04 - November 9, 2020 Budget Committee MinutesCouncil Budget Committee
Meeting Minutes
Elgin County Administration Building
Council Chambers/Webex
November 9, 2020 at 9.00 A.M.
ATTENDEES: Councillor Mary French (Budget Committee Member)
Councillor Ed Ketchabaw (Budget Committee Member)
Councillor Dominique Giguere (Budget Committee Member)
Jim Bundschuh, Director of Financial Services
Julie Gonyou, Chief Administrative Officer
Katherine Thompson, Supervisor of Legislative Services
Jennifer Ford, Senior Financial Analyst
Lisa Czupryna, Senior Financial Analyst
Mathew Waite, Financial Analyst
Carolyn Krahn, Legislative Services Coordinator
REGRETS: Warden Dave Mennill (Budget Committee Chair)
1. CALL TO ORDER
The Council Budget Committee met this 9t" day of November, 2020 in the
Council Chambers, at the County Administration Building, St. Thomas at 9.04
a.m.
2. APPROVAL OF THE AGENDA
Moved by: Councillor Giguere
Seconded by: Councillor French
RESOLVED THAT the agenda be approved as presented.
Recorded Vote
Yes
No
Councillor French
Yes
Councillor Giguere
Yes
Councillor Ketchabaw
Yes
3
0
- Motion Carried.
3. APPROVAL OF THE MINUTES
Moved by: Councillor Giguere
Seconded by: Councillor French
RESOLVED THAT the minutes of the meeting held on October 27, 2020 be
approved.
Recorded Vote
Yes
No
Councillor French
Yes
Councillor Gi uere
Yes
Councillor Ketchabaw
Yes
3
0
- Motion Carried.
4. DISCLOSURE OF PECUNIARY INTEREST
None.
5. DELEGATIONS
None.
6. BRIEFINGS AND REPORTS
6.1 Overview— Director of Financial Services
The Director of Financial Services provided an overview of the meeting
agenda. The Committee will review the departmental presentations. The
Committee will provide feedback, and staff will present updated budget
information to the Committee on November 24tn
6.2 Council & Warden — Chief Administrative Officer
The Chief Administrative Officer recommended that the Committee
support a 1.6% overall increase ($4,889.00) to the County Council Budget
for 2021 and that the Committee support a 1.6% overall increase
($1,669.00) to the Warden Budget for 2021.
6.3 Administrative Services Group —Chief Administrative Officer
The Chief Administrative Officer recommended that the Committee
support a 12.7% increase to Administrative Services in the 2021 Operating
Budget for County Council's consideration.
The Chief Administrative Officer will present additional information on
agenda software to the Committee at the November 24th meeting, and a
full presentation regarding the Emergency Medical Services contract will
be presented to Council at a future meeting.
7. CLOSED SESSION
Moved by: Councillor Giguere
Seconded by: Councillor French
RESOLVED THAT we do now proceed into closed meeting session in accordance
with the Municipal Act to discuss matters under Municipal Act Section 239 (2)-
In-Camera Item #1
(k) a position, plan, procedure, criteria or instruction to be applied to any
negotiations carried on or to be carried on by or on behalf of the municipality or
local board —Land Ambulance
Recorded Vote
Yes
No
Councillor French
Yes
Councillor Gi uere
Yes
Councillor Ketchabaw
Yes
3
0
- Motion Carried.
MOTION TO RISE AND REPORT
Moved by: Councillor French
Seconded by: Councillor Giguere
RESOLVED THAT we do now rise and report; and,
THAT staff proceed as directed.
Recorded Vote
Yes
No
Councillor French
Yes
Councillor Gi uere
Yes
Councillor Ketchabaw
Yes
3
0
- Motion Carried.
8. BRIEFINGS AND REPORTS (continued)
8.1
APA
8.3
Community and Cultural Services — Director of Community and
Cultural Services
The Director of Community and Cultural Services recommended that the
library electronic resources (operating) be adjusted annually to the rate of
inflation, with further increases subject to the approval of a market analysis
to be presented by the end of 2020; and that library book purchases (capital)
be adjusted annually to the rate of inflation in the ten-year capital plan, with
further increases subject to the approval of a ten-year capital plan as soon
as 2022.
Economic Development & Tourism — General Manager of Economic
Development
The General Manager of Economic Development recommended that the
Budget Committee recommend to County Council that Elgin County join the
South Central Ontario Region Economic Development Corporation in 2021;
that $25,000 be included in the 2021 Economic Development department's
operating budget for membership in the South Central Ontario Region
Economic Development Corporation; that the Budget Committee
acknowledge the six (6) year analysis of the Elgincentives program will be
presented to County Council in December with the outcome having the
potential of altering the program's available funds as highlighted in the
presentation; and that fees for tourism membership, Savour Elgin, and the
Elgin Arts Trail be waived for 2021.
