: Mayor Molnar suggested a report on the Community Improvement Program (CIP) may be valuable. • A motion passed at another meeting to review this municipality's request to eliminate the County Development Charges in our commercial corridor. It was staffs understanding that this would come up in the Development Charges process. Mayor Molnar noted that he would like a request to go to the County to amend the Page 3 MINUTES: Meeting for the Committee "Open Council" County by-law, to exempt Tillsonburg from County Development Charges, as in Ingersoll and Woodstock. ACTION: The CAO was directed to prepare a report and resolution in the first quarter of 2008. • Director of Finance will need to advise regarding the increase in 2008 Police costs. This is complete. • 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. This is complete. • A Library delegation to be scheduled for the January 3, 2007 meeting. Complete. • 9:00 a.m. Library opening to be discussed at their next meeting. A report is due back thereafter. ACTION: The Library Board will meet next week - potentially have a report for January 17th. • Heritage Signage Reserve - Director of Finance to prepare for January 2, 2008. There is no Town reserve for heritage signage. The Deputy Treasurer believes it was, at one time, a BIA project. • A report is required on Community Services staffing changes to manage increase in minimum wage. ACTION: Target date - January 17th. • Director of Community Services to separate and provide the TSEC revenue split information to Council. Complete - email was sent out. • An energy efficiency report for Rec Facilities to be prepared. ACTION: Report to be prepared by January 17th. • To provide missing data on new fire dispatch contracts. Complete, and incorporated into version on 'G' drive. • To talk about additional Fire FTE. B.Parsons asked when he could address Council and have this discussion before the budget is passed. Outstanding. • Roads to be aligned with AM. Complete - aligned to what was in 5 -year capital. • Director of Operations to prepare a report, at some time, regarding the age of the infrastructure under us. ACTION: S.Lund confirmed that this has been given to Engineering. The best available report out of WorkTech will be provided Second Quarter 2008. • Enterprise Services - Value of MSA to be provided. ACTION: Target date -February. 2008 BUDGET INPUT 4.2008 Budget Input F) Presented By: Council Discussion was held, and the following actions/directions were noted: Action: Include a line item for $20,000 for kitchen equipment for Town facilities. /0101 Action: Take the Seniors Parking Lot at the Community Centre out of supplemental and put into capital in 2008, and to be funded by reserves. Page 4 MINUTES: Meeting for the Committee "Open Council" Action: The Director of Community Services to up -date Recreation Facilities Business Plan by January 17, 2008. Action: The Director of Finance to obtain a report on assessment base real growth by January 17, 2008. Action: The Director of Community Services to provide a report on impact of no spring ice for May, June and July, by referencing 2007 usage, and review the Business Plan. Action: The CAO to prepare a report regarding operational staff hours for Q1 2008. SUMMARY of Action Items, from Agenda Items 3 and 4, above: • Request for a procedure, rather than a policy, regarding attendance at conferences/training - numbers. This is outstanding, to be worked on. Councillor Lewis noted that he would like time spent, plus dollars associated with attending; are choices being exercised relative to some particular budget constraint? D.Eddington noted that he expects information from Ceridian within a week or so. ACTION: Target date to provide time and training data is January 17th. The policy will have to be discussed. • Funding formula for planning from the County, relative to the mandated value and the value added, be reviewed. This remains outstanding. ACTION: M.Graves is trying to get response from the County prior to January 17, 2008. • 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. ACTION: A delegation will be scheduled for the January 17th Council/Budget Meeting. • Contribution to Economic Development reserves from sale of industrial land to be provided. This is outstanding. Target date is January 17th. • 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. This remains outstanding. ACTION: Mayor Molnar suggested a formal letter be written to the Minister of Finance, requesting a one-time hardship review and that response be as soon as possible, prior to our budget deliberations. • A report to be provided on Bamford-Oehm. This remains outstanding. Target date is January 17th. ACTION: Mayor Molnar suggested a report on the Community Improvement Program (CIP) may be valuable. • A motion passed at another meeting to review this municipality's request to eliminate the County Development Charges in our commercial corridor. It was staffs understanding that this would come up in the Development Charges process. Mayor Molnar noted that he would like a request to go to the County to amend the County by-law, to exempt Tillsonburg from County Development Charges, as in Ingersoll and Woodstock. ACTION: The CAO was directed to prepare a report and resolution in the first quarter of 2008. • 9:00 a.m. Library opening to be discussed at their next meeting. A report is due Page 5 MINUTES: Meeting for the Committee "Open Council" back thereafter. ACTION: The Library Board will meet next week - potentially have a report for January 17th. • A report is required on Community Services staffing changes to manage increase in minimum wage. ACTION: Target date - January 17th. • An energy efficiency report for Rec Facilities to be prepared. ACTION: Report to be prepared by January 17th. • To talk about additional Fire FTE. B.Parsons asked when he could address Council and have this discussion before the budget is passed. Outstanding. • Director of Operations to prepare a report, at some time, regarding the age of the infrastructure under us. ACTION: S.Lund confirmed that this has been given to Engineering. The best available report out of WorkTech will be provided Second Quarter 2008. • Enterprise Services - Value of MSA to be provided. ACTION: Target date - February. • Include a line item for $20,000 for kitchen equipment for Town facilities. • Take the Seniors Parking Lot at the Community Centre out of supplemental and put into capital in 2008, and to be funded by reserves. • The Director of Community Services to up -date Recreation Facilities Business Plan by January 17, 2008. • The Director of Finance to obtain a report on assessment base real growth by January 17, 2008. • The Director of Community Services to provide a report on impact of no spring ice for May, June and July, by referencing 2007 usage, and review the Business Plan. • The CAO to prepare a report regarding operational staff hours for Q1 2008. 2008 BUSINESS PLANS 5.2008 Business Plans [) Presented By: Directors Provided as information. 2008 FINANCIAL PLANS 6.2008 Financial Plans F) RESOLUTIONS Presented By: Directors Provided as information. No. 3 Moved by Deputy Mayor Renaud Seconded by Councillor Lamb THAT a staff report, through the office of the CAO, be Page 6 MINUTES: Meeting for the Committee "Open Council" prepared highlighting available and potential 3rd party funding formulas for community projects in 2008, and that a consolidated report be introduced as part of Business Plan deliberations, prior to adoption of the 2008 Budget. "Carried" ITEMS OF PUBLIC INTEREST ADJOURNMENT Meeting adjourned at 4:10 p.m. 7. Next Meeting - January 17, 2008 -1:00 to 4:00 p.m. D Approval Received: (1 of 1) Lana Lund/Tillsonburg (Tuesday January 08, 2008 11:31 AM) Town of Tillsonburg Page 7