04 - November 9, 2020 Budget Committee Agenda Package
Council Budget Committee Meeting
November 9, 2020, 9:00A.M.
Table of Contents
I.Agenda……………………………………………………………………………....................................... 2
II. Council Budget Committee Meeting Minutes – October 27, 2020……………………….. 3
Overview, Director of Financial Services…………………………………………………...
III. 7
Council & Warden, Chief Administrative Officer………………………………………...…
IV. 11
Administrative Services Group, Chief Administrative Officer…………………………….
V. 30
Cultural Services, Director of Community and Cultural Services………………………..
VI. 55
Economic Development, General Manager of Economic Development………………..
VII. 74
Engineering/Facilities, Director of Engineering Services…………………………………
VIII.113
Finance, Director of Financial Services…………………………………………………….
IX.132
Fire/CEMC, Community Emergency Management Coordinator/Fire Training Officer…
X. 150
Homes, Director of Homes and Seniors Services…………………………………………
XI.165
Human Resources, Director of Human Resources………………………………………..
XII.199
IT, Manager of Information Technology…………………………………………………….
XIII. 215
Planning & Land Division, Manager of Planning…………………………………………..
XIV.233
Provincial Offenses Administration (POA), POA Supervisor……………………………..
XV. 258
Wrap-Up including Corporate, Director of Financial Services……………………………
XVI. 275
Appendix –GL Report………………………………………………………………………..
XVII. 293
Appendix –Operating Projects………………………………………………………………
XVIII. 335
Appendix–Capital Projects………………………………………………………………….
XIV. 360
1
Council Budget CommitteeMeeting
Elgin County Administration Building,Council Chambers
November 9, 2020.9:00A.M.
Agenda
st
1 Meeting Called to Order
nd
2 Approval of the Agenda
rd
3 Approvalof the Minutes
th
4Disclosure of Pecuniary Interest
th
5 Delegations – none
th
6 Briefingsand Reports
Overview, Director of Financial Services
Council & Warden, Chief Administrative Officer
Administrative Services Group, Chief Administrative Officer
th
7 Closed Session
Municipal Act Section 239 (2) (k) a position,plan, procedure, criteria or instruction to be
applied to any negotiationscarried on or to be carried on by or on behalf of the
municipality orlocalboard – Land Ambulance, Chief Administrative Officer
th
8 Briefings and Reports (continued)
Cultural Services, Director of Community and Cultural Services
Economic Development, General Manager of Economic Development
Engineering/Facilities, Director of Engineering Services
Finance, Director of Financial Services
Fire/CEMC, Community Emergency Management Coordinator/Fire Training Officer
Homes, Director of Homes and Seniors Services
Human Resources, Director of Human Resources
IT, Manager of Information Technology
Planning & Land Division, Manager of Planning
Provincial Offenses Administration (POA), POA Supervisor
Wrap-Up including Corporate,Director of Financial Services
th
7 Other Business
th
8 Correspondence – none
th
10Date of Next Meeting
th
11Adjournment
2
Council Budget Committee
DRAFT MeetingMinutes
Elgin County Administration Building
Council Chambers/Webex
October 27, 2020at 11:30A.M.
ATTENDEES:Warden Dave Mennill (Budget Committee Chair)
Councillor Mary French (Budget Committee Member)
Councillor Ed Ketchabaw (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
1. CALL TO ORDER
th
The CouncilBudget Committeemet this 27day of October, 2020 in the Council
Chambers, at the County Administration Building, St. Thomas at 11:40a.m.
2. APPROVALOFTHEAGENDA
Movedby:CouncillorKetchabaw
Seconded by: Councillor
RESOLVEDTHATtheagendabeapprovedaspresented.
RecordedVote
YesNo
CouncillorFrenchYes
CouncillorYes
CouncillorKetchabawYes
WardenMennillYes
40
- MotionCarried.
3
3. APPROVALOFTHEMINUTES
Movedby:Councillor
Seconded by: Councillor French
RESOLVEDTHATtheminutesofthemeetingheldonJanuary29, 2020be
approved.
RecordedVote
YesNo
CouncillorFrenchYes
CouncillorYes
CouncillorKetchabawYes
WardenMennillYes
40
- MotionCarried.
4.DISCLOSURE OF PECUNIARY INTEREST
None.
5.DELEGATIONS
None.
6.BRIEFINGS AND REPORTS
6.1 2021 Budget Review and Approval Stages – Chief Administrative
Officer
The Chief Administrative Officer provided an overview of the Budget
Review and Approval Stages. The Committee reviewed and established
key dates formeetings and activities, and expressed their support for
increasing transparency in the budget process.
6.2 Review of Departmental Presentation Template – Chief
Administrative Officer
The Chief Administrative Officer presented the Departmental Presentation
Template for the Committee’s review and sought the Committee’s
feedback for changes to ensure alignment with the Committee’s
expectations and the Elgin County 2021 Budget“Investing in our
Community” 2021 Budget Review and Approval Stagesdocument.
4
The Committee expressed their support for the proposed approach to
presenting the budget and were confident that this template will allow the
Committee to make better decisions and that the presentationswill help
the public to better understand the decisions that are made.
In addition to the ten (10) year forecast, the Committee would also like to
see actuals from the past two (2) years.
7.DATE OF NEXT MEETING
The Committee reviewed the proposed meeting schedule.
