The Corporation of the Township of Brock

Committee of the Whole Minutes

Session 2

Monday, February 07, 2022 at 10:00 A.m. - 4:00 P.m.

Thursday, February 10, 2022 at 10:00 A.m. - 4:00 P.m.

Virtual Meeting

Members Present:

• Mayor John Grant
• Regional Councillor Ted Smith
• Ward 1 Councillor Michael Jubb
• Ward 2 Councillor Claire Doble
• Ward 3 Councillor Walter Schummer
• Ward 4 Councillor Cria Pettingill
• Ward 5 Councillor Lynn Campbell

Staff Present:

• CAO, Ingrid Svelnis
• Clerk/Deputy CAO Fernando Lamanna
• Deputy Clerk Maralee Drake
• Clerk's Assistant Deena Hunt
• Interim Director of Finance/Treasurer Sheila Strain
• Fire Chief Rick Harrison
• Director of Public Works Paul Lagrandeur
• Chief Building Official Richard Ferguson
• Interim Manager of IT / Deputy Fire R. Wayne Ward

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1.

Call to Order & Moment of Silence - 10:00 a.m.

Mayor Grant called the meeting to order at 10:00 a.m. and a quorum was present.

2.

Land Acknowledgement

It is important to begin each public gathering with a Land and Territorial Acknowledgement, to recognize the Indigenous people for being good stewards of the land and environment, here where we are meeting today. The Township of Brock has traditionally been a hunting and fishing ground for First Nations people. We reside on and benefit from the Williams Treaty Territories, on the land of the Mississaugas and Chippewas. May we share the land as long as the sun rises, the grass grows and river flows.

3.

Disclosure of Pecuniary Interest and Nature thereof

None.

4.

Presentations

None.

5.

Delegations / Petitions

None.

6.

Sub-Committee - Finance (Councillor Schummer - Chair)

6.1

2022 Draft Capital and Operating Budget

6.1.1

Introductory Comments

Chair/Councillor Schummer expressed appreciation for the efforts of staff and Council on the budget preparation and acknowledged the many changes in the Township in 2021.

6.1.2

2022 Budget Overview

The Director of Finance/Treasurer provided an overview of the new budget format advising that Capital projects would be financed from the appropriate reserve/reserve fund, as well as external grants, without an impact on the tax levy. She noted that the tax levy would continue to support capital through annual transfers and that the 2021 capital projects funded through the tax levy have been added to the annual transfers. She provided a presentation to the Budget Committee which included:

• annual department transfers to reserves/reserve funds for 2021 - $1,314,000; and for 2022 - $1,900,000
• department capital project funding
  • transfers from operating $1,870,000 and transfers reserves/reserve funds $1,609,295
• asset management - replacement financing and compliance with legislation
• simplify reserves structure, ensure all assets have designated funding for replacement, plan for inflation
• use Rate Stabilization Reserve for one-time 2022 costs to mitigate tax increase
• maintain a balance of $350,000 in Rate Stabilization Reserve;
  • 2021 year end balance forecasted at $155,400;
  • estimated 2022 balance after budget approval $118,400
  • Council has an opportunity to support this reserve with proceeds from the 2022 sale of land
• Operating budget includes pay equity for legislative compliance as well as short term rentals as COVID-19 staff funding from 2021 is being redistributed
• assessment growth increase is 2.51%, with an overall tax levy increase of 3.91% which includes all new staff requests and initiatives

6.1.3

Department Head Budget Presentations

Mayor Grant left the meeting at 10:30 a.m. and rejoined at 10:44 a.m.

6.1.3.1

Ingrid Svelnis, CAO

The CAO provided an overview of the mandate for the Office of the CAO, responsibilities and 2022 objectives which include:

• hire a Treasurer by Spring 2022
• prepare for the 2023 Collective Bargaining Exercise
• recruit a consultant to oversee the hiring of a new CAO
• oversee new Council orientation
• develop/implement customer service and HR policies
• municipal property review
• continued management of COVID-19 in the workplace

6.1.3.2

Fernando Lamanna, Municipal Clerk/Deputy CAO

The Municipal Clerk/Deputy CAO provided an overview of the mandate for Clerk's Department as well as the Bylaw and Animal Control Department. The responsibilities and 2022 objectives include:

• electronic document records management
• 2022 municipal and school board election
• recruit for maternity leave
• hire/train for new staff if approved
• continued assessment of short term rentals
• bylaw updating/implementing (noise, burning, fireworks, nuisance, parking)
• review opportunities for collaboration of animal services
• review AMP's program for 2023 budget consideration

