Interim Treasurer / Chief Financial Officer, D. Elliott presented the report.
Members asked and received response on the following:
- How the funding for capital projects was determined.
The Committee considered the Fire Services 2024 Capital Budget Request Forms as presented by Fire Chief R. Leeson.
Members asked and received response on the following:
- The potential for a fleet lease program.
A motion was brought forward by Councillor S. Cressman seconded by Councillor K. Wilkinson, THAT the Committee approve the 2024 Capital Budget Request Form #16 (Interior Renovations and Backup EOC upgrades at Station 2) be included in the 2024 Capital Budget that will be brought back to Council for approval. The motion carried unanimously.
A motion was brought forward by Councillor K. Wilkinson and seconded by Councillor S. Cressman, THAT the Committee approve the 2024 Capital Budget Request Form #17 (30 Neville - Architectural Design New Hamburg Fire Station 3) be included in the 2024 Capital Budget that will be brought back to Council for approval. The motion carried unanimously.
A motion was brought forward by Councillor S. Martin and seconded by Councillor S. Cressman, THAT the Committee approve the 2024 Capital Budget Request Form #18 (Fire Attack Nozzles/Master Stream) be included in the 2024 Capital Budget that will be brought back to Council for approval. The motion carried unanimously.
A motion was brought forward by Councillor S. Martin, and seconded by Councillor L. Dunstall, THAT the Committee approve the 2024 Capital Budget Request Form #19 (Thanker 616/615 Station 1) and #20 (Rescue 627 Station 2) be included in the 2024 Capital Budget that will be brought back to Council for approval. The motion carried unanimously.
At this time the Committee asked and received responses on the 2024 Operating Unfunded Budget Options for Consideration for the part-time Fire Prevention Officer to be moved to a full-time position and directed question to Fire Chief, R. Leeson. Including:
- The community safety building closure.
- The inclusion of the position in the unfunded budget options.
- The time allocated for the position for public education.
- Public education and engagement opportunities.
A motion was brought forward by Councillor K. Wilkinson and seconded by Councillor H. Sidhu, THAT the Committee remove the 2024 Capital Budget Request Form #48 (Fire Extinguisher Trainer) from the 2024 Capital Budget being brought forward to Council for approval. The motion was defeated.
A motion was brought forward by Councillor S. Martin and seconded by Councillor S. Cressman, THAT the Committee approves the 2024 Capital Budget Request Form #48 (Fire Extinguisher Trainer) to be included in the 2024 Capital Budget that will be brought back to Council for approval. The motion was defeated.
A motion to recess was brought forward by Councillor L. Dunstall and seconded by Councillor S. Cressman, THAT the Finance and Budget Committee does now recess to resume at 10:50 a.m. The motion carried unanimously.
A motion to reconvene was brought forward by Councillor S. Martin and seconded by Councillor K. Wilkinson, THAT the Finance and Budget Committee does now reconvene at 10:50 a.m. The motion carried unanimously.
A motion was brought forward by Councillor K. Wilkinson, and seconded by Councillor S. Martin, THAT the Committee approve the 2024 Capital Budget Request Form #66 (Tanker Certification and Certified Explosion and Fire Investigator (CEFI) Certification) be included in the 2024 Capital Budget that will be brought back to Council for approval. The motion carried unanimously.
The Committee considered the following 2024 Capital Budget Requests in numerical order beginning at Item #1, with all Infrastructure Services requests being considered at the end.
A motion was brought forward by Councillor S. Martin, and seconded by Councillor S. Cressman, THAT the Committee approve the 2024 Capital Budget Request Form #01 (Administration Complex Water Softener Replacement) to be included in the 2024 Capital Budget that will be brought back to Council for approval. The motion carried unanimously.
A motion was brought forward by Councillor L. Dunstall, and seconded by Councillor S. Martin, THAT the Committee approve the 2024 Capital Budget Request Form #02 (Castle Kilbride Maintenance & Restorations) to be included in the 2024 Capital Budget that will be brought back to Council for approval. The motion carried.
A motion was brought forward by Councillor S. Martin, and seconded by Councillor K. Wilkinson, THAT the Committee approve the 2024 Capital Budget Request Form #03 (WRC Building Asset Replacements) to be included in the 2024 Capital Budget that will be brought back to Council for approval. The motion carried unanimously.
A motion was brought forward by Councillor S. Martin, and seconded by Councillor K. Wilkinson, THAT the Committee approve the 2024 Capital Budget Request Form #04 (WRC Aquatic Centre Asset Replacements) to be included in the 2024 Capital Budget that will be brought back to Council for approval. The motion carried unanimously.