November 9, 2020Departmental Budget Review
November 24, 2020Departmental Budget Review #2
December 10, 2020Consolidated Budget Review
January 12, 2021Council Meeting: Budget Overview
January 12, 2021Council Follow-up
January 26, 2021Review final details of Capital and Operating ten-year
plans and set proposed tax rates
February 9, 2021Council Meeting: Approval of Operating and Capital
budgets and tax rates
8.ADJOURNMENT
Moved by: CouncillorKetchabaw
Seconded by: CouncillorFrench
Resolved that we do now adjourn at12:26 p.m. to meet againon November 9,
2020 at 9:00 a.m.
RecordedVote
YesNo
CouncillorFrenchYes
CouncillorYes
CouncillorKetchabawYes
WardenMennillYes
40
- MotionCarried.
5
______
JulieGonyou, DaveMennill,
ChiefAdministrativeOfficer. Chair.
6
November 9, 2020
7
Budget Committee #2
2021 Dept Budgets
8
9
)
(Julie Gonyou)
Pasato
Land Ambulance
-
(Jeff Smith)
(Michele Harris)
Up including Corporate (Jim Bundschuh)
-
(Al Reitsma)
Overview (Jim Bundschuh) Council & Warden (Julie Gonyou)Administrative Services Group (Julie Gonyou)Closed Session Cultural Services (Brian Masschaele)Economic Development (Alan Smith)Engineering/Fac
ilities (Brian Lima)Finance (Jim Bundschuh)Fire/CEMCHomesHuman Resources (Amy Thomson)ITPlanning & Land Division (Nancy POA (Leesa Shanley)Wrap
10
November 2020
11
Julie Gonyou, Chief Administrative Officer
Presentation to the 2020 Budget Committee
2021 Council and Warden Draft Budgets
Township of Malahide
–
Municipality of
Municipality of Central Elgin
-
–
Municipality of Central Elgin
Municipality of Dutton Dunwich
Township of Southwold
–
–
–
Township of Malahide
, Deputy Mayor
–
Mayor, Municipality of Bayham
ère
Mayor, Town of Aylmer
–
–
Gigu
12
Councillor Tom Marks, Deputy Mayor Councillor Sally Martyn, Mayor Councillor Bob Purcell, Mayor
Councillor Grant Jones, Mayor Warden Dave Mennill, Mayor Deputy Warden Duncan McPhail, Mayor West ElginCouncillor Dominique Councillor Mary French Councillor Ed Ketchabaw
13
THAT the Committee recommends 1.6% overall increase ($4,889.00) to County Council Budget for 2021; and THAT the Committee recommends 1.6% overall increase ($1,669.00) to Warden Budget
for 2021.
14
Elgin County is governed by County Council, which is made up of 9 members from our seven (7) area municipalities. Each municipality located within Elgin County is represented at County
Council by their elected representatives: Mayors and Deputy Mayors of the Township of Malahide and Municipality of Central Elgin. Annually, County Council elects a Warden from among
the Councillors. The Warden is the executive officer of the corporation and the head of County Council. The Warden chairs County Council meetings, sits as a member of all Standing
Committees, and represents the County at a wide range of functions and activities.
15
Elgin County Council and Warden Budgets support the activities of Council and the Warden. The two budget are closely linked and should be considered concurrently. Budgets include Council
compensation (wages & benefits) and operating costs including uniforms, professional development and conferences, meals, mileage and recognition. Each County Councillor is appointed
to Committees or various organizational Committees or Boards. Attendance at Committee or Board meetings or other events is included in Council’s annual compensation. County Council
meets twice a month at the County Administration Building (or virtually) and Councillors receive mileage from their Home to attend Council Meetings.
person to virtual,
-
16
person meetings, events and conferences.
-
are required to adjust wages, mileage and development budget. It is
person conferences and seminars through virtual meetings. In light of this, it is
-
Pandemic response: most conferences and meetings have moved from inresulting in savings in mileage, meals, and development. Changes to policy recommended that allocations remain unchanged
from 2020. The pandemic is accelerating the need to enhance skills across the corporation. It is anticipated that conference uptake may increase in 2021 as Members continue to adopt
fully digitized approaches to inrecommended that allocations remain unchanged from 2020 for development, meals/refreshments and mileage. Council and Warden 2020 Budgets are underspent
in development, meals and mileage as a result of the restriction on in
Key Challenges2020 Successes
17
The pandemic has resulted in a reduction in expenses related to development, mileage
Wages and benefits for the Warden and County Councillors;Corporate expenses including uniforms, recognition gifts (pins/hats) and corporate clothing;Costs associated with professional
development including conference and event registrations, accommodations and travel;Mileage;Miscellaneous expenses including additional expenses incurred
Council receives revenue from Southwestern Public Health for Board Member Remuneration. This is listed on the Council Budget as item 1) Revenue/Recoveries.
The County Council and Warden budgets include:Efficiencies: and miscellaneous spending.
