080204 Regular Council Meeting MinutesMINUTES: Meeting for the Committee "Open Council"
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Review Access: • Public 0 Private
ALSO PRESENT: John Gott
CALL TO ORDER
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CLOSED MEETING SESSION
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MINUTES: Meeting for the Committee "Open Council"
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DISCLOSURE OF PECUNIARY INTEREST OR THE GENERAL NATURE THEREOF
None
MINUTES & BUSINESS ARISING OUT OF THE MINUTES
[January 29, 2008
No. 1
Moved by Deputy Mayor Renaud
Seconded by Councillor Lamb AND RESOLVED THAT the Minutes as prepared for the Special Council
(Budget) Meeting of January 29, 2008 be adopted, as amended to include Summary of 2008 Results.
"Carried"
ADOPTION OF AGENDA
No. 2
Moved by Deputy Mayor Renaud
Seconded by Councillor Lamb AND RESOLVED THAT the Agenda as prepared for the Special Council
(Budget) Meeting of February 4, 2008 be adopted.
"Carried"
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PRESENTATIONS
PUBLIC MEETINGS
DELEGATIONS
Tillsonburg Police Services Board (deferred)
Station Arts Centre (deferred)
QUARTERLY REPORTS
CHIEF ADMINISTRATIVE OFFICER
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`OPERATIONS
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COMMUNITY SERVICES
CORPORATE SERVICES
FINANCE
1.2008 Budget Overview
2008 Budget 000 Consolidation. As
2. 2008 Budget Action Items
SUMMARY of Action Items:
Presented By: Director of Finance
• What assumptions have been made for fee schedules?
Community Centre 2008 Increases by Program effective March 31st:
Health Club/ Squash Memberships - 5%
Aqua Fit/Aerobic Memberships - 5%
Adult Dance Programs - 5% -
Pool Memberships - 5%
Indoor Pool & WaterPark Rentals - 5%
Daily Fees - Health Club, Squash, Wallyball, Aqua Fit and Aerobic Classes - 5%
Swimming Lessons -10%
Youth Dance- 2%
Advanced Aquatics - 2.5%
Youth Programs - 2%
Youth Summer Camps - 2%
Arena Rentals - 5% Effective Sept 1, 2008
Facility Rentals - 5%
Special Events Centre - 5%
Board of Education Programs - 2.5%
Revenue Increases 2008 by Cost Centre
Arena - $ 24,159
Aquatics - $29,205.
Water Park - $5000.
Health Club - $11,000
Halls & Meeting Rooms - $ 3,000.
Youth Programs - $18,000.
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f# Total $90,364.00
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Operations:
There are no new fee increases reflected in the budget
Finance:
NIA
NOTE: The Director of Community Services indicated she could demonstrate that the
Community Services items (as listed above) have been included in the budget.
• DIRECTION: Direction was given to remove this item.
• Discretionary Expenses:
1. Attached is the advertising detail/back up for the advertising spreadsheet below. It has
as much detail as Great Plains can provide without actually pulling the actual invoices.
The detail has been reviewed by the Directors who indicate that the costs are ongoing.
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� 2. The Bowes/Ti llsonburg News costs were analyzed. Please see the attached file:
I Ed
2007 Advertising Costs 011108.xis
3. Discretionary expenses were reviewed and explanations are provided. Please see:
2008 vs 2007 Discretionary Spending.xls
• Clarification was given that this $90,000 is in the budget.
• The Director of Community Services confirmed that the increases cover the increased
costs associated with programs, and this can be demonstrated. When a new
program is run, costs are itemized. The majority of the programs being offered are
using part-time staff.
• Councillor Lewis noted that this will need to be demonstrated within the next four
months.
• Funding formula for planning from the County, relative to the mandated value and
the value added, be reviewed.
ACTION: The Director of Corporate Services is still waiting to hear from the County.
We are following up with that.
• It was noted by staff, that we are expecting a response shortly from the County.
• Review of need for resolution or staff report on the impact of OMPF and our
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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.
• DIRECTION: Direction was given to remove this item.
• 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.
• DIRECTION: Direction was given to remove this item.
• 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.
/Oft\ • DIRECTION: Direction was given to remove this item.
• 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.
• DIRECTION: Direction was given to remove this item.
• Enterprise Services - Value of MSA to be provided.
ACTION: Target date - February.
• DIRECTION: Direction was given to remove this item.
• 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
• This was identified as $30,000, however, the revenue component wasn't taken into
consideration.
• These are the discussion items to come up with the additional $14,000.
• Item 1 has been acted upon.
• Staff continue to look for ways to reduce the budget.
/�1 • This item will remain, for the next Agenda.
• The CAO to prepare a report regarding operational staff hours for Q1 2008,
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involving holiday hours.
• DIRECTION: Direction was given to remove this item.
• 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.
