080116 Budget Council Meeting MinutesMINUTES: Meeting for the Committee "Open Council"
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Review Access: • Public :; Private
CLOSED MEETING SESSION
No. 1
Moved by Deputy Mayor Renaud
Seconded by Councillor Lamb AND RESOLVED THAT Town Council move into Closed Session.
f "Carried"
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MINUTES: Meeting for the Committee "Open Council"
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DISCLOSURE OF PECUNIARY INTEREST OR THE GENERAL NATURE THEREOF
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MINUTES & BUSINESS ARISING OUT OF THE MINUTES
[January 3, 2008 (Budget Meeting)
No. 2
Moved by Councillor Stephenson
Seconded by Councillor Rosehart AND RESOLVED THAT the Minutes as prepared for the Council
Meeting of January 3, 2008 be adopted.
"Carried"
ADOPTION OF AGENDA
No. 3
Moved by Councillor Stephenson
Seconded by Councillor Rosehart AND RESOLVED THAT the Agenda as prepared for the Special
Council (Budget) Meeting of January 16, 2008 be adopted.
"Carried"
r` PRESENTATIONS
PUBLIC MEETINGS
DELEGATIONS
1. BIA Delegation (3:00 p mj
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2008 Business plan 510 BIA. doc
Presented By: Richard Miggens, Chair
Mr. Rick Miggens, Chair of the Tillsonburg B.I.A., appeared before Council. The most recent draft of the
B.I.A.'s 2008 Business Plan was provided, as attached.
Mr. Miggens reviewed the document, and added that big ticket long-term plans include welcome signs to
the downtown.
In response to a question from Councillor Lamb, Mr. Miggens advised that the welcome signs would be
located at the following locations—from the north, Broadway and Bridge; from the east, Simcoe Street -
i''� Mineral Springs triangle; and from the south, John Pound Road from Highway 3, in the Pea Mill area.
Councillor Lamb asked if any consideration had been given to benches without backs. The Chair
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MINUTES: Meeting for the Committee "Open Council"
responded that, the current benches, which are out from April to October, are traditional Victorian style
benches. Mr. Miggens indicated he could take the suggestion of adding some flat benches to the Board
for discussion.
In response to Councillor Lamb's question regarding hanging baskets, Mr. Miggens advised that baskets
are hung on Broadway, from the London Street area north to the Imperial Hotel area; approximately 48
baskets.
In response to a question from Councillor Rosehart, Mr. Miggens commented regarding the purpose of the
proposed BIA signage. This focal point signage would define the downtown and welcome people to it.
Councillor Rosehart questioned if less costly hanging baskets or banners could be used. Mr. Miggens
responded that there hasn't been any discussion about hanging baskets, other than flowers, but the Board
would be interested in hearing any ideas. With respect to banners, Mr. Miggens noted that they do have a
line item for banners, and there was some investigation last year. However, they wanted a 5 -year plan
and a lot of money to get into that particular venue. The Board continues to look into banners, and less
cost. Banners last approximately 5 years.
Councillor Stephenson suggested digital signage, advertising events. Mr. Miggens responded that this
idea ties in with another suggestion, and he will take that suggestion forward.
In response to another question from Councillor Stephenson regarding the Chamber of Commerce, Mr.
Miggens advised that, to be a member of the B.I.A., one has to be of the general membership.
Historically, there has been at least one member who falls into both areas ... a B.I.A. Board member and
also on the Chamber of Commerce.
The CAO noted that he understands there are discussions being held regarding an amended service
agreement.
Mr. Miggens responded that the merchants feel costs for storage of benches, garbage collection, etc.
should be paid for through taxation, not the levy.
The CAO added that the Town's Development Commissioner is going to be looking at grants that may be
available. One of the grant programs out there, especially for community downtown revitalization, is the
RED. Perhaps some of the capital work contained in the B.I.A.'s business plan could be leveraged for
that, i.e. signage, lighting, etc. The CAO suggested we meet with the Development Commissioner to
review possible opportunities.
Mr. Miggens indicated the Board would welcome that
In response to a question from Councillor Lamb, Mr. Miggens noted that the contribution from reserve
number was provided by the Town's Finance department, and was our best estimate as of a couple weeks
ago. Some outstanding bills still need to flow through from 2007.