Increase/Decrease 1.6%1.6%
18
2021$312,925$107,859
2020$308,036$106,190
Budget County CouncilWarden
Notes Council PolicyIncludes: Joint meetings/hall rentals, Council photos, engraving, support for the Warden’s Golf Tournament, printing costs and facilitator costsWarden’s Banquet
19
No change
Increase/Decrease
2021$213,132$36,233$72,743$12,366$7,300$32,000$6,500$7,000$3,900$9,046$3,000$1,250$7,750$600
2020$208,954$35,533$71,316$12,124$7,300$32,000$6,500$7,000$3,900$9,046$3,000$1,250$7,750$600
Development MileageMiscellaneousRecognitionTravel
Corporate Clothing Development Miscellaneous
Recognition
Mileage
–––––
––-
––
Highlights Council WagesCouncil BenefitsWarden WagesWarden BenefitsCouncil & GiftsCouncil Warden Council Warden Council Warden Council
Warden Warden
20
Modest increase in wages and benefits for Council and the Warden.No new initiatives identified or proposed in 2021 or beyond. While 2020 forecasted operating costs are significantly
below the 2020 budget due to the pandemic, the draft 2021 budget assumes expenditures will stabilize over the course of 2021. No items have been eliminated or reduced as these budgets
have been fairly consistent (with the exception of wages) over the past five (5) years.
Variances: New Initiatives:Other:
llaneous.
Misce
–
21
h County Council.
It is expected that County Council will engage an external facilitator a few times throughout 2021 to work with Committees or witPurchase for services and consultant costs are included
in 4) Operating Costs
22
quo approach is recommended.
-
Developing the draft 2021 County Council and Warden budgets was a straightforward process. While consideration was given to making adjustments to a number of areas that were underspent
in 2020 as a result of the pandemic, a statusThis may result in positive performance at the end of 2021 if development, mileage and meals/refreshments budget lines continue to be impacted
by the pandemic.
23
Revenue is for SWPH Board remuneration
Wages for Council & Warden of $263,000 represent 1.4% of total wages paid by County
24
Revenue limited to Southwestern Public Health Board of Health remunerationExpenditures detailed in full budget
Covid
25
operating budget assumes that inflationary increases will be absorbed
2020 forecasted operating costs significantly below budget due to 2021
19 in our Community will likely
-
19 impacts) and no new programs
-
26
person and virtual) meetings in 2021.
-
Council’s ongoing efforts to reduce the spread of COVIDresult in ongoing hybrid (inNo efficiencies have been identified (aside from COVIDor services have been included.
note: this requires Council’s
–
27
note: this includes refreshments at special
–
7 out of 9 Council Members have been attending
-
quo” budget for Council and the Warden in 2021, the following
-
City Council meetings)
note: between 6
-
–
person.
-
The Committee may direct that Development be adjusted in 2021 review and approval of policy changes.Mileage may be lowered Council Meetings inMeals and refreshments could also be adjusted
meetings (i.e. Joint CountyThe Committee may suggest that such events as the Warden’s Election Reception or Warden’s Banquet (Recognition) are likely to be cancelled, in which case,
these line items can be adjusted.
While staff recommend a “statusoptions are presented for Committee consideration:
28
THAT the Committee recommends 1.6% overall increase ($4,889.00) to County Council Budget for 2021; and THAT the Committee recommends 1.6% overall increase ($1,669.00) to Warden Budget
for 2021.
29
November 2020
30
Administrative Services
Julie Gonyou, Chief Administrative Officer
Presentation to the 2020 Budget Committee
Time StaffTime Contract Position
--
3 Full1 Full
31
Supervisor, Legislative Services/Deputy Clerk
–
Legislative Services Coordinator
–
Legislative Services Coordinator
Chief Administrative Officer/Clerk
–
-
Julie Gonyou Katherine Thompson Carolyn Krahn Megan Shannon
Time Staff
32
-
3 Full
County Solicitor/Deputy Clerk
–
County Prosecutor/ Deputy County Solicitor
Legal Assistant
–
–
Stephen H. Gibson Jack Huber Susie Bury
33
Elgin County Tree Commissioner and Weed Inspector
–
Jeff Lawrence
* Purchase for Service from Kettle Creek Conservation Authority
Increase/Decrease 12.7%
34
2021$756,326
2020$671,230
Increase of $385,096
following review of the Administrative Services Budget, the Committee support
Budget Administration It is recommended:THAT including a 12.7% increase to Administrative Services in the 2021 Operating Budget for County Council’s consideration.
recovery basis and
-
tier municipalities). This is
-
tiers) on a cost
-
35
recovery basis, minus administrative costs.
-
tiers are billed for legal services provided by the County Solicitor.
-
Office of the Chief Administrative Officer/ClerkLegislative ServicesLegal Services (County Solicitor and County Prosecutor) Tree Commissioner/Weed Inspector Services (Kettle Creek Conservation
Authority KCCA)
Administrative Services includes:Legal Services are provided to Local Municipal Partners (lowerlowerCurrently, Parts I and Part II (Provincial Offences Administration) prosecutions are
provided for Local Police Agencies, Elgin and Local Municipal Partners (lowerprovided on a costPurchase for Service Agreement with Kettle Creek Conservation Authority (KCCA) for Tree
Commissioner/Weed Inspector Services.