6.1.3.3

Sheila Strain, Director of Finance/Treasurer

The Director of Finance/Treasurer advised that an analysis of the Library Board has been included within the budget. She provided an overview of the mandate for the Finance Department, responsibilities and 2022 objectives which include:

• overlap with the new Treasurer
• hire/train new staff if approved
• Asset Management Team re-start
• analysis of all reserves and reserve funds
• support for implementation of IT Strategic Plan and E-Permitting
• new payroll/HR system
• staff to obtain Canadian Payroll Association certification
• implement new OMERS regulations
• financial accounting system reviewed/updated throughout the organization
• implement processes for electronic documentation

6.1.3.4

Rick Harrison, Fire Chief

The Fire Chief provided an overview of the mandate of the Fire Department, responsibilities and 2022 objectives which include:

• Community Risk Assessment for 2023 completion
• revamp fire prevention/public education program
• in house driver certification for all staff
• all township staff to have emergency management training
• Rave Notification System expanded to include residents who register for it
• launch the Farm 911 program

6.1.3.5

Richard Ferguson, Chief Building Official

The Chief Building Official provided an overview of the mandate of the Building Department as well as the Planning Department. The responsibilities and 2022 objectives include:

• Cloudpermit software - online building permits and planning applications
• amend/create planning policies and the framework to reflect new growth
• ongoing Official Plan Review - further modules

6.1.3.6

Paul Lagrandeur, Director of Public Works

The Director of Public Works provided an overview of the mandate of the Public Works Department as well as the Parks and Recreation Department, responsibilities and 2022 objectives which include:

• improvements for municipal buildings
• improve record keeping, GPS tracking
• decrease equipment maintenance time and implement/train on new machinery
• address increased demands of residents
• increase in services to reflect growth in the municipality
• public outreach, education of services
• new zamboni, additional dockage, update playground equipment and train new inspectors, new parkette

6.1.3.7

Budget Meeting - Recess

• Resolution: COW-2022-009
  Moved by Councillor Jubb

  BE IT RESOLVED THAT the Budget Committee break for a recess at 12:15 p.m. until 1:15 p.m.

  CARRIED

6.1.4

Review of Budget Binders

Mayor Grant reconvened the Budget Committee meeting at 1:11 p.m. and a quorum was present.

The Director of Finance/Treasurer proceeded with a review of the 2022 Township of Brock Budget Binders with the Director of Finance/Treasurer, CAO, Municipal Clerk/Deputy CAO, Director of Public Works, Chief Building Official, Fire Chief, and Interim Manager of Information Technology addressing each departmental budget and responding to questions of the Committee.

There was a consensus of the Committee to reorder the agenda to discuss New Staffing Requests at this time.

6.1.4.1

New Staffing Requests

Requests with respect to new staffing included:

• hire a Communications & Tourism Coordinator - full time contract
• hire a Financial Analyst - full time
• existing Treasurer overlap of 3 months with new Treasurer
• hire a Public Works Mechanic
• hire a Tax & Accounting Clerk - full time
• hire a Manager Information Technology - full time

The Committee discussed and deliberated each request and the opportunities for funding.

Councillor Jubb left the meeting at 2:46 p.m. and rejoined at 3:01 p.m.

The Committee requested a further review of this section during the continuation of Budget discussions on Thursday, February 10, 2022.

6.1.4.2

Capital Budget

The Director of Finance/Treasurer advised that the forecasted Rate Stabilization Reserve Fund (RSRF) 2021 year end balance includes funding all legal fees overage costs from 2021. She enquired as to Committee's support for the following:

- covering the 3 month overlap of Treasurer from RSRF
- reducing legal fees from $100,000 to $50,000 for 2022
- adding the land sale proceeds to RSRF
- re-create a legal fees reserve

There was a consensus of the Committee to transfer land sale proceeds into the Rate Stabilization Reserve Fund.

Information Technology - Page 6 of 20

The Interim Manager of Information Technology provided an overview of the IT budget.

The Committee discussed and deliberated Council Technology Devices.

Municipal Buildings - Page 7 of 20

The Director of Public Works and the Interim Manager of Information Technology provided an overview of the Municipal Buildings budgets.

The Committee discussed and deliberated the Municipal Administration Building security initiatives.

Fire Department - Page 9 of 20

The Fire Chief provided an overview of the Fire Department budget.

The Committee discussed and deliberated the renovations for the Beaverton Fire Hall and options for funding.

