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01 - September 12, 2023 Budget Committee Meeting Minutes"t""v-byNafar BUDGET COMMITTEE MINUTES September 12, 2023, 11:00 a.m. Council Chambers 450 Sunset Drive St. Thomas ON Members Present: Warden Ed Ketchabaw, Chair Deputy Warden Grant Jones Councillor Andrew Sloan Councillor Mike Hentz Staff Present: Don Shropshire, Chief Administrative Officer/Clerk Jennifer Ford, Director of Financial Services/Treasurer Jenna Fentie, Manager of Administrative Services/Deputy Clerk Stefanie Heide, Legislative Services Coordinator i ��T1 • • : AN. The meeting was called to order at 11:00 a.m. with Warden Ketchabaw in the Chair. 2. APPROVAL OF AGENDA Moved by: Deputy Warden Jones Seconded by: Councillor Hentz RESOLVED THAT the agenda for the September 12, 2023 meeting be approved as presented. Motion Carried. 3. ADOPTION OF MINUTES Moved by: Councillor Sloan Seconded by: Deputy Warden Jones RESOLVED THAT the minutes from the meeting held on November 1, 2022 be adopted. 1 Motion Carried. 4. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF None. 5. DELEGATIONS None, 6. REPORTS/BRIEFINGS 6.1 Director of Financial Services/Treasurer - Terms of Reference Review The Director of Financial Services/Treasurer presented the report detailing the Budget Committee Terms of Reference. Moved by: Councillor Hentz Seconded by: Deputy Warden Jones RESOLVED THAT the report titled "Terms of Reference Review" dated September 5, 2023 from the Director of Financial Services/Treasurer be received and filed. Motion Carried. 6.2 Director of Financial Services/Treasurer - 2024 Draft Budget Survey The Director of Financial Services/Treasurer presented the report seeking Council's approval for the draft 2024 budget survey. Moved by: Councillor Hentz Seconded by: Deputy Warden Jones RESOLVED THAT the report titled "2024 Draft Budget Survey" dated September 5, 2023 from the Director of Financial Services/Treasurer be received and filed; and THAT the 2024 Budget Survey and the advertising campaign, including any applicable changes, be released for public consultation for the period September 13, 2023 to October 13, 2023. Motion Carried. 6.3 Director of Financial Services/Treasurer - Proposed Budget Schedule The Director of Financial Services/Treasurer presented the report seeking the Committee's approval for the proposed Budget Committee meeting schedule. 0 Moved by: Deputy Warden Jones Seconded by: Councillor Sloan THAT the report titled "Proposed Budget Schedule" dated September 5, 2023 from the Director of Financial Services/Treasurer be received and filed; and THAT the Budget Committee meet on October 24th, 2023 for a half day to receive the results of the budget survey in advance of budget deliberations; and THAT the Budget Committee meet on November 14th, 2023 for a half day to receive and discuss a preliminary overview of the Engineering Capital Plan; and THAT the Budget Committee meet on November 15th, 2023 for a full day meeting to receive initial department budgets with additional meetings to be set if needed. Motion Carried. 6.4 Director of Financial Services/Treasurer - Department Budget Presentation Format The Director of Financial Services/Treasurer presented the report seeking the Committee's feedback on a standardized departmental budget presentation template. Moved by: Councillor Sloan Seconded by: Councillor Hentz RESOLVED THAT the report titled "Department Budget Presentation Format" dated September 5, 2023 from the Director of Financial Services/Treasurer be received and filed; and THAT the Director of Financial Services/Treasurer prepare a budget presentation template, that incorporates the Budget Committee needs as outlined today, to ensure clarity and uniformity of presentations. Motion Carried. 6.5 Director of Financial Services/Treasurer - 2024 Budget Pressures and Rate Increase The Director of Financial Services/Treasurer presented a high-level overview of current budget pressures for the Committee's information in advance of 2024 budget deliberations. 3 Moved by: Councillor Sloan Seconded by: Councillor Hentz RESOLVED THAT the report titled "2024 Budget Pressures and Rate Increase" dated September 5, 2023 from the Director of Financial Services/Treasurer be received and filed; and THAT the targeted rate increase remains unprescribed at this time. Motion Carried. 7. OTHER BUSINESS None. 8. CORRESPONDENCE None. 9. CLOSED MEETING ITEMS None. 10. MOTION TO RISE AND REPORT I0❑iL 11. DATE OF NEXT MEETING The next meeting of the Budget Committee will be held on October 24, 2023 following the County Council meeting. 12. ADJOURNMENT Moved by: Deputy Warden Jones Seconded by: Councillor Sloan RESOLVED THAT we do now adjourn at 11:41 a.m. to meet again on October 24, 2023 following the County Council meeting. Motion Carried. f o Shrops it'Warden Ed Ketchabaw, Chief Uministrative Officer/Clerk. Chair. 0