08 - November 16, 2021 Budget Committee Agenda Package
Council Budget Committee Meeting
Elgin County Administration Building, Council Chambers
November 16, 2021 at 9:00 a.m.
Agenda
st
1 Meeting Called to Order
nd
2 Approval of the Agenda
rd
3 Approval of the Minutes – November 8, 2021
th
4Disclosure of Pecuniary Interest
th
5 Delegations – none
th
6 Briefings and Reports
1. Overview (Financial Services)
2. Corporate Services
3. Long-Term Care Homes
4. Emergency Measures (Fire Training/Community Emergency Management)
5. Administrative Services (Council/Warden)
6. Community and Cultural Services
7. Human Resources
8. Financial Services/Provincial Offences Administration
9. Engineering, Planning, & Enterprise (Economic Development & Tourism)
10. Information Technology Services (ITS)
11. Wrap Up and Next Steps
th
7Other Business
th
8 Correspondence – none
th
9 Date of Next Meeting – Tuesday, November 23, 2021 at 1:00 p.m.
th
10 Adjournment
Council Budget Committee
MeetingMinutes
Elgin County Administration Building
Council Chambers/Webex
November 8, 2021 at 9:00 A.M.
ATTENDEES: Warden Tom Marks, Chair (Council Chambers)
Councillor Mary French (electronic)
Councillor Ed Ketchabaw (Council Chambers)
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)
Brian Masschaele, Director of Community & Cultural Services
(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
th
The Council Budget Committee met this 8 day of November, 2021 at 9:00 a.m.
in a hybrid format with Committee Members and staff participating as indicated
above.
2. APPROVALOF THE AGENDA
Moved by: Councillor French
Seconded by: Councillor Giguère
RESOLVED THAT the agenda be approved as presented.
- Motion Carried.
3.
APPROVALOF THE MINUTES
Movedby:CouncillorKetchabaw
Seconded by: Councillor French
RESOLVED THAT the minutes of the meeting held on October 26, 2021 be
approved.
- Motion Carried.
4. DISCLOSURE OF PECUNIARY INTEREST
None.
5. DELEGATIONS
None.
6. BRIEFINGS AND REPORTS
6.1 Overview – Chief Administrative Officer
The Chief Administrative Officer provided a budget overview presentation
to the Committee noting that the general focus of the budget process is to
ensure services and resources continue to support our community and its
infrastructure. The Chief Administrative Officer also provided a summary of
the department budget recommendations presented to the Committee at
the October 26, 2021 Budget Committee meeting.
6.2 Corporate Services – Director of Financial Services
The Director of Financial Services presented the Corporate Services
budget proposal for 2022. The Corporate Services department is
comprised of Corporate Activities (tax revenue, government grants, Social
Services, and Public Health), and Corporate Services (insurance costs,
external legal costs and recovery, and corporate level type expenditures).
The Director of Financial Services will provide more information on how
the Safe Restart Funding (SRF) will be allocated in 2022 at the next
Budget Committee meeting. The Director will also provide information on
the potential tax increase for farm and industrial businesses.
6.3 Long-Term Care Homes – Director of Homes and Seniors Services
The Director of Homes and Seniors Services provided additional
information as requested by the Committee at the October 26, 2021
meeting. The Director clarified that the request of $75,000 for 0.5 FTE
clerk across all three Homes is to account for three (3) 0.5 FTE clerks
total.
6.4 Emergency Measures – Fire Training Officer/CEMC
The Fire Training Officer/CEMC provided additional information as
requested by the Committee at the October 26, 2021 meetingand noted
that the general approach to the 2022 budget has been to strengthen the
County’s ability to effectively respond to emergencies, to strategically
support area fire services, and to make NFPA certification training
accessible to all LMP fire departments.
6.5 Administrative Services – Manager of Administrative Services/Deputy
Clerk
The Manager of Administrative Services/Deputy Clerk provided additional
information to the Budget Committee regarding the requests for funding for
the County-wide Council Orientation, Agenda Management Software, and
the Annual Warden’s Banquet. The Committee provided general
consensus to include a $10,000 placeholder in the budget for Council
Orientation. The Committee recommended no increase to the Warden’s
Banquet for 2022. Staff will provide a report to County Council regarding
future options for the Warden’s Banquet. Staff will provide more
information to the Committee at their next meeting regarding the
anticipated efficiencies that will be achieved by purchasing Agenda
Management Software.