• Resolution: COW-2022-010
  Moved by Regional Councillor Ted Smith

  BE IT RESOLVED THAT the Budget Committee meeting be recessed at 4:20 p.m. Monday, February 7, 2022 and reconvene on Thursday, February 10, 2022 at 10:00 a.m.

  CARRIED

6.1.4.3

Capital Budget - Continued

Mayor Grant reconvened the February 7, 2022 Committee of the Whole Budget meeting on February 10, 2022 at 10:00 a.m. and a quorum was present.

The Director of Finance/Treasurer continued with the review of the draft budget advising that, should the existing operating budget and new staff requests be approved, the tax rate increase would be 3.37% without any of the new initiatives included. She advised that an adjustment was made to increase Municipal Grant to Libary by $10,000 noting that the tax rate increase would be 2.12% should the following be approved:

• fund the Communication & Tourism Coordinator position and the Treasurer overlap from RSRF
• use some Fire Development Charges (DC's) to fund the operating budget
• sale of land proceeds into the RSRF would increase the balance to $362,800

Public Works - Transportation - Page 10 of 20

The Director of Public Works provided an overview of the Transportation budget.

The Committee discussed and deliberated the Kubota replacement, Thorah Island Road maintenance, sidewalk projects, and the use of DC's to fund new sidewalks or additions to the fleet. There was further deliberation with respect to the Region's planned study of streetlights on Regional roads and the financial participation of Regional municipalities.

Public Works - Health Services - Page 16 of 20

The Director of Public Works provided an overview of the Health Services budget.

The Committee discussed and deliberated the carpet replacement project at the Beaverton-Thorah Health Centre and requested that the amount be reduced in accordance with the lease agreement.

Public Works - Recreation - Page 18 of 20

The Director of Public Works provided an overview of the Recreation budget.

The Committee discussed and deliberated the creation of a Beaverton Harbour Reserve noting that the Harbour Reserve was created for Thorah Island Harbour.

There was a consensus of the Committee to remove the Small Craft Harbour project of $30,000.

The Director of Finance/Treasurer advised that a future reserve fund report would be forthcoming.

The Committee discussed and deliberated the playground equipment and the LED outdoor sign at Manilla Hall which would be funded from Manilla Hall reserve fund.

Councillor Campbell joined the meeting at 11:40 a.m.

6.1.4.4

Operating Budget

The Director of Finance/Treasurer proceeded with a review of the Operating Budget advising that she provided a corporate wide analysis and a new Information Technology budget was created to address all corporate IT projects.

CAO - Page 2 of 76

The CAO provided an overview of the CAO's operating budget noting that she does not participate in OMERS, benefits, or mileage and she did not fill the HR position or Executive Assistant.

Clerks - Page 7 of 76 

The Clerk/Deputy CAO provided an overview of the Clerk's operating budget.

The Committee discussed and deliberated the legal fees, doctor recruitment costs, advertising, subscriptions and special legal for Integrity Commissioner and Ombudsman.

There was a consensus of the Committee to remove the doctor recruitment project of $5,000.

• Resolution: COW-2022-011
  Moved by Councillor Pettingill

  BE IT RESOLVED THAT the Budget Committee break for a recess at 12:04 p.m. until 1:00 p.m. 

  CARRIED

6.1.4.5

Operating Budget - Continued

Mayor Grant reconvened the Budget meeting at 1:02 p.m. and a quorum was present.

The Committee discussed an increase to user fees and were advised that a review of the Fees By-law would come forward in the fall.

Treasury - Page 11 of 76

The Director of Finance/Treasurer provided an overview of the Treasury operating budget.

The Committee discussed and deliberated the office equipment/software upgrades, consultants, audits, and township tax write-offs.

There was a consensus of the Committee to reduce Township Tax Write-Offs from $70,000 to $60,000.

Public Buildings - Page 15 of 76

The Director of Public Works provided an overview of the public buildings operating budget.

The Committee discussed the transfer to reserve fund and proposed capital expense increases to which the Director of Finance/Treasurer advised that the increases offset the use of the 2021 operating levy for capital purposes and will stabilize the capital reserve fund. 

The Committee discussed and deliberated the tree planting program, Beaverton Town Hall repairs, custodian, and building leases. The Clerk/Deputy CAO advised that a review of building leases would be forthcoming later this year.

There was a consensus of the Committee to reduce the Beaverton Town Hall repairs from $20,000 to $15,000.

Health and Safety - Page 20 of 76

The CAO provided an overview of the health and safety budget.

The Committee discussed and deliberated the conference/education expense which now includes the workplace safety program.

