06 - October 26, 2021 Budget Committee MinutesElginCounty-
Progressive by Nature
Council Budget Committee
Meeting Minutes
Elgin County Administration Building
Council Chambers/Webex
October 26, 2021 at 11:00 A.M.
ATTENDEES: Warden Tom Marks, Chair (Council Chambers)
Councillor Mary French (electronic)
Councillor Ed Ketchabaw (Council Chambers)
Councillor Dominique Giguere (Council Chambers)
Councillor Jones (Council Chambers)
Jim Bundschuh, Director of Financial Services (Council Chambers)
Julie Gonyou, Chief Administrative Officer (Council Chambers)
Brian Lima, General Manager of Engineering, Planning &
Enterprise/Deputy CAO (Council Chambers)
Michele Harris, Director of Homes and Seniors Services (Council
Chambers)
Jeff Brock, Director of Information Technology Services (Council
Chambers)
Amy Thomson, Director of Human Resources (Council Chambers)
Jeff VanRybroeck, Fire Training Officer/CEMC (Council Chambers)
Katherine Thompson, Manager of Administrative Services/Deputy
Clerk (Council Chambers)
Jennifer Ford, Manager of Financial Services/Deputy Treasurer
(Council Chambers)
Lisa Czupryna, Senior Financial Analyst (electronic)
Mathew Waite, Financial Analyst (electronic)
Jenna Fentie, Legislative Services Coordinator (Council Chambers)
1. CALL TO ORDER
The Council Budget Committee met this 26th day of October, 2021 at 11:00 a.m.
in a hybrid format with Committee Members and staff participating as indicated
above.
2. APPROVAL OF THE AGENDA
Moved by: Councillor Giguere
Seconded by: Councillor Ketchabaw
RESOLVED THAT the agenda be approved as presented.
Motion Carried.
3. APPROVAL OF THE MINUTES
Moved by: Councillor French
Seconded by: Councillor Ketchabaw
RESOLVED THAT the minutes of the meeting held on July 27, 2021 be
approved.
Motion Carried.
4. DISCLOSURE OF PECUNIARY INTEREST
None.
5. DELEGATIONS
6. BRIEFINGS AND REPORTS
6.1 2022 Budget Committee Introduction — Chief Administrative Officer
The Chief Administrative Officer provided a schedule of the budget
presentations and noted that if additional information or justification is
required, it will be presented to the Committee at a future meeting.
6.2 2021 Third Quarter Performance — Director of Financial Services
The Director of Financial Services presented the budget comparison for
the County showing favourable Third Quarter performance of $385,000
bringing year-to-date performance to $787,000. The performance through
the third quarter will provide Council with the financial flexibility to deal with
any risks and opportunities that may arise in the fourth quarter.
6.3 2022 10-Year Plan Overview — Director of Financial Services
The Director of Financial Services provided an overview of the 10-Year
Plan and noted that the purpose of today's meeting is to give the
Committee an understanding of operations of each service group, and to
receive preliminary direction from the Committee to allow staff to fine-tune
their budgets.
6.4 Elgin County 2022 Budget Survey Results — Manager of Financial
Services/Deputy Treasurer
The Manager of Financial Services/Deputy Treasurer provided an
overview of the results from the 2022 Budget Survey. The Manager of
Financial Services/Deputy Treasurer previously shared the results of the
Budget Survey with the Local Municipal Partners.
6.5 Homes and Seniors Services — Director of Homes and Seniors
Services
The Director of Homes and Seniors Services recommended that an
improvement of $233,000 for Long -Term Care be included in the 2022
Homes budget which includes the CMI efficiency with minor offsets; and
that $28,725 be allocated for year one implementation and annual licence
fee for Docit software to support nursing department compliance and
documentation, and that $16,514 be allocated annually for licence fee
beginning 2023 and $22,935 beginning 2025. The Director also
recommended that Council approve a 2021 Budget carryover request of
$38,000 to 2022 to support one time implementation costs of automated
Staff Call in program; and that up to $15,000 be allocated annually for
licencing fees; and that Council approve the continuation of Temporary
part-time (0.5 FTE) clerk to support scheduling/staff replacements (call -
ins), and scheduling and automated call in system implementation from
April -December 2022 (costs — $75,000 across 3 Homes); and that staff
report to Council the financial impact of provincial funding related to Direct
Care Staffing Supplement Funding (three (3) hours of care) and Allied
Health Professional funding once full funding details are available.