This
gin, along lative
rded and
programs,
El
nge of
ntsthe
gis
report to the
ition by
es,
eco
ve services for
pos
ads
ati
The Municipal Freedom of Information and Privacy Act.
and County Council including: recording and maintaining
and
36
The Municipal Act
laws and other proceedings of Council and Committees, as well as overseeing a broad ra
-
Municipal Act and other related Acts and Regulations
elected officer of the Corporation of the County of Elgin is the Chief Administrative Officer. The CAO directs all
-
Administrative Services is involved in the planning, development, delivery or management of administrative and Council policiservices or other activities as directed by Elgin County
Council. Chief Administrative Officer (CAO)/Clerk The most senior nonadministrative services, operations and programs of the county, serving as the corporate “chief of staff”. All
department heCAO. The CAO reports to Council and attends all Committee Meetings in the role as principal policy advisor. The CAO represeCounty of Elgin with other public and private
agencies with whom the County does business. She also represents the County ofwith the Warden, in relations with other municipal government, provincial officials, or as directed by
Council. The CAO is also the County’s Clerk. The primary role of the County Clerk is to perform the statutory duties assigned to the provincial legislation (records of all resolutions,
decisions, byresponsibilities related to the function of County Council. Legislative Services Team The Legislative Services Team, under the direction of the CAO/Clerk is responsible
for a variety of administrative and legislthe County which include: Council Agenda and Minutes; requests for information and corporate records. The primary role of LeServices is driven
by provincial legislation, most notably Team provides administrative support to Council and its Committees and ensures that all of the actions taken by Council are rcommunicated.
tiers) and other agencies (including Catfish Creek
-
37
recovery basis. The County outsources real estate and employment law.
-
tiers) and the City of St. Thomas, who receive fine revenue (minus administration fee and
-
County Solicitor & Shared Services Administrative Services includes Legal Services. The County Solicitor supports all departments of the County and some agencies with the provision
of legal advice, support and guidance. The County Solicitor specializes in municipal law and offers these services to interested local municipal partners (lowerConservation Authority)
on a cost County Prosecutor/Deputy County Solicitor Since 2001, the County has been responsible for the administration and prosecution of Part I and Part II Provincial Offence charges
issued within Elgin County and St. Thomas. This is a service ultimately provided on behalf of Elgin’s local municipal partners (lowerthe cost of County Prosecutor).Legal Assistant
The County’s Legal Assistant provides clerical support to the County Solicitor. At the direction of the County Solicitor, the Legal Assistant finalizes legal documents, reports, brief
and correspondence on a variety of confidential and routine matters.
g,
y
lit
ree
that
ds
e T
owned truck used exclusively for County work. This truck is
-
38
law is intended, “to restrict and regulate the destruction of trees by cutting, burning, bulldozin
-
law.
-
Tree Commissioner The Elgin County Tree Commissioner is an appointed official of the County of Elgin. It is the Tree Commissioner’s responsibito ensure that the cutting of trees in
Elgin County woodlots is consistent with the goals set out in the Elgin County WoodlanConservation ByThe Elgin County Woodlands Byapplication of chemicals or other means”.Weed Inspector
The Weed Control Act was originally drafted by provincial legislators in the late 1800’s to achieve control of noxious weeds interfere with land used for industries of agriculture and
horticulture. As required by the Act, the County has appointed thCommissioner as the Weed Inspector to undertake the administration and enforcement of the Act. Under the Act, the
Weed Inspector is empowered to search and inspect lands and issue written orders for the destruction of noxious weeds. Vehicle The Tree Commissioner/Weed Inspector is provided with
a Countyscheduled for replacement in 2028 (see Capital Projects Budget “Agriculture/Woodlands: Truck KCCA” $40,204).
i.e.
offset
–
–
–
shown as a debt
–
39
funds provided to County for CAO’s work to support the Elgin Group Police Services Board
–
Staff (wages & benefits), costs for Tree Commissioner/Weed Inspector paid to KCCAProfessional development Mileage & Travel Equipment Memberships (i.e. Association of Municipalities of
Ontario, AMCTO)Office SuppliesProject Costs (impossible to anticipate or budget for year over year, costs recovered from Local Municipal Partners)Promotions (support for Social Committee,
generally $500/year in support of Christmas party subject to Council approval) Subscriptions and Publications (corporate newspapers, municipal publications and resources Municipal World,
Aylmer Express, St. Thomas Times Journal).Provincial Offences Administration (offsets County Prosecutor costs)Municipal Revenue (Legal Services)
Budgets includes operating costs including:The Budgets also include Project Revenue (permits/legal services cost recoveriesby credit) including:Recoveries Secretary Administrator Role
(Shared Service for Local Municipal Partners).
–
40
(permits/legal services cost recoveries
Project Revenue
offset by credit) including:
–
are funds provided to County for CAO’s work to support the Elgin Group
Provincial Offences Administration (offsets County Prosecutor costs)Municipal Revenue (Legal Services)
The Budgets also include shown as a debt Recoveries Police Services Board Secretary Administrator Role (Shared Service for Local Municipal Partners).
increase from $13,835 to
-
time)
-
41
y shared position with Economic Development Department
rl
forme
–
emic and additional Council, Committee and Administrative Support has
nd
19 pa
-
ern Ontario Wardens Caucus membership moved from Administration to Corporate/Council
t
Wes
presenting an increase of 23.3% in wages.
p Planning Services removed from the CAO’s portfolio to Planning budget
re
U
Legislative Services Coordinator (now 100% Administrative Services). Change in responsibilities resulted in an increase in salary. Demands of COVIDnecessitated an additional Legislative
Services contract position (full
-
itional costs)
urn of Supervisor of Legislative Services and addition of contract Legislative Services Coordinator
d
t
.
ssional development budget for the Chief Administrative Officer (September 2020)
Emergency Medical Services removed from the CAO’s portfolio to Emergency Measures budget BackRe(ad
ew
e
Impacts of departmental changes are reflected as a significant increase in this budget (increase from $686,150 to $846,299 –Memberships –budget.The pandemic is accelerating the need
to enhance skills across the corporation. Council approved enhanced prof$23,633. There may be other changes to the Administrative Services Budget resulting from the Municipal Service
Delivery Revi
approved
-
19 expenses for additional equipment (equipment required for
-
up support for Manager of Planning moved from CAO’s portfolio,
-
Notes Backalong with Contract Administration for Emergency Medical Services. Additional Legislative Services Support (1 additional contract position) included in 2021 budget, along
with a change in status for Supervisor of Legislative Services). General professional development plus additional Councilenhanced development funds for Chief Administrative Officer.