Members asked and received response on the following, in regard to Budget Request Form #05 (WRC Arena Refrigeration Plant Asset Replacements):
- Costs of after hour calls and staff expenses.
- Implications and cost-saving of removing the back-up unit.
A motion was brought forward by Councillor S. Martin, and seconded by Councillor S. Cressman, THAT the Committee approve the 2024 Capital Budget Request Form #05 (WRC Arena Refrigeration Plant Asset Replacements) to be included in the 2024 Capital Budget that will be brought back to Council for approval. The motion carried unanimously.
Members asked and received response on the following, in regard to Budget Request Form #07 (NH Arena Reconstruction/Multi-Use Facility):
- Grant funding deadlines
- Any risks in losing funding by delaying this project.
- Potential for the inclusion of pickleball at the proposed multi-use facility.
- Flexibility in changes to the scope of the project and the implications on the grant funding.
A motion was brought forward by Councillor K. Wilkinson, and seconded by Councillor S. Cressman, THAT the Committee approve the 2024 Capital Budget Request Form #07 (NH Arena Reconstruction/Multi-Use Facility) to be included in the 2024 Capital Budget that will be brought back to Council for approval. The motion carried unanimously.
A motion was brought forward by Councillor S. Martin, and seconded by Councillor S. Cressman, THAT the Committee approve the 2024 Capital Budget Request Form #08 (New Hamburg Community Centre Asset Replacements) to be included in the 2024 Capital Budget that will be brought back to Council for approval. The motion carried.
A motion was brought forward by Councillor S. Cressman, and seconded by Councillor L. Dunstall, THAT the Committee approve the 2024 Capital Budget Request Form #10 (Heritage/Scott Park – Electrical & Plumbing Enhancements) to be included in the 2024 Capital Budget that will be brought back to Council for approval. The motion carried.
Members asked and received response on the following, in regard to Budget Request Form #13 (Replace 2013 Service Vehicle with Stake Truck):
- Cost-savings on contracted services by purchasing this fleet vehicle.
- Options to purchase a comparable used vehicle.
- Departmental sharing of vehicles.
- Average annual mileage on vehicles.
A motion was brought forward by Councillor S. Cressman, and seconded by Councillor L. Dunstall, THAT Staff report back to the Budget and Finance Committee on February 15, 2024 on the 2024 Capital Budget Request Form #13 (Replace 2013 Service Vehicles with Stake Truck) specifically on if the current truck could be kept for an additional year. The motion carried.
Members asked and received response on the following, in regard to Budget Request Form #14 (Annual Hardware, Software & Network Infrastructure Upgrades):
- A detailed breakdown of the total budget request.
- The need to replace desktop and laptop computers.
A motion was brought forward by Councillor L. Dunstall, and seconded by Councillor S. Cressman, THAT Staff report back to the Budget and Finance Committee on February 15, 2024 on the 2024 Capital Budget Request Form #14 specifically relating to future plans for server retirements and disposal of hardware. The motion carried unanimously.
Members asked and received response on the following, in regard to Budget Request Form #41 Flagpole Installations (WRC / NDCC / St. ACC / NHCC):
- The flag policy and it's application to community flags.
- The current flag poles at facilities.
A motion was brought forward by Councillor L. Dunstall, and seconded by Councillor S. Martin, THAT the Committee remove the 2024 Capital Budget Request Form #41 (Flagpole Installations (WRC/NDCC/St. ACC/NHCC) from the 2024 Capital Budget being brought forward to Council for approval. The motion carried unanimously.
A motion was brought forward by Councillor H. Sidhu, and seconded by Councillor S. Cressman, THAT the Committee defer the 2024 Capital Budget Request Form #40 (Design and Construct Baden Off-Leash Dog Park) to the 2025 Capital Budget process. The motion carried unanimously.
Members asked and received response on the following, in regard to Budget Request Form #42 (30 Neville Street – Minor Renovations / FF&E):
- The approximate timeline of work.
- The potential of repurposing office furniture.
- The breakdown of the proposed costs proposed.
A motion was brought forward by Councillor K. Wilkinson, and seconded by Councillor S. Martin, THAT the Committee approve the 2024 Capital Budget Request Form #42 (30 Neville Street - Minor Renovations / FF&E) to be included in the 2024 Capital Budget that will be brought back to Council for approval. The motion carried unanimously.
A motion to recess was brought forward by Councillor L. Dunstall and seconded by Councillor S. Cressman, THAT the Finance and Budget Committee does now recess to resume at 12:50 p.m. The motion carried unanimously.