7. CLOSED SESSION
Moved by: Councillor Ketchabaw
Seconded by: Councillor Gigubre
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
(b) personal matters about an identifiable individual, including municipal or local
board employees; (d) labourrelations oremployee negotiations— Long -Term Care
Homes
Motion Carried.
The Committee recessed at 12:10 p.m. and reconvened at 12:30 p.m.
MOTION TO RISE AND REPORT
Moved by: Councillor Giguere
Seconded by: Councillor French
RESOLVED THAT we do now rise and report; and,
THAT the closed session report from the Director of Homes and Seniors Services
be received for information.
Motion Carried.
8. BRIEFINGS AND REPORTS (continued)
8.1 Information Technology Services — Director of Information
Technology Services
The Director of Information Technology Services recommended Council
consider funding the following: scheduled hardware replacements,
additional training and development, IT Service Management (ITS)
software, cybersecurity assessment, AI security analyst solution
application, Privileged Access Management solution, consulting services,
support and maintenance for the Human Capital Management Software
(HCM), software and maintenance for the Long -Term Care Homes,
Engineering, Libraries, and Administrative Services. The Director of
Information Technology Services clarified that any software requests from
other County departments would be part of the Information Technology
Services budget. The Committee requested more information regarding
the cost for cybersecurity insurance if Council invests in additional Al and
cybersecurity tools.
8.2 Engineering, Planning & Enterprise — General Manager of
Engineering, Planning & Enterprise/Deputy CAO
The General Manager of Engineering, Planning & Enterprise/Deputy CAO
recommended that the required optimal and adequate 10-Year
Transportation and Facility focused investments in the 10-Year Capital
Plans be supported to maintain and improve existing overall condition/LOS
rating; and that if further reduction of requested budget funding is required,
consideration be given to deferring specific reconstruction capital projects
and eliminate bridge assets, as opposed to impacting asset renewal
related projects. The Committee requested more information regarding the
potential risks associated with the closure, removal or sale of select town
line bridges. The Committee also requested more information regarding
the planned membership in Southwestern Ontario Marketing Alliance
(SOMA) with the City of St. Thomas. The General Manager will be
presenting a report to County Council at a future meeting regarding the
membership with the South Central Ontario Region Economic
Development Corporation. The Committee also requested that the
department look at which projects have the potential to be deferred to
another year. The General Manager will provide options to the Committee
at their next meeting.
8.3 Financial Services — Director of Financial Services
The Director of Financial Services recommended that the wage and
benefit line be adjusted by $15,000 for a co-op student position; and that
$3,000 annually for an upgraded letter folding machine be added starting
in 2022. The Committee requested more information be brought back to
their next meeting regarding modernizing the billing process, as well as
potential sources of funding for the co-op student position.
8.4 Provincial Offences — Director of Financial Services
The Director of Financial Services recommended that the 2022 ten-year
plan be approved with improvements to wages flowing through to increase
municipal partner payments.
8.5 Human Resources — Director of Human Resources
The Director of Human Resources recommended that net expenditures of
$700,214 for Human Resources be included in the 2022 budget to reflect
the estimated inflationary increase and additional HR position approved in
September 2021.
The Committee recessed at 2:23 p.m. and reconvened at 2:36 p.m.