Covidmobile workforce/virtual meetings and committee room set up)Western Ontario Warden’s Caucus moved to Council Budget (Corporate)Status QuoAdditional Office Supplies (e.g. Surveys,
Strategic Plan support, etc.), 2020 was an extraordinary year and a levelling off is anticipatedBilled back to local municipal partners (this includes costs of serving legal documents
POA)Social Committee/Support for staff during the pandemic accounts for the increase in 2020 over 2019. $500 support for Social Committee Activities should suffice in 2021.
42
Increase/Decrease Increase (23.34%) involving a shift between departmentsIncrease (19.76%)Increase (71%)Decrease (17%)Shift in budgetsModest DecreaseIncrease over 2019Back to 2019 budget
2021$846,299$236,964$23,633$1,500$13,630$7,5000$7,0000500
2020$686,848$197,868$13,835$1,809$18,420$7,517$272$8,147$5,796$1,263
Highlights WagesBenefits Operating Costs DevelopmentEquipmentMemberships MileageMiscellaneousOffice SuppliesProject CostsPromotions
Notes Appropriate budget (this includes corporate subscriptions for local newspapers and professional publications). Significant change noted over 2019 as subscriptions were previously
handled by each department and are now administered through Administrative Services. Appropriate budget (includes departmental travel to support conferences, hotel accommodations (Western
Ontario Wardens Caucus Meetings and professional development).As noted above
43
Increase/Decrease n/aDecreaseIncrease (12.7%)
2021 2,5005,000756,326
2020 2,5414,811671,230
TOTAL
other
–
HighlightsOperating Costs Continued Subscriptions & PublicationsTravel
offset
–
shown as a debt
–
increase will be recommended in for 2022 (alternating years)
Notes Recoveries (County Solicitor) * increase in hourly rate recently approved by County CouncilRecoveries (County Prosecutor) * no change in hourly rate in 2021 –
44
Increase/Decrease IncreaseStatus Quo
(permits/legal services cost recoveries
2021$173,680$228,800
Project Revenue
2020$167,000$228,800
funds provided to County for CAO’s work to support the Elgin Group Police Services Board
–
Provincial Offences Administration (offsets County Prosecutor costs)Municipal Revenue (Legal Services)
Municipal RevenuePOA
The Budgets also include by credit) including:Recoveries Secretary Administrator Role (Shared Service for Local Municipal Partners).
––
Highlights EL EL
(CSWB) development
19, as well as the
-
being Plan
-
law support, etc.)
-
45
Term Care and other high priority service areas.
-
support for County Council and Council’s Committees
(StrategyCorp. Inc.) (applied for and received $125K in Municipal
Community Safety and Well
19 including development of a Corporate Staffing Plan to support
-
19 Action Planning reported to Council on a monthly basis.
-
Service Delivery Review
COVIDEnhanced communication efforts to all staff, Council, municipal partners and the community throughout the pandemic. Advised on legislative changes and associated actions (by
Administrative Services supported County Council’s response to COVIDorganization’s response to COVIDredeployment of staff during the pandemic to LongEfforts also included: Municipal
Modernization Funding) and associated communicationsProvides ongoing leadership for the for St. Thomas, Elgin and Town of Aylmer.Administrative Services provides ongoing and provided
support as Council and Committees as they transitioned to virtual meetings during the pandemic.
Accessibility Committee
-
46
Being Plan Advisory Committee (established 2020)Being Plan Steering Committee (established 2020)
--
Community Safety and WellCommunity Safety and WellConnectivity Committee (established 2020)Environmental Committee (established 2020)Rural Initiatives and Planning Advisory Committee
Terrace Lodge Redevelopment Committee Terrace Lodge Fundraising CommitteeBudget CommitteePost minutes/agendas for Museum Advisory Committee and JointSecretary/Treasurer for Elgin Group
Police Services BoardOntario Association of Police Services Board Zone 6 Administrative SupportHealth Recruitment Partnership (CAO & Councillor Jones)
Support for Council’s Committees includes:
law
-
47
Law, revisions to Council’s Procedural By
-
Development of Committee ByJoint Integrity Commissioner, Closed Meeting Investigator and Ombudsman positionEnhanced communication with staff, the public and Local Municipal PartnersEnhanced
public engagement through surveys (Strategic Plan, Budget, Connectivity Committee), media and weekly meetings with local Chief Administrative OfficersSupported Council’s Strategic Planning
and Action Planning Process including development of Council’s Strategic Plan videoDeveloped a Staff Action Plan to support Council’s Strategic Plan/Action PlanContract oversight for
Emergency Medical Services and contract negotiations (ongoing)Supported recruitment of new Manager of Planning
48
Office SuppliesProject CostsPromotions
The pandemic presented several challenges and an influx of special projects and additional work for Administrative Services. 2020 has been a challenging year to find efficiencies for
Administrative Services, in fact, additional expenses were incurred in the following budgets:
49
The use of consultants is not identified in the Administrative Services Budget for 2021.