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iNVENTORY OF GRANTS JAN 07.xlsx
ACTION: Work in progress... will continue to add.
• DIRECTION: Direction was given to remove this item, for the purpose of budget
discussions. It will continue to be tracked.
3.2008 Budget Input
Presented By: Council
• It was noted that staff are continuing to look for further input from members of Council regarding the
remaining items, as listed above.
•
• Mayor Molnar initiated discussion with respect to Asset Management.
/�'`1 • A 50% split between taxation and debenture was discussed.
• The CAO noted that we do utilize a computer model to demonstrate numbers, and suggested staff
may be able to go back and put together some other scenarios; i.e. gas tax - using some assumptions.
• It was suggested a report be brought back for the next meeting, indicating timing.
•
• Discussion continued.
•
• Deputy Mayor Renaud noted that, at the last budget meeting, ideas were requested to increase
revenue or decrease costs. The Deputy Mayor continued with his suggestions:
• - $120,000 - Concession Street sidewalk;
• - $10,000 for dog park;
• - use $100,000 contribution from Reserves;
• - cut print advertising 113 ($30,000);
• - relocate Parks Shop to another Town facility ($100,000);
• - direct staff to find an additional $200,000 through sale of other Town properties; and
• - cut a further $100,000 from Miscellaneous
• for a net decrease of $400,000.
•
• Councillor Lewis commented that we cannot sell an asset and apply that to operations. It must go to
Asset Management Reserves for capital use.
•
• Councillor Beres initiated discussion regarding the Airport, and the amount of dollars in the budget.
He noted that the Airport is now used mostly for recreation, not business, and suggested there are
other options available.
• He continued that, if this is a recreation facility, perhaps it's time to look at options.
• If we are thinking of putting money into a hangar, perhaps we could look at other areas to put money,
to stretch it further.
•
• Councillor Lewis commented that two years ago, we were going to do a total service review of the
Corporation, that has not been done. He added that, before any decision is made regarding the
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Airport or anything else, a business case should be put forward.
• Deputy Mayor Renaud commented with respect to the Special Events Centre. Using the premise of
Councillor Beres, we have endorsed recommendations from Community Services. People like the
facility, but there are other factors which reduce its usage; i.e. available hotel space, etc. We can't
constantly eliminate potential rental periods.
•
• The CAO advised that a service review specific to the Special Events Centre is being worked on and
should be available by the end of February.
•
• The CAO noted that a $50,000 amount which did not flow through to the bottom line, should probably
be taken out. It was going against a receivable, and that will directly flow through taxation.
•
• DIRECTION: There was consensus from Council to have staff make an adjustment in the summary
notes - taking $50,000 out of parking.
•
• Discussion was held with respect to reducing the budget amounts associated with print advertising
costs (i.e. notification, marketing, media, tenders, Civic Corner, etc.). The Deputy Mayor commented
on the investments the Town has made, and suggested staff be asked to demonstrate a way to
efficiently distribute information, without reducing effectiveness.
•
• DIRECTION: Direction was given for staff to work towards a $30,000 reduction in print advertising
costs.
•
• Discussion continued.
•
• Mayor Molnar asked about opportunity for investment or revenues, relative to some of the signage
opportunity, and where they would be located in the budget (i.e. backlit signage).
• The Director of Community Services was asked to email details to Council regarding backlit signage.
•
• Discussion was held regarding principle and interest, and the CAO indicated discussion will be held
with staff.
•
• Mayor Molnar noted that he is anticipating staff to bring forward something for review, discussion and
potential endorsement regarding distribution of information relative to meetings, etc., including
password access, etc., probably in Q2. He continued, noting that we need to invest in our recognition
of Favourite Sons/Daughters, and that $5,000 would properly consolidate where, when and how the
five current, and future, individuals would be recognized. He commented regarding MITI funding, and
also resigning of a corridor in the community to recognize the ultimate sacrifice.
4.2008 Business Plans
For information:
5.2008 Budget Files D
For information:
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6.2008 Supplemental List
For information:
INFORMATION ITEMS
NOTICE OF MOTION
RESOLUTIONS
BY-LAWS
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ITEMS OF PUBLIC INTEREST
CLOSED MEETING SESSION
Presented By: Directors
No. 3
Moved by Councillor Lewis
Seconded by Councillor Lamb AND RESOLVED THAT Council move into Executive - Closed Session to
discuss budget items regarding programs and personnel.
"Carried"
Council moved into Executive Session at 5:20 p.m.
ADJOURNMENT
Council moved back into Open Session and adjourned at 5:40 p.m.
The Council Coordinator was directed to schedule the next Council Budget Meeting for next week - 2
hours in length.
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Approval Received: (1 of 1)
Lana Lu nd/Tillson burg (Thursday February 14, 2008
09:16 AM)
Town of Tillsonburg
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