6.6 Community and Cultural Services – Director of Community and
Cultural Services
The Director of Community & Cultural Services provided additional
information as requested by the Committee at their October 26, 2021
meeting. The Director clarified that on average, the department receives
between $10,000 - $15,000 from various supporters. Councillor Giguère
suggested staff consider fundraising for more support for library services.
Staff will provide a report to the Budget Committee and County Council
regarding the Friends of Libraries Organizations that raise funds for value
added components for library services.
6.7 Human Resources – Director of Human Resources
The Director of Human Resources provided additional information as
requested by the Committee at their October 26, 2021 meeting, including a
potential 12.7% increase to the County’s Manulife benefit cost. The
Director of Human Resources will provide more information to the
Committee following further discussions and negotiations with Manulife.
Staff will provide an overview to County Council highlighting the role of the
Accessibility Coordinator position.
6.8 Financial Services/Provincial Offences Administration – Director of
Financial Services
The Director of Financial Services provided follow-up information
regarding the requests to purchase a new folding machine, to hire an
accounting intern, and regarding financial services and provincial offences
administration staff development. The Director noted that the cost for
hiring an accounting intern would be contained in the department budget
due to efficiencies achieved in 2021.
6.9 Engineering, Planning & Enterprise – General Manager of
Engineering, Planning & Enterprise/Deputy CAO
The General Manager of Engineering, Planning, & Enterprise/Deputy CAO
provided additional information and options to the Committee as requested
at their October 26, 2021. The Committee suggested that any streamlining
processes required for the Planning department be completed in-house in
order to achieve cost savings. The Committee requested more information
regarding risks associated with deferring projects, remediation vs.
reconstruction of certain projects, and the potential closing town line
bridges and road sections.
7.0 Information Technology Services (ITS) – Director of Information
Technology Services
The Director of Information Technology Services recommended if it is
determined that each department reduce by 5%, that the following
changes are made in this order: remove the email artificial intelligence
solution and attempt to expand on the existing solution; remove the
Privileged Access Management solution and reconsider options in the
future; and reduce the request capital amount for the hardware
replacement and plan to make up in future years.
7. OTHER BUSINESS
None.
8.CORRESPONDENCE
None.
9. DATE OF NEXT MEETING
The Budget Committee will meet again on November 16, 2021 at 9:00 a.m.
10. ADJOURNMENT
Moved by: Councillor
Seconded by: Councillor
Resolved that we do now adjourn at 2:16 p.m. to meet again on November 16,
2021.
- Motion Carried.
______
Julie Gonyou, Tom Marks,
Chief Administrative Officer. Chair.
November 16, 2021
Committee Meeting #4
2022 Department Budget
Term Care Homes
Overview (Financial Services)Corporate ServicesLong-Emergency Measures (Fire Training/Community Emergency Management)Administrative Services (Council/Warden)Community and Cultural ServicesHuman
ResourcesFinancial Services / Provincial Offences AdministrationEngineering, Planning & Enterprise (Economic Development & Tourism)Information Technology ServicesWrap Up and Next Steps
Presentations
Overview of what has been covered so far. . .
The Committee reviewed the results of the 2022 Budget Survey that was filled out by 216 respondents from with the community. The Survey results were compiled and shared with the Committee,
Directors, and Managers to inform this year’s budget process. Further to this, comments were shared with Local Municipal Partners that were pertinent to their service areas.
Presentations were prepared and presented to inform the Committee about each department and introduce their 2022 budget needs. Departments were asked to contemplate six questions put
forth by the Committee as it related to their service area. These reflections were brought back at the next meeting and Directors/Managers presented their findings to further assist
the Committee with the decision making process.
Overview of what has been covered so far. . .
What is still outstanding. . .
Further information regarding the potential to possibly defer or change the scope on some Capital Projects. Staff were to consider projects that may not significantly impact public
safety while providing relief on the immediate pressure to fund through the tax base. Further clarification as it relates to the possible use of the Growth Reserve to additionally relieve
some burden on the tax rate. Further clarification on savings related to Agenda Management Software.Tax examples for farm, commercial and industrial properties
Finding the Balance
The Committee asked for further clarification on a few additional items during the last meeting which will be provided during the presentations today:
This Photoby Unk
What will be covered today. . .
Presentations will be focused on recommendations previously presented related to department needs. Departments will highlight any changes to their original presentation that have already
been identified from a previous meeting. Financial costs will be provided in the outline in order to provide clarity for the Committee.
in order to develop a draft budget
What do we need to accomplish today
Results from today’s discussion will provide direction for departments and further inform the development of the draft budget. The Committee should provide clear direction when considering
each of the “Recommendations” Review presentation format of draft budget used in 2021 processFinance will use this direction during the next steps while developing the draft budget.