8.6 Community and Cultural Services — Director of Community and
Cultural Services
The Director of Community and Cultural Services recommended that the
budget for library electronic resources (operating) be increased by $5,000
effective the 2022 budget year, with annual inflationary increases
thereafter in the County's ten-year financial plan; and that the budget for
library materials (capital) be maintained with annual inflationary increases
in the County's ten-year financial plan starting in 2022; and that our team
continue to look for opportunities and efficiencies in library collection
budgets, including on -going partnerships with St. Thomas Public Library
wherever feasible; and that library fine revenue be reduced by $5,000 and
off -set by donation revenue as outlined in the presentation "A Path
Forward on Library Fines" presented to County Council on September 28,
2021.
8.7 Administrative Services, Council and Warden — Chief Administrative
Officer and Manager of Administrative Services/Deputy Clerk
The Manager of Administrative Services/Deputy Clerk recommended that
$20,000 be included in the draft 2022 budget for County -wide Council
orientation; and that $5,000 be included in the draft 2022 budget for
Council and Committee Promotion and Marketing; and that an additional
$2,000 be included in the draft 2022 budget for the Warden's Banquet;
and that an additional $30,000 be included in the draft 2022 budget (and
included annually in the Ten -Year Plan) for the implementation and
licensing of electronic agenda software; and that an additional $166,000
be added to the Ten -Year Plan for the replacement of eighteen (18)
laptops every four (4) years. The Committee suggested cost -sharing the
new Council orientation process with the local municipal partners and
requested an assessment of the Council professional development and
conference funds that have been expended by Councillors. The
Committee also requested a review of the Service Delivery Review
recommendations regarding the potential savings associated with
purchasing agenda software. The Committee also requested options for
consideration regarding alternative ways of funding the Warden's Banquet
(i.e. pay -per -attendee).
8.8 Fire Training/Emergency Management — Fire Training Officer/CEMC
The Fire Training Officer/CEMC recommended that wages and benefit
lines be adjusted to reflect approved changes made by Council on October
12, 2021; and that the changes to the purchased services line, supplies
line, mileage line, and revenue line be approved to support the operation
of the Elgin -Middlesex Regional Fire School; and that the Capital projects
presented be approved to help support the Fire Training and Emergency
Management initiatives through the 2022 calendar year.
8.9 Corporate & Wrap Up — Director of Financial Services
The Corporate Services budget and the Budget Wrap -Up presentations will
be deferred until the next Budget Committee meeting.
8.10 2022 Budget Committee Conclusion — Chief Administrative Officer
The Chief Administrative Officer noted that at the next Budget Committee
meeting, staff will provide an overview presentation that focuses on the
corporation as a whole and that indicates how new and established
programs and services are connected. Additionally, each department will
be required to respond to the questions asked specifically of them by
Committee Members. Departmental presentations will include the following
new information:
1) To what extent did your department take into consideration public input
received through the survey?
2) To what extent in planning for 2022 did your department take into
consideration or account for inflation pressures?
3) To what extent have you considered offsets — in other words, what are
you willing to give up?
4) There is a need to make clear connections and provide more
information about how priorities and initiatives link back to the Service
Delivery Review recommendations.
5) To what extent has your department collaborated with other
departments to develop the draft budgets and arrive at your
recommendations?
6) If your department was faced with a 5% cut, what would you
recommend to be reduced or eliminated? What are the risks
associated with this?
The Chief Administrative Officer also proposed a schedule of additional
meetings of the Budget Committee if required. The Committee will meet on
November 8, 2021, November 16, 2021, November 23, 2021, and on
November 30, 2021,
9. OTHER BUSINESS
10. CORRESPONDENCE
None.
11. DATE OF NEXT MEETING
The Budget Committee will meet again on November 8, 2021 at 9:00 a.m.
12. ADJOURNMENT
Moved by: Councillor French
Seconded by: Councillor Ketchabaw
Resolved that we do now adjourn at 3:05 p.m. to meet again on November 8,
2021.
Julie G nyou,
Chief Administrative Officer.
Motion Carried.
Tom Marks,
Chair.