A motion to reconvene was brought forward by Councillor L. Dunstall, and seconded by Councillor S. Martin, THAT the Finance and Budget Committee does now reconvene at 12:54 p.m. The motion carried unanimously.
Members asked and received response on the following, in regard to Budget Request Form #43 (Annual Tree Planting Program):
- The grant funding opportunity.
- The park location.
A motion was brought forward by Councillor S. Martin, and seconded by Councillor K. Wilkinson, THAT the Committee approve the 2024 Capital Budget Request Form #43 (Annual Tree Planting Program) to be included in the 2024 Capital Budget that will be brought back to Council for approval. The motion carried unanimously.
A motion was brought forward by Councillor S. Martin, and seconded by Councillor S. Cressman, THAT the Committee approve the 2024 Capital Budget Request Form #44 (Mike Schout Wetlands – Trail Enhancements) to be included in the 2024 Capital Budget that will be brought back to Council for approval. The motion carried unanimously.
A motion was brought forward by Councillor K. Wilkinson, and seconded by Councillor S. Cressman, THAT the Committee approve the 2024 Capital Budget Request Form #45 (Data Migration / Document Management Program) to be included in the 2024 Capital Budget that will be brought back to Council for approval. The motion carried unanimously.
A motion was brought forward by Councillor L. Dunstall, and seconded by Councillor K. Wilkinson, THAT the Committee remove the 2024 Capital Budget Request Form #46 (Township and Settlement Area Gateway Signage) from the 2024 Capital Budget and THAT the 2023 existing Community Signage Updates project be closed and the budgeted funds returned to source. The motion carried unanimously.
A motion was brought forward by Councillor K. Wilkinson, and seconded by Councillor L. Dunstall, THAT the Committee remove the 2024 Capital Budget Request Form #47 (PSD Permits Module – Planning Section) from the 2024 Capital Budget; and THAT contingent on grant funding being secured this project be reviewed by Council after a decision is made on Bill 23 The motion carried unanimously.
Members asked and received response on the following, in regard to Budget Request Form #63 AODA Compliance Audit (Township owned facilities):
- The cost assigned for the completion of this study.
- Public engagement and feedback opportunities in this study.
A motion was brought forward by Councillor S. Cressman, and seconded by Councillor K. Wilkinson, THAT the Committee approve the 2024 Capital Budget Request Form #63 (AODA Compliance Audit (Township owned facilities)) to be included in the 2024 Capital Budget that will be brought back to Council for approval. The motion carried unanimously.
A motion was brought forward by Councillor S. Cressman, and seconded by Councillor K. Wilkinson, THAT the Committee approve the 2024 Capital Budget Request Form #76 (Baden/New Hamburg Greenfield Secondary Plan & Intensification Analysis) to be included in the 2024 Capital Budget that will be brought back to Council for approval. The motion carried unanimously.
The Committee now considered the Capital Budget Requests for the Infrastructure Services department.
Members asked and received response on the following, in regard to Budget Request Form #21 Jacob Street Cross-Section Repair:
- Vendor evaluation for construction projects.
- The need for reconstruction of the cross section.
- If there were complaints from the community.
A motion was brought forward by Councillor K. Wilkinson, and seconded by Councillor H. Sidhu, THAT the Committee remove the 2024 Capital Budget Request Form #21 (Jacob Street Cross-Section Repair) from the 2024 Capital Budget that will be brought back to Council for approval. The motion carried.
Members asked and received response on the following, in regard to Budget Request Form #22 Webster/George/Victoria Lighting Replacement:
- Additional costs if the work is deferred.
A motion was brought forward by Councillor H. Sidhu, and seconded by Councillor S. Martin, THAT the Committee approve the 2024 Capital Budget Request Form #22 (Webster/George/Victoria Lighting Replacement) to be included in the 2024 Capital Budget that will be brought back to Council for approval. The motion carried.
A motion was brought forward by Councillor L. Dunstall, and seconded by Councillor S. Cressman, THAT the Committee approve the 2024 Capital Budget Request Form #23 (Oxford Road 5/Punkeydoodles Intersection Improvements) to be included in the 2024 Capital Budget that will be brought back to Council for approval. The motion carried unanimously.
Members asked and received response on the following, in regard to Budget Request Form #24 to 29 (Road Surface Repair and Rehabilitation Program):
- The roads need study and how project are selects.
- The crack sealing program presented in 2023.
