05 - November 24, 2020 Budget Committee MinutesCouncil Budget Committee
Meeting Minutes
Elgin County Administration Building
Council Chambers/Webex
November 24, 2020 at 1.00 P.M.
ATTENDEES: Warden Dave Mennill (Budget Committee Chair)
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
Brian Lima, Director of Engineering Services
Michele Harris, Director of Homes and Seniors Services
Amy Thomson, Director of Human Resources
Brian Masschaele, Director of Community and Cultural Services
AI Reitsma, Manager of IT
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
1. CALL TO ORDER
The Council Budget Committee met this 24th day of November, 2020 in the
Council Chambers, at the County Administration Building, St. Thomas at 1.08
p.m.
2. APPROVAL OF THE AGENDA
Moved by: Councillor Giguere
Seconded by: Councillor Ketchabaw
RESOLVED THAT the agenda be approved as presented.
Recorded Vote
Yes No
Councillor French I Yes
Councillor Gi uere
Yes
Councillor Ketchabaw
Yes
Warden Mennill
Yes
4
0
- Motion Carried.
3. APPROVAL OF THE MINUTES
Moved by: Councillor Ketchabaw
Seconded by: Councillor French
RESOLVED THAT the minutes of the meeting held on November 9, 2020 be
approved.
Recorded Vote
Yes
No
Councillor French
Yes
Councillor Giguere
Yes
Councillor Ketchabaw
Yes
Warden Mennill
Yes
4
0
- Motion Carried.
4. DISCLOSURE OF PECUNIARY INTEREST
5. DELEGATIONS
None.
6. BRIEFINGS AND REPORTS
6.1 2021 Budget Public Consultation Update — Chief Administrative
Officer
The Chief Administrative Officer presented the results of the public survey
regarding the County Budget for 2021. The information gathered through
this survey will help inform Council and staff as they make
recommendations and decisions as part of the 2021 Budget Process.
Moved by: Councillor Giguere
Seconded by: Councillor French
RESOLVED THAT the November 18t" report titled, 2021 Budget Public
Consultation Update, submitted by the Chief Administrative Officer, be
received and filed as information; and
THAT the 2021 Budget Public Survey Results be received for
consideration in final budget deliberations.
Recorded Vote
Yes
No
Councillor French
Yes
Councillor Gi uere
Yes
Councillor Ketchabaw
Yes
Warden Mennill
Yes
4
0
- Motion Carried.
6.2 Administrative Services— Chief Administrative Officer
The Chief Administrative Officer recommended that software projects for
both Administrative Services and Emergency Measures be deferred; that
information to support the development of a work/action plan as an
immediate need for the IT Department be presented to Council along with
additional information supporting when a Digital Transformation Strategy
could be successfully undertaken at the County; and that the Budget
Committee consent to including $100,000 in the Draft 2021 Budget for the
proposed renovations to the Council Chamber (including $80,000 for
physical renovations and $20,000 for technology enhancements).
6.3 Engineering Services— Director of Engineering Services
The Director of Engineering Services presented the Corporate Facility
Asset Management Plan including the recommended 10-year investments
for the Administration Building, Long -Term Care Homes, EMS Stations,
and Whites Station.
The Committee requested that Engineering Services present a business
case to the Committee regarding Whites Station including the current
lease arrangement, proposed renovations, current uses, and alternatives
to renovation including divestment at the December 10th Budget
Committee Meeting.
6.4 Organizational Culture Initiatives — Director of Human Resources
The Director of Human Resources provided an overview of organizational
culture and the keys to repairing a toxic organizational culture along with
an in-house analysis of the root causes of the toxic culture at Elgin
County's Long -Term Care Homes.
Based on the in-house analysis, the Director of Human Resources
recommended a plan, which includes facilitators and training consultants
to help displace the toxic culture in the Homes, and discussed the
anticipated outcomes and required investment for the plan.
Moved by: Councillor Giguere
Seconded by: Councillor Ketchabaw
RESOLVED THAT the Committee recommend to Council that staff
implement an organizational culture initiative at the County's three (3)
Long -Term Care Homes as part of a three (3) year plan with an investment
of $25,000 per year.
Recorded Vote
Yes
No
Councillor French
Yes
Councillor Gi uere
Yes
Councillor Ketchabaw
Yes
Warden Mennill
Yes
4
0
Motion Carried.
6.5 Information Technology — Manager of Information Technology
The Manager of IT recommended that the following software initiatives be
included in the 2021 Draft Budget for Council's consideration: Human
Capital Management System, Geographical Information System, HR
recruiting software, and intranet development.
The Manager of IT also recommended that the following IT/training
initiatives be included in the 2021 Draft Budget: Mobile Device
Management system, Staff Security Training, Laserfiche Licenses, and
Info -Tech Research Group membership.
The Committee requested more information regarding the Info -Tech
Research Group membership further justifying the expense and the ways
in which the IT department anticipates using the membership over the
course of 2021 as a pilot.
Moved by: Councillor Giguere
Seconded by: Councillor French
RESOLVED THAT the presentations from the Chief Administrative Officer,
Director of Engineering Services, Director of Human Resources, and
Manager of IT be received and filed; and
THAT staff be directed to provide additional information with respect to
Whites Station and the Info -Tech Research Group membership.
Recorded Vote
Yes
No
Councillor French
Yes
Councillor Gi uere
Yes
Councillor Ketchabaw
Yes
Warden Mennill
Yes
4
0
- Motion Carried.
7. OTHER BUSINESS
None.
8. CORRESPONDENCE
9. DATE OF NEXT MEETING
The Committee will meet again on December 10, 2020 at 1.00 p.m.
10. ADJOURNMENT
Moved by: Councillor Giguere
Seconded by: Councillor Ketchabaw
Resolved that we do now adjourn at 2.27 p.m. to meet again on December 10,
2020 at 1.00 p.m.
Recorded Vote
Yes
No
Councillor French
Yes
Councillor Giguere
Yes
Councillor Ketchabaw
Yes
Warden Mennill
Yes
)JoTec�,V
Julie Gonyou,
Chief Administrative Officer.
4 1 0
Motion Carried.
Dave Mennill,
Chair.