Committee Meeting Minutes

Finance and Budget Committee Meeting

Thursday, February 15, 2024 at 5:30 P.m. - 9:30 P.m.

Council Chambers - Hybrid

60 Snyder's Road West

Baden, Ontario

N3A 1A1

Members Present:

• Mayor N. Salonen
• Councillor S. Cressman
• Councillor K. Wilkinson
• Councillor H. Sidhu
• Councillor L. Dunstall
• Councillor S. Martin

Staff Present:

• Chief Administrative Officer, S. Chambers
• Interim Treasurer / Chief Financial Officer, D. Elliott
• Director of Infrastructure Services, J. Molenhuis
• Director of Development Services, H. O'Krafka
• Director of Community Services, C. Catania
• Fire Chief, R. Leeson
• Interim Director of Corporate Services / Clerk, J. Bunn
• Supervisor of IT, K. Jeffreys
• Desktop Support Technician, R. Ubhi
• Manager of Communications and Strategic Initiatives, D. Kell
• Supervisor of Legislative Services / Deputy Clerk, K. Bos

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1.

CALL TO ORDER

• Moved by: Councillor L. Dunstall
  Seconded by: Councillor S. Martin

  THAT the Finance and Budget Committee Meeting held on February 15, 2024 be called to order at 5:56 p.m. 

  Motion Carried Unanimously

2.

TERRITORIAL LAND ACKNOWLEDGEMENT

Councillor S. Martin read the Territorial Land Acknowledgment.

3.

ADDITIONS TO THE AGENDA

Item 8.1 - Lorie Le Riche 

Item 10.1 - 2024 Operating Budget Unfunded Budget Options for Consideration

• Addition of Memorandum Re: Expanded Explanations of Unfunded Budget Options

Item 10.3 - COR-2024-07 - Cost Reduction Options for 2024 draft Operational Budget

• Addition of Memorandum Re: Amendments to Report COR-2024-07 Cost Reduction Options

5.

DISCLOSURE OF PECUINARY INTEREST UNDER THE MUNICIPAL CONFLICT OF INTEREST ACT

There were no disclosures of pecuniary interest declared under the Municipal Conflict of Interest Act.

4.

ADOPTION OF THE AGENDA

• Moved by: Councillor S. Cressman
  Seconded by: Councillor S. Martin

  THAT the Agenda as presented for February 15, 2024 be adopted.

  Motion Carried Unanimously

6.

MINUTES OF PREVIOUS MEETING(S)

A motion was brought forward by Councillor K. Wilkinson, seconded by Councillor L. Dunstall THAT the Committee defers the adoption of the Minutes of the January 25, 2024 and January 27, 2024 Finance and Budget Committee meetings to the March 4, 2024 Council Meeting. The motion carried unanimously.

• Moved by: Councillor S. Martin
  Seconded by: Councillor K. Wilkinson

  THAT the Minutes of the January 25, 2024 and January 27, 2024 Finance and Budget Committee meetings be adopted as presented.

  Motion Deferred

8.

DELEGATIONS

8.1

Agenda Item 10.3 - Cost Reduction Options for 2024 draft Operational Budget

Lorie Le Riche spoke to Item 10.3 - Cost Reduction Options for 2024 draft Operational Budget in support of reducing the proposed tax rate increase.

9.

CORRESPONDENCE

There were no correspondence included on the Agenda.

10.

REPORTS

10.1

2024 Operating Budget Unfunded Budget Options for Consideration

Interim Treasurer / Chief Financial Officer, D. Elliott presented the report. 

Members asked and received response on the following: 

• The potential for a shared service of a Sustainability Co-ordinator
• The need for a Sustainability Co-ordinator 
• The implementation of a Green Levy 

A motion was brought forward by Councillor L. Dunstall, and seconded by Councillor K. Wilkinson THAT the Committee defer Option 1 (Sustainability Coordinator) to the 2025 Budget. The motion carried.

A motion was brought forward by Councillor S. Martin, and seconded by Councillor L. Dunstall THAT the Committee direct staff to report back prior to the adoption of the 2024 Budget on the implementation of a Green Levy. The motion was defeated. 