Information Technology - Page 22 of 76

The Manager of Facilities and IT provided an overview of the IT operating budget which is new this year and encompasses the whole corporation. He advised that the modernization expenditure includes migrating to a cloud-based server to increase electronic security for the corporation.

The Committee discussed and deliberated the subscriptions, the forthcoming IT Strategy meeting, and increasing the IT budget to provide for alternative solutions for IT services.

There was a consensus of the Committee to remove the request for a Manager, Information Technology and increase the IT budget by $50,000 with a transfer from the modernization funds.

Fire Department - Page 24 of 76

The Fire Chief provided an overview of the Fire department budget.

The Committee discussed and deliberated the radio agreements, COVID expenses, equipment repair/maintenance, and payments on debentures. The Director of Finance/Treasurer advised that the DC's did not fund a debenture payment during the 2021 budget but could fund $42,200 in this budget.

There was a consensus of the Committee to fund the debenture payment of $42,200 from the Development Charges fund.

Councillor Jubb left the meeting at 2:40 p.m. and rejoined at 3:10 p.m.

The Fire Chief provided an overview of mandatory firefighter certification.

The Committee discussed and deliberated the fire salaries, and transfer to fire department reserves.

• Resolution: COW-2022-012
  Moved by Councillor Campbell

  BE IT RESOLVED THAT the Budget Committee break for a recess at 3:00 p.m. until 3:10 p.m.

6.1.4.6

Operating Budget - Continued

Mayor Grant reconvened the meeting at 3:10 p.m. and a quorum was present.
The Budget Committee agreed to recess at 5:00 p.m. and continue with budget discussions on Monday, February 14, 2022.

Fire Department - Page 24 of 76 Continued

The Treasurer advised that the fire reserve transfers would not be sufficient to cover the 10 year forecast and reducing the transfer impacts the capital projects.

The Committee continued the discussion of the transfer to the fire reserve fund.

There was a consensus of the Committee to reduce the Fire Transfer to Reserves from $326,000 to $320,000.

Building Department - Page 28 of 76 

The Chief Building Official provided an overview of the Building Department budget.

By-law & Animal Services - Page 30 of 76

The Clerk/Deputy CAO provided an overview of the By-law and Animal Services budget.

The Committee discussed and deliberated by-law revenue, K9 transfer to reserve, by-law salaries, and by-law part time enforcement staff.

Roads - Page 35 of 76

The Director of Public Works provided an overview of the Roads Department budget.

The Committee discussed and deliberated invasive species management, transferring summer and winter control savings into the road reserves, transfer to reserve fund, and road construction expenditures.

Other Transportation - Page 46 of 76 

The Director of Public Works provided an overview of streetlights, sidewalks, parking lots, and traffic control budgets.

The CAO advised that Report 2022-OP-004 is included on the February 14, 2022 agenda with respect to the Region of Durham's streetlighting exercise.

The Committee discussed and deliberated the overall streetlight expenditures.

There was a consensus of the Committee to reduce the overall streetlight expenditures by $10,000.

Recreation - Page 55 of 76

The Director of Public Works provided an overview of the Recreation budget.

The Committee discussed and deliberated:

• harbour salaries
• park consultants which is funded from reserves for an analysis of arenas
• park conference/education
• rec & leisure contract instructors/consultants
• summer harbour students
• community centre COVID expenses
• utility expenses for the Rick MacLeish arena in Cannington

The Committee requested a further review of utility costs at the Rick MacLeish arena during the continuation of Budget discussions on Monday, February 14, 2022.

Recreation, Community Halls - Page 65 of 76

The Committee discussed and deliberated hall revenues.

The CAO advised that caretaking expenses for Community Halls are not included in the 2022 budget.

Planning, Tourism & Economic Development - Page 71 of 76

The Committee discussed and deliberated tourism initiatives, Community Improvement Cash Incentives, and the funds held in the Committed Capital Projects Reserve for Main Street Revitalization and Tourism Green Initiatives.

Library - Page 73 of 76

The Committee discussed and deliberated the Brock Public Library's Rate Stabilization Fund and municipal contribution toward the Library grant. 

6.1.4.7

New Initiatives

The Budget Committee requested that New Initiatives be considered during the Committee of the Whole meeting scheduled for Monday, February 14, 2022.

7.

Closed Session

None.

8.

Rise from Closed Session

9.

Other Business

10.

Public Questions and Clarification

11.

Adjournment

• Resolution: COW-2022-013
  Moved by Councillor Pettingill

  BE IT RESOLVED THAT the meeting of Council adjourn at 5:22 p.m.

  CARRIED