The Corporation of the Town of Tillsonburg

Council Budget Meeting

MINUTES

Monday, November 30, 2020

4:00 P.m. - 9:00 P.m.

Electronic Meeting

ATTENDANCE:

• Mayor Molnar
• Deputy Mayor Beres
• Councillor Gilvesy
• Councillor Luciani
• Councillor Parker
• Councillor Rosehart

Regrets:

• Councillor Esseltine

Staff:

• Kyle Pratt, Chief Administrative Officer
• Michelle Smibert, Town Clerk
• Sheena Pawliwec, Acting Treasurer
• Chris Baird, Director of Recreation, Culture and Parks
• Carlos Reyes, Director of Operations
• Brad Lemaich, Fire Chief
• Amelia Jaggard, Deputy Clerk

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1.

Call to Order

The meeting was called to order at 4:00 p.m.

2.

Adoption of Agenda

• Resolution # 2020-538
  Moved By: Councillor Rosehart
  Seconded By: Councillor Gilvesy

  THAT the Agenda as prepared for the Council Budget meeting of Monday, November 30, 2020, be approved.

  Carried

3.

Disclosures of Pecuniary Interest and the General Nature Thereof

No disclosures of pecuniary interest were declared.

4.

Adoption of Council Minutes of Previous Meeting

5.

Finance

Sheena Pawliwec, Interim Director of Finance/Treasurer, provided an overview of the 2021 draft budget.

Opportunity was provided for comments and questions from Council. 

Staff confirmed there are no pre-budget approval requests at this time.

It was asked why Fire Communications is noted as a pressure. Staff noted that Fire Communications is recoverable and that it is noted as a pressure because there are existing approved agreements. 

Staff noted that the SOMA travel expenses are requested every second year and that there was no request for 2020. 

Staff confirmed that if the six months of COIVD-19 impact was extended by three months there would be an additional 1.84% increase to the tax levee. The funds could be recovered from reserves, potential funding assistance from other levels of government or service level adjustments. 

It was asked if the Town has a plan to deal with property owner consent related to the sharing of mailing change requests. 

Staff confirmed that there is no taxation relief for small businesses included in the draft budget. 

It was asked how MPAC determines the Median Residential Assessment. 

5.1

Building, Planning and By-Law

Geno Vanhaelewyn, Chief Building Official, was present to provide an overview of the Building, Planning and By-Law business plan and operating summary. 

Staff are anticipating a 20% increase in permit applications. 

Opportunity was provided for comments and questions from Council.

It was asked why proposed changes to the Ontario Building Code are noted as a risk. Staff noted that it is being proposed to merge the Ontario Building Code with the National Building Code, which could require staff education and training. 

It was asked how Council can initiate a zoning by-law review. Staff confirmed that Council can make application to amend the zoning by-law and follow the public process. 

5.2

Economic Development and Marketing

Cephas Panschow, Development Commissioner, was present to provide an overview of the Economic Development and Marketing business plan, capital and operating summaries. 

Opportunity was provided for comments and questions from Council.

There was discussion regarding the SOMA mission trips and resulting investment in the Town of Tillsonburg.

Staff provided more detail on the Education Task Force project which is a joint initiative with the Tillsonburg and District Multi-Service Centre with a goal to assist local high school students in obtaining experience in the local workforce. 

There was discussion regarding the source of funds captured under miscellaneous funding and the need to identify these sources. 

Staff confirmed the Discover Tillsonburg budget is reduced and that the intent is to still publish two magazines over the course of the year. 

Staff confirmed there are dollars budgeted for the Economic Development Strategy implementation and that it is unknown at this time what the exact cost will be. 

It was suggested that the Wayfinding Signage project be noted as an objective for the upcoming year.  

5.3

Corporate Services

Sheena Pawliwec, Interim Director of Finance/Treasurer, was present to provide an overview of the Corporate Services business plan, capital and operating summaries. 

Opportunity was provided for comments and questions from Council.

Staff noted that projects with $0 budget value are utilizing existing staff time and software. 

5.4

Human Resources

Ashley Andrews, Manager of Human Resources, was present to provide an overview of the Human Resources business plan.  