A motion was brought forward by Councillor S. Cressman, and seconded by Councillor S. Martin THAT the Committee approve the inclusion of Option 4 (Discretionary Budget funds for CAO and Council) in the amount of $25,000 to be included in the 2024 Budget that will be brought back to Council for approval. 

An amending motion was brought forward by Councillor K. Wilkinson and seconded by Councillor H. Sidhu THAT the motion be amended to add AND FURTHER THAT any expenditures used from the Discretionary Budget funds for CAO and Council be approved by Council. The motion defeated. 

Members now voted on the following motion. THAT the Committee approve the inclusion of Option 4 (Discretionary Budget funds for CAO and Council) in the amount of $25,000 Discretionary Budget funds for CAO and Council to be included in the 2024 Budget that will be brought back to Council for approval. The motion carried. 

Members asked and received response on Option 8 (Additional Infrastructure Services staffing for development engineering, construction management and Drinking Water operating system expansion) :

• The continued need for the FTE positions
• The impact on the budget of the proposed positions

A motion was brought forward by Councillor L. Dunstall, seconded by Councilor S. Cressman THAT the Committee approve the inclusion of Option 8 (Additional Infrastructure Services staffing for development engineering, construction management and Drinking Water operating system expansion) in the 2024 Budget. The motion carried unanimously.

A motion to defer Option 9 was brought forward by Councillor K. Wilkinson and seconded by Councillor S. Martin THAT the Committee defers the consideration of Option 9 (Inclusion of the servicing costs of the recommended 2024 levy funded debentures) until the March 4,2024 Council Meeting. The motion carried unanimously.

Members asked and received response on Option 10 (Conversion of part-time to full-time Fire Prevention/Public Educator):

• The duties of the Fire Prevention Officer
• Legislated versus internal goals 
• The number of orders issued in the last year 

A motion was brought forward by Councillor S. Martin, seconded by Councillor L. Dunstall THAT the Committee approves the inclusion of Option 10 (Conversion of part-time to full-time Fire Prevention/Public Educator) in the 2024 Budget. The motion carried.

A motion to reconsider was brought forward by Councillor L. Dunstall and seconded by Councillor S. Cressman THAT the Committee reconsider the motion approved on January 25, 2024 THAT Staff be directed to include the Community Mailings & Adverts in the amount of $15,000.00 in the 2024 Operating Budget and THAT the remaining items in Unfunded Budget Options for Consideration be deferred until the January 27th Finance and Budget Committee meeting. The motion carried unanimously.

A motion was brought forward by Councillor L. Dunstall and seconded by Councillor S. Martin THAT the Committee remove Option #2 (Community Mailings and Advertising) from the 2024 Budget being presented to Council for approval. The motion carried unanimously.

10.3

COR-2024-07 - Cost Reduction Options for 2024 draft Operational Budget

• Interim Treasurer / Chief Financial Officer, D. Elliott presented the report. 

  A motion was brought forward by Councillor L.Dunstall and seconded by Councillor K. Wilkinson THAT Report COR-2024-07 be received for information.

  An amending motion was brought forward by Councillor K. Wilkinson, and Councillor H. Sidhu THAT the motion be amended to add THAT the Committee remove Office of the Chief Administrative Officer Option #3 (MCE Leadership Training (Contracted Services)) from the draft 2024 Operating Budget. The motion was defeated.

  An amending motion was brought forward by Councillor S. Cressman, and Councillor K. Wilkinson THAT the motion be amended to add THAT the Committee remove Office of the Chief Administrative Officer Option #4 (Lockout Training and hazard assessments) from the draft 2024 Operating Budget. The motion carried.

  An amending motion was brought forward by Councillor K. Wilkinson, and Councillor S. Cressman, THAT the motion be amended to add THAT the Committee include Community Services Option #1 (30 Neville Street Property) from the draft 2024 Operating Budget. The motion carried unanimously.