NEXT STEPS:
year plan
-
November 23, 2021 @1:00pm
Compile the recommendations Draft the 2022 Budget Revise the 10Bring to Committee for ReviewDate of next meeting:
November 16, 2021
Jim Bundschuh
Corporate
2022 Department Budget
Notes
“Ask”
otherwise)
(revised or
Adds approximately $1 million in interest payments over ten yearsProvides a reduction of $267,000 in 2022$1.7 million over ten years
year
-
Review
rates for ten
nd
Description
November 2debentures now at 2.44%, up from September 17th rate of 1.9%City has provided updated budget figures for 2022 TOTAL:
Program(s) &
Proposed New
Service Changes
Interest Rates on DebtSocial Services
That the Corporate Activities budget be adjusted for reduced costs netting to $1.7 million resulting from improved Social Services costs partially offset by rising interest rates
•
Summary of Recommendations
Michele Harris
November 16, 2021
County of Elgin Homes
2022 Department Budget
time
-
in programs
-
Notes
Anticipated to support Case Mix Funding efficiencies and minimize compliance risks "Anticipated to support staff recruitment and retention efforts, improve staff moral, support continuity
of care and reduce overtime costs Additional clerical support is required to support successful implementation of scheduling and automated callSafe Restart Funding (SRF) to fund the
3 temporary partclerk positions.
“Ask”
December 31, 2022 funded via Safe
otherwise)
(revised or
–
–
$28,725 year one implementation and annual license fee Ongoing annual license fee $16,514 until 2024; then $229352021 Budget Carryover of $38,000 to support one time implementation costs
of automated staff call in program; and up to $15,000 annually for licensing fees April 1 costs ~$75,000 total across 3 Homes Restart Funding “Improvement Ask” $233,000Revised “Improvement
Ask” $308,000 Removed ($75,000)
in
-
Review
to support
Description
in program for shift
-
Mobile App to support documentation, assessments, continuity of care, compliance requirements Online scheduling software program to be implemented 2022 followed by Automated callreplacement
Required scheduling/staff replacements and successful scheduling/automated callsystem implementation Include the CMI efficiency improvement in the 2022 Homes’ budget
budgetary
–
December 2021
in program for Time Clerks (all
-
-–
(previously presented to the Budget Committee)
Program(s) &
Proposed New
Proposed New Programs and Service Changes over 2021
Service Changes
Docit Software to integrate with Point Click Care Automated callshift replacement carryoverTemporary Part3 Homes) April CMI Efficiency
hours, etc.
potential budgetary impact(s)
to be fully implemented by March 31, 2022
disciplines/duties, paid/worked
–
–
–
Awaiting additional information regarding Direct Care Staffing Supplement Funding and Allied Health Professional funding Calculation details Per bed funding Opportunity for incremental
savings of up to $1 million annuallyStaff shall 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 available
Direct Care Staffing Supplement Funding (3 hours of Care) and Allied Health Professional Funding
Additional Information Funding announcements
time Clerks
-
Temporary Part
–
$430,000 current year
-
Subject to funding model change(s) Will require close monitoring and adjustment may be required year to year
Case Mix Index efficiencies Direct Care Staffing Supplement Funding (Three (3) Hours of Care) anticipated to provide significant efficiencies to offset municipal contributionsPandemic
Safe Restart Funding (SRF) (~$75,000)
Possible Sources of Revenue
Docit Software
–
Docit software implementation to support and streamline documentation, assessments, continuity of care, support Case Mix Index funding and compliance requirementsSupport software costs
and implementation Compliance risks, ongoing manual processes THAT, $28,725 be allocated for year one implementation and annual license fee for Docit software to support nursing department
compliance and documentation; and, THAT, $16,514 be allocated annually for license fee beginning 2023, and $22,935 beginning 2025
Proposed New Program(s) & Service Changes OptionsRecommendation
Committee Direction Required Implementation
–
Automated
–
budgetary carryover
–
in program for shift replacement
-
in program for shift replacement
Automated callSupport software costs and implementation Ongoing manual processes and increased overtime costs associated with shift replacement processTHAT, council approve 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 licensing fees
-
Proposed New Program(s) & Service Changes OptionsRecommendation
Committee Direction Required callbudgetary carryover
in
-
in system not
-
–
Temporary
–
December 2022
–
December 2022 (costs ~$75,000 across the 3 Homes)
–
time clerks April
-
Time Clerks (all 3 Homes) April
Temporary partRequired to support scheduling/staff replacements and successful scheduling/automated callsystem implementation Support one time costs of ~$75,000 through the Safe Restart