In response to a comment from Mayor Molnar regarding parades, street closings, and consistent store
hours, Mr. Miggens noted that the Board is aware of the concerns and others ways of closing streets, etc.
are being investigated.
The Director of Finance suggested to the Chair to outline financial changes for 2008 that the B.I.A. would
like to make.
Mr. Miggens commented that the Board is suggesting they move forward and start to carry out what the
constitution allows them to do. They are suggesting in 2008, they open their own bank accounts and take
responsibility for financial reporting. The Director of Finance responded by suggesting to Mr. Miggens, if
we proceed that way, the Town's account be closed. He noted the GST rebate would disappear.
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MINUTES: Meeting for the Committee "Open Council'
�1 In response to a question from Councillor Lamb, Mr. Miggens noted that the B.I.A. is within the C1 zone,
and is basically the downtown core, as fare over as Rolph Street and Lisgar Avenue, the south side of
Venison Street, and London Street is the bottom parameter. The last list of the merchants and landlords
contained approximately 220-230 members. Mr. Miggens added that the only cost to any member is the
levy that is assessed each year.
QUARTERLY REPORTS
CHIEF ADMINISTRATIVE OFFICER
OPERATIONS
COMMUNITY SERVICES
CORPORATE SERVICES
Aooels >
r` FINANCE
2.2008 Budget Overview
Presented By: Director of Finance
The Director of Finance provided a 2008 Budget Overview.
Discussion was held regarding staff overtime.
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3.2008 Budget Action Items D
Presented By: Director of Finance
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.
ACTION: Target date to provide time and training data is January 17th. The policy
will have to be discussed.
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2007 Payroll training hours and dollars.pdf 2007 training expenditures. pdf
Conference and Training Policy 011008.doc 2008 vs 2007 Discretionary Spending.xls
The Director of Finance noted that attached are two analysis relating to training and
suggested policy. Discretionary spending has also been looked at.
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MINUTES: Meeting for the Committee "Open Council"
Discussion was held and Mayor Molnar directed Council members to forward specific
f questions regarding 'Miscellaneous for specific department budget files' to the
Director of Finance, and responses will be prepared. Complete.
NEW ACTION ITEM: What assumptions have been made for fee schedules?
• Funding formula for planning from the County, relative to the mandated value and
the value added, be reviewed.
ACTION: M.Graves is trying to get response from the County prior to January 17,
2008.
The Director of Corporate Services is still waiting to hear from the County. We are
following up with that.
• BP for BIA to be provided by Director of Corporate and BIA January 2008.
The Chair of the BIA appeared as a Delegation. (see above) Complete.
• 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. Complete.
• Contribution to Economic Development reserves from sale of industrial land to be
provided.
10% reserve contribution of all revenue for future economic growth strategies and
local strategic planning initiatives:
,,rte Original reserve established 2005 $58,854
2007 additions, from three land sales
to Horvath, 2130542 Ontario Inc. and
Future Transfer $13,170
Total $72,024
Information has been circulated. Complete.
• 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.
Correspondence is being sent by Mayor Molnar.
• A report to be provided on Bamford-Oehm.
ACTION: Mayor Molnar suggested a report on the Community Improvement Program
(CIP) may be valuable.
R -da -
FI 2008-003 Community Improvement Plan Bamford Oehm.doc
Complete.
r'"� • A motion passed at another meeting to review this municipality's request to
A eliminate the County Development Charges in our commercial corridor.
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MINUTES: Meeting for the Committee "Open Council"
!'O"b\ It was staffs understanding that this would come up in the Development Charges
110, process.
Mayor Molnar noted that he would like a request to go to the County to amend the
County by-law, to exempt Tilisonburg 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
back thereafter.
ACTION: The Library Board will meet next week - potentially have a report for
January 17th.
A report to be available after their meeting.
A report is required on Community Services staffing changes to manage increase
in minimum wage.
ACTION: Target date - January 17th.
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2008 Minimum Wage.doc
Report attached. Complete.
• An energy efficiency report for Rec Facilities to be prepared.
ACTION: Report to be prepared by January 17th.