  Members asked and received a response from staff on the following:

  • Recruitment for these positions
  • Overtime hours 
  • Canada Summer Job grant funding 

  An amending motion was brought forward by Councillor S. Cressman, and Councillor L. Dunstall, THAT the motion be amended to add THAT the Committee remove Corporate Services Option #3 (By-law Enforcement Part-time Hours) from the draft 2024 Operating Budget. The motion carried.

  An amending motion was brought forward by Councillor K. Wilkinson, and Councillor S. Cressman, THAT the motion be amended to add THAT the Committee remove Corporate Services Option #6 (Reduce Memberships budget by $1,120)  from the draft 2024 Operating Budget. The motion carried unanimously.

  The Committee asked and received response from Infrastructure Services staff on the following:

  • The bridge and culvert maintenance budget 
  • Tree removal in the right of ways 
  • Brush trimming for sight line 
  • The 2023 budget for the  Loosetop Operating Budget – Wilmot Line Re-Gravelling project

  An amending motion was brought forward by Councillor S. Cressman, and Councillor K. Wilkinson, THAT the motion be amended to add THAT the Committee remove Infrastructure Services Option #1 (Bridge and Culvert Maintenance Operating Budget) from the draft 2024 Operating Budget. The motion carried unanimously.

  An amending motion was brought forward by Councillor K. Wilkinson, and Councillor H. Sidhu, THAT the motion be amended to add THAT the Committee ask staff to report back with more information on Infrastructure Services Option #4 (Loosetop Operating Budget – Wilmot Line Re-Gravelling) to the March 4, 2024 Council Meeting. The motion carried unanimously.

  Members now voted on the motion as amended. 

  Moved by: Councillor L. Dunstall
  Seconded by: Councillor K. Wilkinson

  THAT Report COR-2024-07 be received for information; and further 

  THAT the Committee remove Office of the Chief Administrative Officer Option #4 (Lockout Training and hazard assessments) from the draft 2024 Operating Budget; and,

  THAT the Committee include Community Services Option #1 ( 30 Neville Street Property) from the draft 2024 Operating Budget; and,

  THAT the Committee remove Corporate Services Option #3 (By-law Enforcement Part-time Hours) from the draft 2024 Operating Budget; and

  THAT the Committee remove Infrastructure Services Option #1 (Bridge and Culvert Maintenance Operating Budget) from the draft 2024 Operating Budget, and further,

  THAT the Committee ask staff to report back with more information on Infrastructure Services Option #4 (Loosetop Operating Budget – Wilmot Line Re-Gravelling) to the March 4, 2024 Council Meeting.

  Motion Carried Unanimously

10.6

COR-2024-12 - Missing Capital Project Justification Sheets

A motion was brought forward by Councillor L. Dunstall and seconded by Councillor S. Martin, THAT Report COR-2024012 be received for information.

An amending motion was brought forward by Councillor K. Wilkinson and seconded by Councillor S. Cressman THAT the motion be amended to add THAT the Committee approve the 2024 Capital Budget Request Form #62 (Development Charges Background Study) to be included in the 2024 Capital Budget that will be brought back to Council for approval. The motion carried unanimously.

An amending motion was brought forward by Councillor K. Wilkinson and seconded by Councillor S. Cressman THAT the motion be amended to add THAT the Committee approve the 2024 Capital Budget Request Form #64 (Asset Management Program 2024) and 2024 Capital Budget Request Form #61 (Website upgrade and Intranet) to be included in the 2024 Capital Budget that will be brought back to Council for approval. The motion carried.

Members now voted on the motion as amended.

• Moved by: Councillor L. Dunstall
  Seconded by: Councillor S. Martin

  THAT Report COR-2024012 be received for information; and,

  THAT the motion be amended to add THAT the Committee approve the 2024 Capital Budget Request Form #62 (Development Charges Background Study) to be included in the 2024 Capital Budget that will be brought back to Council for approval, and further,

  THAT the Committee approve the 2024 Capital Budget Request Form #64 (Asset Management Program 2024) and 2024 Capital Budget Request Form #61 (Website upgrade and Intranet) to be included in the 2024 Capital Budget that will be brought back to Council for approval.

