090220 Budget Council Meeting MinutesMINUTES: Meeting for the Committee "Open Council'
Review Access: • Public Private
MINUTES
Town of Tillsonburg
Special 'Budget' Meeting for the Committee "Open Council"
on
Friday February 20, 2009 01:00 PM
Council Chambers
Chair: Stephen Molnar
Orders of the Day: Call to Order
Closed Meeting Session
Disclosure of Pecuniary Interest or the
General Nature Thereof
Minutes & Business Arising out of the
Minutes
Adoption of Agenda
Presentations
Public Meetings
Delegations
Quarterly Reports
Chief Administrative Officer
Operations
Community Services
Corporate Services
Finance
Information Items
Notice of Motion
Resolutions
By -Laws
Items of Public Interest
Closed Meeting Session continued
Adjournment
CALL TO ORDER
CLOSED MEETING SESSION
/01k� DISCLOSURE OF PECUNIARY INTEREST OR THE GENERAL NATURE THEREOF
None
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MINUTES: Meeting for the Committee "Open Council"
MINUTES & BUSINESS ARISING OUT OF THE MINUTES
ADOPTION OF AGENDA
No. 1
Moved by Deputy Mayor Renaud
Seconded by Councillor Beres AND RESOLVED THAT the Agenda as prepared for the Special Council
Meeting of February 20, 2009 be adopted.
"Carried"
PRESENTATIONS
PUBLIC MEETINGS
DELEGATIONS
f 1
QUARTERLY REPORTS
CHIEF ADMINISTRATIVE OFFICER
OPERATIONS
COMMUNITY SERVICES
CORPORATE SERVICES
FINANCE
1.2009 Budget Meeting - Budget Action Items
Presented By: Director of Finance
[November 28, 2008 (Budget Meeting Minutes)
LIDecember 8, 2008 (Budget Meeting Minutes)
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MINUTES: Meeting for the Committee "Open Council"
[December 11, 2008 (Budget Meeting Minutes)
[December 18, 2008 (Budget Meeting Minutes)
[January 19, 2009 (Budget Meeting Minutes)
(January 23, 2009 (Budget Meeting Minutes)
The following were flagged:
• financial plan adjustments
• operating and capital requirements
2.2009 Budget - Winter Maintenance Service Level Review in the Downtown D
Presented By: Director of Operations
• The attached documents were reviewed.
• Comment was made that it's policy/practice to set standards for snow plowing for
budget purposes, and also look at factors that can effect this. Anything that exceeds
the budgeted amount would be an extraordinary cost outside the norm and that cost
could be financed out of what we might call an emergency reserve fund under
Council.
• The Director of Finance commented that we could create such a fund. Depending on
the magnitude it would be included in the budget.
• The CAO commented regarding how the Works Department employees 8 now,
compared to 26 previously, and also how Tillsonburg has a number of additional
streets to maintain.
/06t1 • It was noted that we need to look at one more piece of equipment this year or next if
service levels are going to be maintained. As we add roads, we want a minimum
level of service maintained, and we can only have Operators work so many hours.
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The following resolution was passed.
No. 2
Moved by Deputy Mayor Renaud
Seconded by Councillor Lewis AND RESOLVED THAT the material regarding "Winter
Maintenance Service Level Review in the Downtown" be received as information.
"Carried"
3.2009 Budget - Program Revenue Summary Q
No. 3
Moved by Deputy Mayor Renaud
Seconded by Councillor Lewis AND RESOLVED THAT the material regarding "Program
Revenue Summary" be received as information.
"Carried"
4.2009 Budget - Debt a
No. 4
Moved by Deputy Mayor Renaud
Presented By: Director of Finance
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MINUTES: Meeting for the Committee "Open Council"
eok\ Seconded by Councillor Lewis AND RESOLVED THAT the material regarding "Debt
Analysis" be received as information.
"Carried"
5.2009 Budget Meeting - Conference and Training Expenses and Revised Policy
Presented By: Director of Finance
No. 5
Moved by Deputy Mayor Renaud
Seconded by Councillor Lewis AND RESOLVED THAT the material regarding
"Conference and Training Expenses and Revised Policy" be received as information;
AND FURTHER THAT the recommendation be approved and incorporated into the
amended Personnel Policy.