The General Manager of Economic
information regarding the work of
Economic Development Corporation
meeting.
Development will present additional
the South Central Ontario Region
to County Council at an upcoming
Engineering/Facilities —Director of Engineering Services
The Director of Engineering Services recommended that the required
optimal and adequate 10-year Transportation and Facility focused
investments identified in the respective 10-year capital plans be supported
to maintain and improve existing overall condition/LOS rating; that if further
reduction of requested budget funding is required, consideration be given to
deferring specific reconstruction capital projects as opposed to impacting
asset renewal related projects; and that the 2021 facility capital budget be
reflective of the recommended investments as identified in the 2020 facility
AMP currently being finalized for Council's endorsement.
The Director of Engineering Services will present further information about
facility capital investments required for EMS stations and Whites Station at
the November 24th meeting.
8.4 Finance — Director of Financial Services
The Director of Financial Services recommended that the wage and benefit
line be adjusted for added Administrative Assistant support; that the
membership budget be adjusted $500 for prior year's inflation; and that
$14,000 for a Wage Performance Report be included.
8.5 Fire/CEMC — Community Emergency Management Coordinator/Fire
Training Officer
The Community Emergency Management Coordinator/Fire Training Officer
recommended that the Safe Restart Fund be utilized to support EOC
software and that the Committee support a 60% overall increase ($78,934)
to Fire/CEMC Budget for 2021.
The Committee requested that a follow-up report on the EOC software be
presented on November 24th
8.6 County of Elgin Homes — Director of Homes and Seniors Services
The Director of Homes and Seniors Services recommended that a 4.8%
decrease in total expenditures ($198,320) for Long Term Care be included
in the 2021 budget; that $24,700 be allocated to the Homes 2021 education
budget; and that Council provide direction to staff regarding the request for
funds to support recruitment and retention of Homes staff in collaboration
with Human Resources department.
The Committee requested a follow-up presentation regarding the staff
training initiative to support recruitment and retention of Homes staff
including an overview on how the training efforts will address the the root
causes of the retention and cultural issues.
8.7 Human Resources —Director of Human Resources
The Director of Human Resources recommended that a 2.9% increase in
total expenditures ($16,993) for Human Resources be included in the 2021
budget with the increase predominantly related to the estimated inflationary
increase.
8.8 Information Technology — Manager of Information Technology
The Manager of Information Technology recommended that Council
consider funding the following additional initiatives: Council/meeting agenda
software, HR job recruitment software, an employee intranet, Mobile Device
Management (MDM) software, staff security awareness training, and
Council chamber hardware upgrades.
The Committee requested a follow-up presentation providing more
information about the departmental requests for software solutions;
subscription to the research and knowledge base; hardware upgrades in the
Council Chambers; and an overview of short-term, mid-term, and long-term
IT planning.
8.9 Planning/Land Division —Manager of Planning
The Manager of Planning recommended an increase of 50% ($185,499.61)
be included in the Planning Budget for 2021; and that the Land Division
Budget for 2021 remain the same as the 2020 Budget.
The Committee requested more information be presented to Council
regarding the proposed staffing changes in Planning Services.
8.10 Provincial Offenses Administration (POA) —POA Supervisor
The POA Supervisor recommended that the fine revenue be increased by
20% to recognize delayed impact of ticket payments due to COVID-19, with
corresponding increase in Municipal Partner payments and Victim Fine
Surcharge payments; and that a professional security firm be hired to
provide front door security, crowd management and screening services on
court days.
8.11 Corporate — Director of Financial Services
The Director of Financial Services recommended that 4.5% and 20% be
added to 2021 and 2022 respectively for increased insurance costs; and
that $50,000 be added to the Legal account.
9. OTHER BUSINESS
1101Me n
10. CORRESPONDENCE
None.
11. DATE OF NEXT MEETING
The Committee will meet again on November 24, 2020 at 1.00 p.m.
12. ADJOURNMENT
Moved by- Councillor Giguere
Seconded by- Councillor French
Resolved that we do now adjourn at 2.48 p.m. to meet again on November 24,
2020 at 1.00 p.m.
Recorded Vote
Yes
No
Councillor French
Yes
Councillor Gi uere
Yes
Councillor Ketchabaw
Yes
3
0
Motion Carried.
ZJulie Gonyou, Dave Mennill,
ief Administrative Officer. Chair.
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