Funding (SRF) Risk of additional costs if implementation of scheduling and automated callsupported upfront 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
Proposed New Program(s) & Service Changes OptionsRecommendation
Committee Direction Required Part-December 2022
$308,000
–
Apply identified Homes efficiencies to 2022 Homes Budget to offset municipal contributions Include $308,000 as an improvement for the 2022 Homes budget THAT an improvement of $308,000
for Long Term Care be included in the 2022 Homes budget which includes the CMI efficiency with minor offsets
Proposed New Program(s) & Service Changes OptionsRecommendation
Committee Direction Required Improvement to Homes Budget
December 2022 (costs ~$75,000 across the 3 Homes)
–
THAT, $28,725 be allocated for year one implementation and annual license fee for Docit software to support nursing department compliance and documentation; and, THAT, $16,514 be allocated
annually for license fee beginning 2023, and $22,935 beginning 2025; and, THAT, council approve 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 licensing fees;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 THAT an improvement of $308,000 for Long Term Care be included
in the 2022 Homes budget which includes the CMI efficiency with minor offsets; and,THAT, staff shall 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 available
Summary of Recommendations
Questions?
County of Elgin Homes 2022 Budget
November 16, 2021
Jeff VanRybroeck
Emergency Management
2022 Department Budget
Notes
Approved by Council on October 12, 2021Currently posted50% of this will be offset by Fire School Revenue Council supported investigating this position for 2022 based on LMP support following
the pilot program which expires December 31, 2021.Approved by Council on October 12, 2021Budgetary changed absorbed in existing budget and reflected in new position lines.
“Ask”
benefits
wagewagebenefits
-
otherwise)
(revised or
$0
---
-
“Ask” $61,534$17,000 “Ask”$43,794$11,500“Ask”
Review
Description
The addition of an Administrative Assistant position to assist with the operation of the Fire School, Fire Training, increased Emergency Management services, and EMS delivery.The addition
of an Emergency Management Program Coordinator position. Primary CEMC for County and LMP’s, maintains plans, HIRA’s, contact lists, public education etc. for LMP’s and County. Ask represents
6 months of 2022. Create an Emergency Management Department within the County to remove from Admin services as per the Service Delivery Plan
(previously presented to the Budget Committee)
Program(s) &
Proposed New Programs and Service Changes over 2021
Proposed New
Service Changes
Administrative Assistant position Emergency Management Program Coordinator position Department Restructuring
Notes
Following the direction given in the Service Delivery Plan. Budgetary changed absorbed in existing budget and reflected in new position lines. Increased revenue of $242,800 over 2021.
This represents an 80% enrollment rate for courses, this would be the recommended rate to be used without a full year of data. Additional enrollment would result in additional revenue
over the budget line. Proposing an increase of $1500 bringing the mileage line from $3500 in 2021 to $5000 in 2022.
“Ask”
otherwise)
(revised or
$0
($242,800)
-–
“Ask” “Ask” “Ask” ‘$1500 increase
Review Continued…
Description
Shifting the oversight of EMS Service Delivery to the Emergency Management DepartmentIncreased Revenue based on cost recover for partner Municipalities and an enrolment cost for outside
studentsIncreased mileage line to accommodate for increased course delivery and meeting travel.
RevenueMileage
Program(s) &
--
Proposed New Programs and Service Changes over 2021
Proposed New
Service Changes
EMS servicesOperation of a Regional Fire SchoolOperation of a Regional Fire School
$6,500
$20,000
-
-
$110,000
Notes
-
$35,000
-
Proposing an increase of $171,500 over the 2021 budget. BreakdownInstructorsMeals Course Design Course Provider This increase is offset by revenue Proposing an increase of $30,000 over
the 2021 budget. This increase is offset by revenue Proposing $1,000 for membership to Ontario Association of Fire Training Officers, Ontario Emergency Managers Association, Ontario
Municipal Managers Institute.
“Ask”
otherwise)
(revised or
“Ask” $171,500 increase“Ask” $30,000 increase“Ask” $1,000
Review Continued…
Description
Increased purchased services line to accommodate for increased course delivery. This line includes contracted instructors, contracted course design, contracted course providers, contracted
meal providersIncreased supplies line to accommodate for increased supplies needed for course delivery. This line includes, lumber, cars, easels, markers, consumables. Addition of a
Membership line in the departmental budget to allow for association memberships.