- ST-Wilmot Easthope Road Improvements - Joint Project w/ Perth East
A motion was brought forward by Councillor S. Cressman, and seconded by Councillor S. Martin, THAT the Committee approve the 2024 Capital Budget Request Form #24 to #29 (Road Surface Repair and Rehabilitation Program) to be included in the 2024 Capital Budget that will be brought back to Council for approval. The motion carried.
Members asked and received response on the following, in regard to Budget Request Form #30 to #35 (Road Structure Repair and Rehabilitation Program):
- The installation of new guardrails.
A motion was brought forward by Councillor K. Wilkinson, and seconded by Councillor S. Cressman, THAT the Committee approve the 2024 Capital Budget Request Form #30 to #35 (Road Structure Repair and Rehabilitation Program) to be included in the 2024 Capital Budget that will be brought back to Council for approval. The motion carried unanimously.
A motion was brought forward by Councillor S. Cressman, and seconded by Councillor K. Wilkinson, THAT the Committee approve the 2024 Capital Budget Request Form #36, #37 and #56 (Fleet and Equipment – Roads) to be included in the 2024 Capital Budget that will be brought back to Council for approval. The motion carried unanimously.
A motion was brought forward by Councillor S. Cressman, and seconded by Councillor K. Wilkinson, THAT the Committee approve the 2024 Capital Budget Request Form #38 (Lift Station Operations / Maintenance Plan) to be included in the 2024 Capital Budget that will be brought back to Council for approval. The motion carried unanimously.
A motion was brought forward by Councillor K. Wilkinson, and seconded by L. Dunstall, THAT the Committee approve the 2024 Capital Budget Request Form #49 (Snyder’s Road Reconstruction (Phase 3)) to be included in the 2024 Capital Budget that will be brought back to Council for approval. The motion carried unanimously.
A motion was brought forward by Councillor K. Wilkinson, and seconded by Councillor L. Dunstall, THAT the Committee approve the 2024 Capital Budget Request Form #50 (Employment Lands – Collector Road) to be included in the 2024 Capital Budget that will be brought back to Council for approval. The motion carried unanimously.
A motion was brought forward by Councillor S. Martin, and seconded by Councillor K. Wilkinson, THAT the Committee approve the 2024 Capital Budget Request Form #51 (SWM Facility Retrofit – Nithview) to be included in the 2024 Capital Budget that will be brought back to Council for approval. The motion carried unanimously.
A motion was brought forward by Councillor H. Sidhu, and seconded by Councillor K. Wilkinson, THAT the Committee approve the 2024 Capital Budget Request Form #53 (Baden Trunk Sanitary Sewer Construction) to be included in the 2024 Capital Budget that will be brought back to Council for approval. The motion carried unanimously.
Councillor L. Dunstall vacated her seat at 2:09 p.m.
Councillor L. Dunstall resumed her seat at 2:11 p.m.
A motion was brought forward by Councillor K. Wilkinson, and seconded by Councillor S. Martin, THAT the Committee approve the 2024 Capital Budget Request Form #54 (Trunk Sewer Flow Monitoring Improvements) to be included in the 2024 Capital Budget that will be brought back to Council for approval. The motion carried unanimously.
A motion was brought forward by Councillor K. Wilkinson, and seconded by Councillor S. Cressman, THAT the Committee approve the 2024 Capital Budget Request Form #55 (Sanitary Sewer Railway Crossing – New Hamburg) to be included in the 2024 Capital Budget that will be brought back to Council for approval. The motion carried unanimously.
A motion was brought forward by Councillor L. Dunstall, and seconded by Councillor S. Martin, THAT the Committee approve the 2024 Capital Budget Request Form #78 (Knipfel Petersburg Private Drinking Water System Conversion) to be included in the 2024 Capital Budget that will be brought back to Council for approval. The motion carried unanimously.
A motion to recess was brought forward by Councillor L. Dunstall and seconded by Councillor K. Wilkinson, THAT the Finance and Budget Committee does now recess to resume at 2:25 p.m. The motion carried unanimously.
A motion to reconvene was brought forward by Councillor L. Dunstall and seconded by Councillor K. Wilkinson, THAT the Finance and Budget Committee does now reconvene at 2:27 p.m. The motion carried unanimously.
The Committee now considered the motion deferred from Item 8.1.2 COR-2024-04 - 2024 Budget Capital Projects Amendments.
A motion was brought forward by Councillor S. Martin and seconded by Councillor S. Cressman, THAT the Committee approves 2024 Capital Budget Request Form #39 (Level 3 Electronic Vehicles Charging Stations project) for one EV Charger in New Hamburg, ON be contingent on successful grant funding. The motion carried.