  Motion Carried Unanimously

  A motion to waive notice was brought forward by Councillor K. Wilkinson and seconded by Councillor H. Sidhu, THAT notice be waived to discuss the Report IS-2024-01 - Speed Mitigation and Traffic Safety Additional Information that was received for information by the Finance and Budget Committee of January 25, 2024 .The motion carried unanimously.

  The Committee asked and received response from staff on the following:

  • Inclusion in the Capital Budget
  • Staffing requirements
  • Traffic data collection tool
  • The Regional road study

  A motion was brought forward by Councillor K. Wilkinson, seconded by Councillor H. Sidhu THAT the Committee approves that $150,000 for a Traffic Calming and Speed Mitigation Study be included in the 2024 Capital Budget that will be presented to Council for approval. 

  A motion to defer was brought forward by Councillor S. Cressman, seconded by Councillor L. Dunstall THAT the Committee defer the consideration of the motion until the March 4, 2024 Council Meeting. The motion carried.

  
  

10.2

COR-2024-11 - Annual Hardware, Software & Network Infrastructure Upgrades

Interim Treasurer / Chief Financial Officer, D. Elliott presented the report.

Members asked and received response on the following: 

• Lifecycle replacement of equipment

An amending motion was brought forward by Councillor S. Cressman and seconded by Councillor S. Martin, THAT the motion be amended to add THAT the Committee approve Capital Budget Request Form #14 (Annual Hardware, Software & Network Infrastructure Upgrades) that will be brought back to Council for approval. The motion carried unanimously.

Members voted on the motion as amended.

• Moved by: Councillor K. Wilkinson
  Seconded by: Councillor L. Dunstall

  THAT Report COR-2024-11 regarding Annual Hardware, Software & Network Infrastructure Upgrades be received as information, and further 

  THAT the Committee approve Capital Budget Request Form #14 (Annual Hardware, Software & Network Infrastructure Upgrades) that will be brought back to Council for approval. 

   

  Motion Carried Unanimously

  A motion to recess was brought forward by Councillor K Wilkinson, and seconded by Councillor S. Martin, THAT the Finance and Budget Committee does now recess for 5 minutes to reconvene at 7:45 p.m. The motion carried unanimously.

  A motion to reconvene was brought forward by Councillor L. Dunstall and seconded by Councillor S. Cressman, THAT the Finance and Budget Committee does now reconvene at 7:51 p.m. The motion carried unanimously. 

  
  

10.4

CAO-2024-01 - Office of the CAO, Mayor and Council Staffing Resources

Chief Administrative Officer, S. Chambers provided an update on this report.

This report has been deferred to a future Council meeting at the request of staff.

 

10.5

CS-2024-04 - Capital Budget Replacement of 2013 Parks Service Vehicle with 2024 Parks Stake Truck

Director of Community Services, C. Catania introduced the report.

The Committee asked and received response from staff on the following:

• The class of license needed to operator this vehicle
• The purchasing price of the proposed vehicle
• The plan for the 2013 Dodge parks service vehicle 
• The opportunity to lease vehicles 

• Moved by: Councillor K. Wilkinson
  Seconded by: Councillor S. Martin

  THAT Report CS-2024-04, Capital Budget Replacement of a 2013 Parks Service Vehicle with a 2024 Parks Stake Truck be received for information; and

  THAT the Finance & Budget Committee of Council approve the 2024 Capital Budget Request Form #13 (Capital Budget Replacement of 2013 Parks Service Vehicle with a Parks Stake Truck) to be included in the 2024 Capital Budget that will be brought back to Council for approval.

  Motion Carried Unanimously

11.

ANNOUNCEMENTS

Mayor N. Salonen provided an announcement on:

• Black History Month

Councillor S. Martin provided an announcement on:

• Heritage Day at New Dundee Community Centre

Councillor S. Cressman provided an announcement on:

• The Wilmot Resource Centre

12.

ADJOURNMENT

• Moved by: Councillor K. Wilkinson
  Seconded by: Councillor S. Martin

  THAT the Finance and Budget Committee Meeting be adjourned at 9:10 p.m.

  Motion Carried Unanimously