Purchased ServicesSupplies
Program(s) &
--
Proposed New Programs and Service Changes over 2021
Proposed New
Service Changes
Operation of a Regional Fire SchoolOperation of a Regional Fire SchoolMembership Line
Notes
Proposing $10,000 for the purchase of textbooks in 2022. Increase recognized in County budget but will reflect savings in LMP budgets. Proposing $15,000 for the purchase of a utility
trailer in 2022. This includes the trailer, lettering and locks. Proposing $51,500 for the purchase of EOC/ Fire Training room technology and Furnishings$8,500 was budgeted in 2021
for the purchase of a smartboard, this was deferred due to the 2022 EOC renovation.
“Ask”
otherwise)
(revised or
“Ask” $10,000“Ask” 15,000“”Ask” $51,500
with cases,
Ipads
Review Continued…
Description
In 2021 a textbook library was started to allow the students to borrow textbooks from the County for course delivery. This allows the LMP’s to reduce or reallocate funds previously
used for the purchase of textbooks.Trailer to be used for promotion and marketing of Fire School and Emergency Management. Will be used for moving equipment and resources as well as
storage of assets. Also can be used as promotion at local eventsFunding to be used in conjunction with the renovation of the EOC project. This will cover 2 TV’s with HDMH hookups, Screen,
projector, integrated sound system, Mapping capabilities, tables, chairs, white boards.
Program(s) &
Proposed New Programs and Service Changes over 2021
Proposed New
Service Changes
Textbooks (Capital)Utility Trailer (Capital)Emergency Operations Centre Technology and Furnishings (Capital)
Committee Approved Changes
(Admin Assistant $61,534 wages & $17,000 benefits)(EM Program Coordinator (hiring mid 2022) $43,794 wages & $11,500 benefits
Summary of
October 12, 2021 Council approved the restructuring of the Emergency Management Department which included the hiring of an Administrative Assistant, the CEMC/Fire Training Officer shift
to Manager position and the approval to look further at an Emergency Management Program Coordinator position in 2022 based on LMP support.
The possibility is there to find a corporate sponsor, or a
-
service to interested Local Municipal Partners through a
Change the attendance rate to 90% factor for enrollment
–
-
CEMC Services formalized Shared Services Agreement will result in revenue and improve the department’s budget. It is not recommended that the budget be adjusted until the service is
up and running in 2022. This will offset 50% of the EM Program Coordinators position.Enrollment Raterather than 80%. 2021 saw an attendance rate of 100% plus a 25% waitlist. Originally
80% was used based on the fact that we do not yet have a year’s worth of data and a conservative approach was taken. An increase to 90% would see a $22,000 increase on the revenue line.
Corporate Sponsorshipfew sponsors to fund the trailer project or a portion of the trailer project and include their logos on the lettering of the trailer. This model could also be used
for securing assets in future budgets.
Possible Sources of Revenue
house emergency
-
. fire extinguisher or first aid
ie
We have been approached by an external
-
We have been approached by some industrial
-
Third Party Training Providersettings in the area about providing training to their inresponse teams. There is potential to provide this type of training to industrial partners as well
as looking at providing training training to commercial settings throughout the area. This could be an added revenue stream for the department. Third Party Emergency Planningentity
looking for assistance with developing emergency response plans for their organization. There is potential to provide this type of service to external entities at a cost per service
basis. This could be an added revenue stream for the department.
Possible Sources of Revenue
, at this time our
Option #1
Operation of a Operation of a Regional Fire
-
–
Revenue
-
Revenue
-
Keep the enrolment based on 80% attendance $260,000 revenue
Increase the enrolment to be based on 90% attendance showing an increase Increase the enrolment to be based on 100% attendance showing an increase
–
--
Operation of a Regional Fire School
-
Revenue
-
Current proposal is based on 80% enrolment in courses in 2022 Option #1 Option #2 of $22,000 to $282,000 in revenue.Option #3 of $44,000 to $304,000 in revenue.At this time the recommendation
is to stay conservative with numbers are based on a small sample (12 courses) and better revenue estimations can be made after a full year (50 courses) of data is gathered.
Proposed New Program(s) & Service Changes School OptionsRecommendation
Committee Direction Required Regional Fire School
-
, at this time our course load is based
Operation of a
–
Operation of a Regional Fire School
-
Option #1
Mileage, Purchased Services, Supplies
-
Mileage, Purchased
-
Keep the Course load at 50 courses and line items remain as proposed.