Energy Savings Report December 2007.doc
Information attached. Complete.
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To talk about additional Fire FTE. B.Parsons asked when he could address
Council and have this discussion before the budget is passed.
Complete.
• 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.
On Supplemental List. Complete.
• Take the Seniors Parking Lot at the Community Centre out of supplemental and put
into capital in 2008, and to be funded by reserves.
Complete .... in budget.
• The Director of Community Services to up -date Recreation Facilities Business Plan
by January 17, 2008.
Complete.
• The Director of Finance to obtain a report on assessment base real growth by
January 17, 2008.
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MINUTES: Meeting for the Committee "Open Council'
2007 Assessment Growth.doc
Report attached. Complete.
• 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.
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Revised Suggested Budget Savings -Community Services.doc Ice Budget 2008.doc
Complete.
• The CAO to prepare a report regarding operational staff hours for Q1 2008,
involving holiday hours.
• A staff report, through the office of the CAO, be 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.
INVENTORY OF GRANTS JAN 07.xisx
Work in progress... will continue to add.
.10� 4. 2008 Budget Input
/101 Presented By: Council
5.2008 Business Plans
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Up -Date: 2008 Business plan 505 Economic Development (Jan 15, 07).doc
Provided as Information:
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6.2008 Financial Plans
Provided as Information:
Presented By: Directors
Presented By: Directors
`ow 2008 Budget 000 Consolidation.xls 2008 Budget 100 Council.xls 2008 Budget 110 Corp Admin & Finance.xls
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MINUTES: Meeting for the Committee "Open Council"
2008 Budget 120 Customer Service.xls 2008 Budget 130 Fleet.xls 2008 Budget 135 Facilities.xls _
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2008 Budget 140 Comm Emerg Mgmt Prog.xls 2008 Budget 145 Enterprise Services.xls 2008 Budget 150 Fire.xls
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2008 Budget 160 Police.xls 2008 Budget 170 Conservation. As 2008 Budget 170, 220, 225, 235, 260 Roads -Consolidated. As
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2008 Budget 180 Protection.xls 2008 Budget 190 Building. xls 2008 Budget 200 Ops Admin.xls 2008 Budget 210 Engineering. AS
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2008 Budget_ 220 Roads.xls 2008 Budget 225 Winter Maintenance. As 2008 Budget 230 Parking.xls 2008 Budget 235 Streetlights.xls
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2008 Budget 240 Airport. As 2008 Budget 250 Sanitary Sewers.xls 2008 Budget 260 Storm Sewers.xls 2008 Budget 270 Water.xis
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2008 Budget 280 Solid Waste.xls 2008 Budget 300 Cemetery. As 2008 Budget 450 Recreation - Parks.xls
mil
2008 Budget 450, 460, 465 Recreation- Consolidated.xls 2008 Budget 455 Comm ServAdmin.xls
2008 Budget 460 Recreation-Programs.xls 2008 Budget 460.465-7703 Special Events Centre.xls
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2008 Budget 465 Recreation - Facilities.xis 2008 Budget 467 EFC.xIs 2008 Budget 470 Library.xls 2008 Budget 475 Museum.xls
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2008 Budget 480 Tounsm.xls 2008 Budget 500 Planning. As 2008 Budget 505 Economic Development.xls 2008 Budget 510 BIA.xls
7. 2008 Supplemental List D
Provided as Information:
INFORMATION ITEMS
NOTICE OF MOTION
RESOLUTIONS
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BY-LAWS
Presented BY: Directors
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ITEMS OF PUBLIC INTEREST
NEXT MEETING: January 29, 2008 1:00 to 4:00 p.m.
Discussion was held regarding the Youth Advisory Group. Their Committee
recommendations will come to Council. Everything else will run through Community Services.
CLOSED MEETING SESSION CONTINUED
No. 4
Moved by Deputy Mayor Renaud
Session. Seconded by Councillor Lamb AND RESOLVED THAT Town Council move into Closed
"Carried"
ADJOURNMENT
Meeting adjourned at 4:20 p.m.
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Approval Received: (1 of 1)
Lana Lund/Ti llsonburg (Wednesday January 23,
2008 12:12 PM)
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Town of Tillsonburg
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