Opportunity was provided for comments and questions from Council.

Staff provided more detail on the proposed implementation of the Learning Management and Performance Management modules. These modules integrate into existing software and will assist the corporation with ensuring employees meet and maintain personnel and health and safety policies/procedure training requirements.

5.5

Fire and Rescue Services

Brad Lemaich, Fire Chief, was present to provide an overview of the Fire and Rescue Services business plan, capital and operating summaries.  

Opportunity was provided for comments and questions from Council.

Staff noted that project X78OPP is not the Town's responsibility. 

5.6

Operation Services

Carlos Reyes, Director of Operations, was present to provide an overview of the Operation Services business plan, capital and operating summaries.  

Opportunity was provided for comments and questions from Council.

It was asked how the repair cost for vehicle 87 compares to buying a new unit. Staff noted that the current replacement strategy indicates the vehicle should be replaced every twelve years and that the unit is now four years past that point. The vehicle will require major repairs in 2021.  

Staff explained that approving the additional budgeted dollars for the Sidewalk Connectivity Plan will still not be sufficient to achieve the goals identified in the plan. 

Staff noted that the purpose of project X53 is to complete a structural engineering assessment of all facilities. 

Staff noted that the budgeted dollars for a Master Transportation Study is a one-time cost and that Council will need to determine the frequency of review/updates to the plan at the time of implementation.

Staff confirmed that the full cost to rehabilitate the Kinsmen Pedestrian Bridge is not known at this time. Staff will provide additional information regarding the project for Council's consideration in Q1 of 2021. 

Staff confirmed some tenders for 2021 capital works have been prepared and will be brought forward for pre-approval in January if budget approval is anticipated to take additional time.

5.7

Recreation, Culture and Parks

Chris Baird, Director of Recreation, Culture and Parks, was present to provide an overview of the Recreation, Culture and Parks business plan, capital and operating summaries.  

Opportunity was provided for comments and questions from Council.

Staff will determine if project X78OPP has been captured twice in the draft budget.

Staff noted that it is recommended that the Town utilize external resources with expertise in multi-media to assist in the development of a Museum Marketing & Promotion Plan.   

Staff confirmed that the additional budget dollars for project X48 would include the $10,000 held in reserve. 

It was asked if the museum is included on a film list. 

There was discussion regarding the installation of a wheelchair swing. Staff noted that the Town has not budgeted sufficient funds for the installation of a wheelchair swing, which ranges from $20,000 to $25,000 for a single unit. It was suggested that the installation of a wheelchair swing be noted as an objective. 

Staff noted that $30,000 has been included in the operating budget for future use to promote the preservation and growth of the Town's tree canopy. If approved, staff will bring forward a report in 2021, which includes options for promoting the preservation and growth of the Town's tree canopy.

There was discussion regarding the recycling program pilot project at the Tillsonburg Community Centre which proved challenging. 

There will be a presentation to Council at the Council Budget meeting scheduled for Wednesday, December 16, 2020 regarding the OPP funding formula.  

Staff asked if there are any requests for additional information on specific budget items. If requested, the information will be presented to Council at the Council Budget meeting on Wednesday, December 16, 2020. 

Resolution # 2020-539

Moved by: Councillor Gilvesy
Seconded by: Councillor Parker

THAT a white paper be prepared for fire communications to include more detailed information on a operating plan to move to a revenue operation.  

Carried. 

6.

Motions/Notice of Motions

7.

Confirm Proceedings By-law

• Resolution # 2020-540
  Moved By: Councillor Rosehart
  Seconded By: Councillor Gilvesy

  THAT By-Law 2020-113, to Confirm the Proceedings of the Council meeting held on November 30, 2020, be read for a first, second, third and final reading and that the Mayor and the Clerk be and are hereby authorized to sign the same, and place the corporate seal thereunto.

  Carried

8.

Adjournment

• Resolution # 2020-541
  Moved By: Deputy Mayor Beres
  Seconded By: Councillor Parker

  THAT the Council Budget meeting of Monday, November 30, 2020 be adjourned at 7:25 p.m.

  Carried