Loading...
Budget Committee Minutes - 2020/12/10 20-1 The Corporation of the Township of Malahide Budget Committee Meeting December 10, 2020 – 7:00 p.m. Due to COVID 19 and Public Health concerns, the Budget Committee met at the Malahide Community Place, at 12105 Whittaker Road, Springfield, at 7:00 p.m. in order to allow for physical distancing and limited public attendance. The following were present: Council: Mayor D. Mennill, Deputy Mayor D. Giguère, Councillor M. Widner, Councillor M. Moore, Councillor S. Lewis, Councillor R. Cerna, and Councillor C. Glinski. Staff: Chief Administrative Officer/Clerk M. Casavecchia-Somers, Information Technology Manager C. Coxen, Director of Financial Services A. Mohile, and Director of Public Works M. Sweetland. CALL TO ORDER: Chair Mennill took the Chair and called the meeting to order at 7:00 p.m. DISCLOSURE OF PECUNIARY INTEREST and the General Nature thereof: No disclosures of pecuniary interests were declared. MINUTES: No. B20-11 Moved by: Rick Cerna Seconded by: Mark Widner THAT the Minutes of the Regular Meeting of the Budget Committee held on November 12, 2019 be adopted as printed and circulated. Carried. PRESENTATIONS: No delegations or presentations were received. 20-2 DRAFT 2020 BUDGET PRESENTATION: Year 3 of 2019-2022 Multi Year Budget The Director of Financial Services (Treasurer) presented Report No. FIN-20-23 entitled “Year 3 of 2019-2022 Multi Year Budget – Operating and Capital”. Capital Budget The Treasurer advised that the capital projects proposed for 2021 totaled $2,423,000.00. She confirmed that the capital expenditures proposed are to be funded from various lifecycle replacement reserves, with the exception of the Pier Parking Lot Design, which is estimated at $10,000 and proposed to be funded from the tax levy; and the Broadband Connectivity Project, which is estimated at $450,000 and proposed to be funded from grants. She noted that the Municipal Staff continue to seek other grants or funding opportunities to maximize alternate sources of funding such as “Improving Connectivity in Ontario”, “Investing in Canada Infrastructure Program”, “Trillium” or “Green Lane” funding. Operating Budget The Treasurer noted that the proposed 2021 Operating Budget of $12,145,691.00 is 1.97% higher than the 2020 Operating Budget of $11,910,421.00. She noted that most operating expenditures and revenues are budgeted to increase by 1% to 2% or are based on specific information received from outside agencies, such as the OPP billing, the draft budget of the East Elgin Community Complex, Conservation Authorities, and the Provincial announcement regarding the OMPF allocations. One Time Projects The Treasurer noted the following proposed one-time projects: - Springfield Water Servicing Expansion Feasibility Study to be funded from Development Charges Reserve ($50,000.00) - Development Charges Study Update funded from the Development Charges Reserve ($12,500.00) - Pay Equity and Remuneration Study with 2/3rds funded from Reserves ($30,000.00). Chair Mennill noted that the Township could not proceed with the Water Servicing Project to Springfield unless there was government funding. The CAO indicated that, typically in the past, government funding was subject to projects being shovel-ready and therefore, if this was the case in future, it would be necessary to have the feasibility study completed in advance. In response to an inquiry from Councillor Moore regarding the proposed development of the lands in Springfield, the CAO advised that the Township would not be proceeding with the development of the lands, but rather it is anticipated that a private developer 20-3 would undertake such development. She noted that future residential development could occur if the waterline project moved forward. In response to an inquiry from Councillor Widner regarding the existing sewage capacity for Springfield development, the CAO indicated that it is estimated that there is currently allocation for about 350 new homes. Deputy Mayor Giguère noted there is a housing shortage in Elgin County and that this proposal will ensure housing opportunities would be available in the area. The Committee indicated its support to proceed with the $50,000 expenditure relating to the Water Servicing Project to Springfield. The Treasurer requested direction regarding the Pay Equity and Remuneration Study. The Mayor noted his agreement to the study indicating that he did not want to lose valuable employees to neighbouring municipalities because of wage inequities. The Deputy Mayor questioned whether the timing to complete this study was appropriate given the recent reorganization. She suggested that consideration be given to using the Ontario Municipal Compensation Survey at a cost of $5,000 rather