50
Funding from User Fees is from providing legal services to our municipal partners
Wages for Administrative Services of $690,000 represent less than 5% of total wages paid by County
51
ided to our municipal partners
2021 Budgeted Wages & Benefits increase due to moving existing wages between departments2021 Revenue Budget from Legal Services expected to increase because more services are being prov
up &
-
52
person meetings may not resume anytime soon)
-
Changes to mileage and travel budgets (inRecommend that Council review Memberships to municipal and legal organizations to find efficienciesRecommend that Council consider reduced staffing
levels in Administrative Services
Aside from financial impacts associated with changes to CAO responsibilities (Planning backEMS Contract Oversight) and changes to Legislative Services support, the budget remains very
close to that approved by County Council in 2020. The following options are presented for Committee consideration:
Increase/Decrease 12.7%
53
2021$756,326
2020$671,230
Increase of $385,096
Budget Administration It is recommended:THAT following review of the Administrative Services Budget, the Committee support including a 12.7% increase to Administrative Services in the
2021 Operating Budget for County Council’s consideration.
54
Budget
November 9, 2020
55
2021 Community and
Cultural Services Proposed
56
year capital plan, with further increases subject to the
-
year capital plan as soon as 2022.
-
THAT 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 tenapproval of a ten
Recommendations
tor
d
ra
Museum CuAcquisitions LeaProjects Lead
Mike Baker, Manager Museum and Archives---
57
opment
inistration
d
Collection DevelCatalogue AdmTechnology Lea
Natalie Marlow, Library Coordinator---
ranch
agement
icer
CEO of Library and BOperationsAccess/Privacy OffInformation Man
Brian Masschaele, Director---
Our Leadership Team
58
Workforce
No change from 2020 levelsNew in 2021, funded from recent Bushell donation
––
18 FT staff and up to 22 PT staff (CUPE) + students / pages / interns.2 FT contract staff for Museum and Archives
••
59
60
checkout options have been implemented as
-
19 funding but these licenses may require renewal through IT in
-
range plan
resources costs are increasing at a rate greater than inflation and will require a
eyChallenges
Projected fines and fees revenue to be $10,000 in 2020, down from budgeted amount of $35,000 and this may extend into 2021 and beyondDonations likely to be reduced by at least half,
dropping from approximately $20,000 annually to less than $10,000New collective agreement with CUPE for 2021 +Provincial austerity could impact library operating grant ($117,000 in
2020) and museum operating grant ($15,000 in 2020)E-long-New licenses for contactless and selfa result of COVIDa 3 to 5 year timeframeAll library leases expire at the end of 2022 and
consideration should be made towards standardizing base rate which could increase payments to LMPs at some branches as soon as 2023. Current annual cost is $440,000
K
61
Redeployed 20 staff in the department at a critical time to assist in the Homes while maintaining budget surplusBushell Estate donation of $425,000 that will fund multiple projects in
museum, archives and tourismMade significant improvements to library branches, including flooring at Aylmer, new signage at Dutton and painting / repairs at West Lorne
020 Successes
2
year adjustment based on
-
62
year capital plan have inflationary increases but
-
year plan in anticipation of an expanded facility for Aylmer
-
$61,500 in anticipated Increased lease costs (operating) + $144,000 for furnishings (capital)
Museum memberships includes $30,000 of annual support to STEPAC. Other memberships in the department include OLA, ARUPLO, Access Copyright, AAO, ACA, OMA, EON and AMCTO Staff development
maintained at 2020 levels given that more opportunities exist to train staff virtually and more staff can participate in virtual conferences such OLAElectronic resources in library
operating includes a tenrate of inflation but further adjustment may be necessary. Market analysis currently taking place. Print materials in tenfurther modifications may be requiredMuseum
/ archives capital maintenance funds ($40,000) will be linked to larger basement renovation project and will result in enhanced storage for archivesProvision exists in 10Library
Budget Notes
-$2,500
-$2,000
63
In Radio Show
-
* Website updates * Tune
Changes over 2020
–
library loans postage ($3,000)
-
* Library marketing ($6,750)* Inter
New projects for 2021 are being funded entirely from recent Bushell donation (augmented reality and digitization / murals) and do not require taxpayer dollars All other projects will
be maintained at existing levels and no other new projects are proposed. Projects that will continue subject to budget approval in 2021 include the following:
Overview
64
union wages (increase of 2%) and benefits (increase
-
Modest increases in nonof 2%) over 2020Results of CUPE collective bargaining will result in an increase in union wages and benefits. Council has yet to set a bargaining mandate. Current
agreement expires in 2020Provision has been made to increase library electronic resources (operating) and library print materials (capital) by rate of inflation, with further adjustments
subject to forthcoming market analysisNo other variances or changes that are not directly funded from existing donations
Overall 2021 Variance over 2020 Budget
65
Consultants
ing services at a cost of approximately $3,000 per year within the