"Carried"
6.2009 Business Plans (up -dated February 17 2009
2009 Business Plan TYAC Approved Oct8 2008.doc 2009 Business plan 100 Council.doc
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2009 Business plan 110 Corp Admin & Finance.doc 2009 Business plan 120 Customer Service.doc
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2009 Business plan 130 Fleet.doc 2009 Business plan 135 Municipal Facilities.doc
2009 Business Plan 140 Emergency Planning.doc 2009 Business plan 145 Enterprise Services.doc
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2009 Business plan 150 Fire.doc 2009 Business plan 160 Police.doc
2009 Business plan 170, 220, 225, 235, 260 Roads.doc 2009 Business plan 180 Protection. doc
2009 Business plan 190 Building.doc 2009 Business plan 210 Engineering.doc 2009 Business plan 230 Parking.doc
2009 Business plan 240 Airport. doc 2009 Business plan 250 Sanitary Sewers. doc 2009 Business plan 270 Water.doc
In
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2009 Business plan 280 Solid Waste. doc 2009 Business plan 300 Cemetery.doc
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2009 Business plan 450,465 Recreation - Parks & Facilities.doc 2009 Business plan 460 Recreation - Programs.doc
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2009 Business plan 460, 465-7703 Special Events Centre. doc 2009 Business plan 467 EFC.doc
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2009 Business plan 470 LiSrary.doc
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2009 Business plan 475 Museum.doc 2009 Business plan 480 Tourism doc 2009 Business plan 500 Planning.doc
2009 Business plan 505 Economic Development.doc 2009 Business plan 510 BIA.doc
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2009 Business plan 900 Tillsonburg Hydro Inc.doc
7.2009 Budget (Up -Dated February 17, 2009)
2009 Budget 475 Museum.xls 2009 Budget 460 Tourism.xls 2009 Budget 500 Planning.xls
2009 Budget 505 Economic Development.xls 2009 Budget 510 BIA.xls 2009 Budget 000 Consulidation.xls
2009 Budget 100 Council.xls 2009 Budget 110 Corp Admin & Finance.xls 2009 Budget 120 Customer Service.xls
M
2009 Budget 130 Fleet.xis 2009 Budget 135 Facilities. As 2009 Budget 140 Comm Emerg Mgmt Prog.xls
2009 Budget 145 Enterprise Services.& 2009 Budget 150 Fire.xls 2009 Budget 160 Police.xls
2009 Budget 170 Conservation. As 2009 Budget 170, 220, 225, 235, 260 Roads -Consolidated. AS
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2009 Budget 180 Protection. As 2009 Budget 190 Building.xls 2009 Budget 200 Ops Admin.xls
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2009 Budget 210 Engineering.xls 2009 Budget 220 Roads.xis 2009 Budget 225 Winter Maintenance.xls
2009 Budget 230 Parking.xls 2009 Budget 235 Streetlights.xls
2009 Budget 240 Airport. As 2009 Budget 250 Sanitary Sewers.xls 2009 Budget 260 Storm Sewers.xls
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2009 Budget 270 Water.xls 2009 Budget 280 Solid Waste -As 2009 Budget 300 Cemetery. As
2009 Budget 450 Recreation - Parks.xls 2009 Budget 450, 460, 465 Recreation -Consolidated As
2009 Budget 455 Comm Sery Admin.xls 2009 Budget 460 Recreation - Programs.xls
2009 Budget 460,465-7703 Special Events Centre.xis 2009 Budget 465 Recreation - Facilities.xls
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Email: �
2009 Budget 467 EFC.As 2009 Budget 470 Library.xls
• Opportunity was given for comments and questions.
• The CAO commented that Senior Management had presented what they thought was
an appropriate budget, addressing the ongoing needs of the community. He added
that he is concerned about some things hat have been taken out and about taking
things down further, adding that he has concerns with dipping into reserves. He
noted that he appreciates the '0' approach, but wants to make sure we have the
resources to react to what may be before us.
• The CAO commented regarding the economy, and how we need to create jobs, with
funding from the Provincial and Federal Governments.
• Discussion continued and Council moved into Closed Session for discussion
regarding a personnel and legal matter.
• No.6
• Moved by Deputy Mayor Renaud
• Seconded by Councillor Lewis AND RESOLVED THAT Council move into Executive -
Closed Session.
• "Carried"
• Council moved back into Open Session and discussion continued.
• Mayor Molnar noted that he is looking for a summary report of the draft budget for the
Council Meeting of February 26, and notification of a public presentation March 9.
• The following resolution was passed.
No. 7
Moved by Councillor Lewis
Seconded by Councillor Stephenson AND RESOLVED THAT, with respect to 2009
Budget deliberations, the following be adhered to:
- The Economic adjustment factor be reduced to 1.5%;
- Adjustments within the grid be reduced to $100,000; and
- Overtime costs, with the exception of any special circumstances, be held at the
2008 actual level.
"Carried"
Mayor Molnar noted that he did not support the resolution.
INFORMATION ITEMS
NOTICE OF MOTION
>
RESOLUTIONS
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MINUTES: Meeting for the Committee "Open Council"
14� BY-LAWS
ITEMS OF PUBLIC INTEREST
CLOSED MEETING SESSION
ADJOURNMENT
Approval Received: (1 of 1)
Lana Lund/Tillsonburg (Wednesday March 04, 2009
04:22 PM)
Town of Tillsonburg
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