than hiring a third party consultant. The CAO noted that the timing was right for looking at an employee compensation structure with the expected retirement of municipal staff. The CAO noted that it would be difficult for internal staff to utilize the Ontario Municipal Compensation Survey in order to do a fulsome review. The Committee indicated its support to proceed with the Pay Equity and Remuneration Study. Community Grants and Cemeteries The Treasurer noted the East Elgin Housing Initiative’s correspondence in support of their request for a $3,000.00 grant. The Committee agreed to provide the East Elgin Housing Initiation with a grant of $3,000.00. Assessment The Treasurer noted that, due to COVID-19, the Province has postponed the phased-in reassessment. She noted that the 2021 current value assessment (CVA) on a property will remain the same as the 2020 assessment except for any reclassifications, improvements, or demolitions that would affect the CVA. 2021 Tax Levy Increase The Treasurer noted that based on the changes made to date, the proposed 2021 tax levy increase is 2.86%. 20-4 Councillor Glinski noted that the budgets of some area municipalities was lower and that he would like to see further changes to lower the tax levy before finalizing the budget. Councillor Cerna noted that it was important not to fall behind by reducing the tax levy increase to the detriment of municipal services. Deputy Mayor Giguère noted that she did not like to see line items in the budget carried over from year to year and be unspent. It was noted that COVID-19 played a large part in monies not spent of items such as conferences and workshops. The CAO advised that early in the year because of COVID-19, the Municipal Staff delayed any expenses that were not absolutely necessary as the Staff was unsure of how COVID-19 would affect the finances of the municipality. The CAO noted that many Directors and Managers were new to their positions and that they were taking a closer look at their department’s budget for the future. The CAO advised that based on the Township operations, information available, services levels, and expectations of the Council and the public, she was confident that the amounts put forward in the propose 2021 Budget are relevant and accurate to the best of Staff’s ability at this time. The Deputy Mayor noted that the budget has improved over the last two years and wanted to stay on that path to ensure the budget was more accurate each year. She wanted to see full transparency in the budget in the future. Councillor Glinski questioned why the maintenance budget for the South Dorchester Community Hall was $8,000 each year but the original problems from two years ago have not been rectified. The Director of Public Works noted that the community centres had only recently been added to his responsibilities. He noted that he is aware of the deficiencies at the SDCH and they are now identified as a priority for his consideration. Councillor Lewis indicated that he was more interested in reviewing possible revenue opportunities rather than simply cutting more expenses. He hopes that Council will consider supporting these in the future. In response to a request from Councillor Widner, the Treasurer noted that there is funding available in reserves to replace the dishwasher at the South Dorchester Community Hall, if replacement is deemed necessary. No. B20-12 Moved by: Scott Lewis Seconded by: Max Moore THAT Report No. FIN 20-23 entitled “Year 3 of 2019-2022 Multi Year Budget – Operating & Capital” be received; AND THAT the Municipal Council be requested to approve the amended 2021 and 2022 Operating and Capital Budgets as presented; 20-5 AND THAT the Municipal Council be requested to approve the User Fee Schedules for 2021 and 2022 as previously presented. Carried. CORRESPONDENCE: No. B20-13 Moved by: Rick Cerna Seconded by: Mark Widner THAT the following correspondence be noted and filed: (i) East Elgin Homelessness Initiative – Request for funding; (ii) Town of Aylmer CAO Report 88-20 – EECC Draft 2021 Budget and 2020 Budget Comparison. (iii) Long Point Region Conservation Authority – 2021 Draft LPRCA Budget. (iv) Catfish Creek Conservation Authority – 2021 Preliminary Draft Budget. (v) Kettle Creek Conservation Authority – 2021 Draft Budget. Carried. NEXT BUDGET COMMITTEE MEETING: The next Budget Committee Meeting will be at the call of the Chair. OPEN QUESTION PERIOD: No Open Question Period was held as there were no public in attendance. ADJOURNMENT: No. B20-14 Moved by: Chester Glinski Seconded by: Mark Widner THAT the Budget Committee adjourn its meeting at 8:15 p.m. Carried. __________________________________ Chair – D. Mennill 20-6 __________________________________ Clerk – M. Casavecchia-Somers