Museum utilizes the services of an installation assistant for exhibits and movmuseum’s curatorial budgetWebmaster used for coding assistance at a cost of approximately $2,000 per year
••
with IT
66
at branches
19 and there will be significant pressures on the
-
year business plan and is updated annually as part of the planning
Planning for future library lease payments to municipal partnersCurrent and future capital needs for branch, museum and archives facilities and regular replacement of library vanMonitoring
connectivity needs and costs
-
The department’s budgetary planning is integrated into the County’s overall tenprocess with Finance. Examples include:Going into 2021, we recognize that our services will still be compromised
as a result of COVIDCounty budget in other departments. We are not requesting any new programs or services that will require additional funding. Many of our existing projects such
as library marketing are funded through donations and these can be sustained well beyond 2021 without taxpayer dollars
Budget Process
67
2020 Average Actual)
-
Position (2018
inancial
F
year trends but could
-$15,000
68
-$117,000
–Budgeted for $35,000 based on multi-
Public Libraries Operating Grant from province Community Museums Operating Grant from province Library Fines and Fees be reduced by as much as half due to COVID-19Wages, benefits, library
lease payments and book purchases account for vast majority of annual budget
Sources of RevenueMain Expenditures
2021 Revenues & Expenditures
2021)
–
69
(2019
Budget Summary
70
going service challenges as a
-
19 will require staffing to be maintained at current
-
19. We are not seeking any new funding for programs or services
Austerity is the theme in our department given onresult of COVID-While some services such as in-person library programs may not take place in 2021, increased needs for one-on-one customer
service and additional health & safety considerations under COVIDlevels. Development of virtual programming also affords new opportunities but will take considerable time to develop
properlyBushell Estate funding for museum and archives will allow new projects such as augmented reality and further digitization to proceed without funds from taxpayersDecline in library
revenue will need to be closely monitored but can be mitigated in 2021 given that some library programs will not take place
2021 Highlights Summary
71
going pandemic
-
A further increase to the library’s electronic resources budget should be considered beyond an inflationary increase subject to the details of a market analysis that will be completed
by the end of 2020. Print materials may also need similar consideration if not in 2021, then possibly 2022 No further areas for potential savings have been identified, assuming services
remain open in 2021 during the on
Options
72
year capital plan, with further increases subject to the
-
year capital plan as soon as 2022.
-
THAT 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 tenapproval of a ten
Recommendations
73
Questions/Comments
, 2020
th
Tourism
November 9
74
2021 Dept Budget
Economic Development &
75
76
Alan Smith, General Manager, Economic Development & Tourism
Lindsey Duncan, Tourism Services Coordinator
Jessica Silcox, Economic Development Coordinator.
77
78
79
80
81
82
83
84
85
Costs
$976.38$952.5$856.07$423$583.11$757.10$457.65$193.06
Membership
Economic Development Association of Canada (EDAC)Economic Development Council of Ontario (EDCO):International Economic Development Council (IEDC)Tourism Industry Association of Ontario
(TIAO)IssuCanadian Association of Municipal Administrators (CAMA)AMCTOGrammarly
86
87
88
89
90
3027445532
112300
91
No. of Sign Tabs
151521613621
169
No. of Sign Structures
Municipality
West ElginDutton/DunwichSouthwoldCentral ElginMalahide/AylmerBayhamTotals
92
93
94
95
96
97
98
99
100
101
102
103
104
105
106
107
REPORT TO BUDGET COMMITTEE
FROM:
DATE:
SUBJECT:
RECOMMENDATION:
INTRODUCTION:
1
108
DISCUSSION:
109
110
FINANCIAL IMPLICATIONS:
ALIGNMENT WITH STRATEGIC PRIORITIES:
Serving ElginGrowing ElginInvesting in Elgin
Ensuring alignment of Planning for and Ensuring we have the
current programs and facilitating commercial, necessary tools,
services with community industrial, residential, resources, and
need.and agricultural growth. infrastructure to deliver
programs and services
now and in the future.
Exploring different Fostering a healthy
ways of addressing environment.
Delivering mandated
community need.
programs and services
Enhancing quality of
efficiently and
Engaging with our
place.
effectively.
community and other
stakeholders.
LOCAL MUNICIPAL PARTNER IMPACT:
111
COMMUNICATION REQUIREMENTS:
CONCLUSION:
112
Brian Lima
November 9, 2020
113
2021 Budget
Engineering Services
-
(8
op)
-
(4)
Operators
Facility Maintenance
Engineering Technicians
month Fanshawe Co
Building Sciences Technologist
(2)
Services
(supports all County
Facilities
Manager of Corporate
departments and LMPs)
Asset Management / GIS
Deputy Director of Engineering
Technician
year contract)
-
114
Local Municipal Partners
Assistant (2
ES/Planning Administrative
Services
Director of Engineering
115
116
117
118
119
120
121
122
123
* Excludes facility capital investment requirements for EMS stations and Whites Station.
124
125
receive a slight adjustment when the October CPI is released.
2021 Operating Costs includes $3,439,169 for anticipated Road Maintenance Agreement costs that will
126
127
(~$2.1M recommended increase)
(~ $7.4M recommend increase)
Historically annual facility investment equivalent to revenue
128
(i.e. Village of Rodney
129
Reconstruction $4.56M, Wellington Road Rehabilitation $2.6M, Sparta Line Rehabilitation $1.96M, etc.)
130
131
November 9, 2020
132
Finance Department
2021 Dept Budget
Assistant
Becky Higgs
Administrative
Purchasing
Coordinator
Mike Hoogstra
133
Director of
Mathew Waite
Jim Bundschuh
Financial Analyst
Financial Services
Analyst
Lisa Czupryna
Senior Financial
Analyst
Jennifer Ford
Senior Financial
134
135
136
137
138
139
Will provide assistance with payroll to free up time of the Financial Analyst2021 will be particularly challenges as a new Human Capital Management/Payroll system will be rolled out
requiring substantial time to manage the implementation of the project
Membership budget increased to account for inflation from past years
140
141
142
143
Operating costs represent just 3% of department budget
Wages for Finance of $487,000 represent 2.6% of total wages paid by County
144
Covid
145
ships
operating budget assumes that inflationary increases will be absorbed with the exception of
2020 forecasted operating costs significantly below budget due to 2021 member
146
147
148
149
November 9, 2020
150
2021 Dept Budget
Fire Training Officer / CEMC
151
The Fire Training Officer / Community Emergency Management Coordinator is a member of the Administrative Services department and reports directly to the Chief Administrative Officer.
152
153
154
155
156
157
158
159
160
161
162
163
THAT the Committee recommends 60% overall increase ($78,934) to Fire/CEMC Budget for 2021.
164
November 9, 2020
Seniors Services
165
2021 Budget
County of Elgin Homes
Michele Harris, Director of Homes and
166
167
168
169
170
171
172
the home of its residents.
173
174
175
176
177
178
179
180
181
182
183
potential for increased NPC funding
184
185
consultant impact
–
Increase in 2020 based on ¼; Opportunity for 2021
186
$5.0 million (20%) of the $24.7 million of cost is subsidized by the taxpayer.
Wages for Homes of $13.2 million represent 71% of total wages paid by County
Covid
187
apital budget had a number of longer life span assets such as the EM sewage treatment plant and the BV roof
2020 forecasted revenue, wages, and operating expenses significantly higher due to 2020 c
188
189
190
Education
191
$24,700
-
December 2021
–
September
–
Potential shortfall/Ask
Education (continued)
Capital Projects:
192
193
194
195
196
197
198
, 2020
th
November 9
199
my Thomson, Director of Human Resources
A
2021 Human Resources Budget
200
-
201
time, casual, and contract staff across the County
-
time Human Resources staff provide support to all nearly five
-
time, part
-
time permanent Accessibility Coordinator is responsible for compliance across
Reid, Manager of Human Resources
-
-
am MacFarlane, Accessibility Coordinator
Amy Thomson, Director of Human Resources Tanya TiltonHeather Rosevear, Human Resources Assistant Julie Player, Human Resources Assistant S The four (4) permanent fullhundred (500) fullThe
one (1) fulltwo Counties and all fifteen (15) Local Municipal Partners
202
Services included in the budget:
83
32
111
66
203
155
39
74
120
11
204
significantly
205
206
207
LMPs
208
service to Middlesex County &
Revenue is from Accessibility Coordinator shared
Wages for Human Resources of $447,000 represent less than 5% of total wages paid by County
209
2021
(45,000)597,14852,000
2020
(35,000)572,35650,500
Costs:
Human Resources BudgetRevenues:Wages & Benefits:Operating
some delayed projects
19 &
-
rojects
year p
-
210
ases in Revenue, Wages and Benefits
incre
Inflationary2019 Operating costs below normal because of multi2020 forecasted operating costs below budget due to COVID
211
212
213
214
Nov 9, 2020
215
Information Technology
2021 Dept Budget
-
AnalystAnalyst
Network Network
Oli Marcau
Craig Hayter
Jeremy
ordinator
Sharkey IT Co
216
Manager
Al Reitsma
Allsop
Analyst
Whit
Senior Network
217
218
219
220
221
222
223
224
225
226
User Fees funding is related to IT Support for Municipal Users and GSE
2% of total
-
Budget for IT represents approximately 1% County budget
227
228
budget $634,137 underspent due to COVID
2020 Capital
OrginalUnspent capital moved from 2020 to 2021
229
230
231
232
November 9, 2020
233
Planning/Land Division
2021 Dept Budget
234
235
236
Planning & Engineering Services Administrative Assistant
Administrative Assistant
Manager of Planning
237
238
Planning Act
239
240
241
242
243
244
245
246
247
248
high risk
–
249
250
251
252
253
254
255
256
257
POA
November 2020
Jim Bundschuh
258
2021 Budget
259
Daniel Young
Supervisor
Leesa Shanley
Jim Bundschuh
Deanna Laemers
Danielle Johnston
Provincial Offences Clerks
Director of Financial Services
260
261
Part IPart IIPart III
262
263
264
265
266
267
268
POA Revenue exceeds expenses, contributing $109,000 to administrative overhead, thereby reducing the administrative overhead burden on property tax.
269
19.
-
270
2020 has lower revenue and Municipal Partner payments due to Covid
271
272
273
274
Corporate
November 9, 2020
275
2021 Dept Budget
276
277
278
279
280
25% insurance increases. Our Primary
-
end
-
2021 should be contained with a 4.5% increasePlanning for a 20% increase in 2022
MPAC has announced that it will freeze its billing at 2020 level for 2021SRF related costs will be set as a budget line once residual funding is known at yearMany municipalities are
seeing 20Liability premium is locked in for 2021 but the Excess Liability premium could change:Legal costs are up
281
282
283
284
Provincial funding is predominately SRF Funding User Fees represents Interest and Rental Income
half of Elgin’s
pproximately
ARevenue comes from Property Tax
285
286
2020 Revenue is higher than normal due to receipt of SRF Funding
287
288
289
290
Up
-
Wrap
November 9, 2020
291
2021 Dept Budget
292
293
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295
296
297
298
299
300
301
302
303
304
305
306
307
308
309
310
311
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