Reduce the course load by 10% reducing each line by 10% saving $20,300Reduce the course load by 20% reducing each line by 20% saving $40,600
–
--
Operation of a Regional Fire School
-
Current proposal is to see the following increases based on a course load of 50 courses Mileage Line ($1500), Purchased Services ($171,500) and Supplies ($30,000). Course load was designed
based on consultation with LMP and area Fire Chiefs.Option #1 Option #2Option #3 At this time the recommendation is to stay with on the required training presented by the LMP and area
Fire Chiefs. By eliminating courses we could risk not accommodating all departments needs. Course enrolment will dictate if the course load should be reduced. More accurate course load
can be estimated after a full year of data is collected.
Proposed New Program(s) & Service ChangesMileage, Purchased Services, SuppliesOptionsRecommendation
Committee Direction Required Regional Fire School Services, Supplies
, this presents a significant
Textbooks (Capital)
-
Textbooks (Capital)
Option #1
–
Keep the $10,000 in for the continued growth of the textbook library
Eliminate the textbook library and have LMP purchase their own
–
-
Textbook (Capital)
-
Current proposal is allocated $10,000 to continue to grow the textbook library Option #1 Option #2 textbooks. At this time the recommendation is to stay with savings for LMP and area
fire departments. It also ensures that students have access to the proper textbook to take part in training sessions.
Proposed New Program(s) & Service ChangesOptionsRecommendation
Committee Direction Required
fire school and would pay
$15,000
-
Staff believes that there are
Utility Trailer
$15,000
Utility Trailer (Capital)
-
$7,500
-
-
–
collabarative
Option #4.
Keep the utility trailer in the 2022 budget $15,000
Eliminate the utility trailer from the 2022 budget Defer the utility trailer to the 2023 budget
Have the Manager of Emergency Management seek out corporate sponsors to
–
--
-
Utility Trailer (Capital)
-
Current proposal is to see $15,000 allocated for the purchase of a utility trailer to be used for course delivery, storage of assets and advertising at events. Option #1 Option #2Option
#3 Option #4fund a portion (50% goal) of the utility trailer project. At this time the recommendation is to go with corporate sponsors that would like to get behind a a fee to see their
name on a trailer supporting this initiative and being promoted at community events.
Proposed New Program(s) & Service ChangesOptionsRecommendation
Committee Direction Required (Capital)
$40,000
-
EOC Technology
, as part of the EOC renovation it would
–
EOC Technology and Furnishings (Capital)
-
Option #1
with cases, tables, chairs, white boards.
$10,000
-
Ipads
Keep the $51,500 in the budget for EOC/Fire Classroom Technology and
Install the technology and furnishings over a 3 year phase in to see portions done Reduce the technology and furnishings by $10,000 seeking out second hand tables
–
--
EOC Technology and Furnishings
-
Current proposal is to see $51,500 included in the budget for EOC/ Fire Training Classroom Technology and Furnishings. Funding to be used in conjunction with the renovation of the EOC
project. This will cover 2 TV’s with HDMH hookups, Screen, projector, integrated sound system, Mapping capabilities, Option #1 Furnishings $51,500 Option #2 each year $20,000 each year
over 2022, 2023, 2024. Reduce 2022 budget by Option #3 and chairs for the room. At this time the recommendation is to stay with be beneficial to see the installation of technology and
furnishings to meet the needs of this room upon completion.
Proposed New Program(s) & Service ChangesOptionsRecommendation
Committee Direction Required and Furnishings (Capital)
, 2021; and
th
Middlesex Regional Fire School; and
-
THAT the wages and benefit lines be adjusted to reflect approved changes made by Council on October 12THAT the changes to the purchased services line, supplies line, mileage line and
revenue line be approved to support the LMP training initiatives and the operation of the ElginTHAT the Capital projects presented be approved to help support the Fire Training and
Emergency Management initiatives throughout the 2022 calendar year.
Summary of Recommendations
Questions?Additional Follow Up Required?Next Steps?
November 16, 2021
Julie Gonyou, Chief Administrative Officer
Administrative Services
2022 Department Budget
Katherine Thompson, Manager of Administrative Services
-
Notes
Staff proposed $20,000. Budget Committee directed that this number be adjusted to $10,000 and further directed that staff work with Local Municipal Partners to refine the programBudget
Committee directed that a placeholder of $7,500 (status quo) be included in the 2022 budget and that a report detailing costrecovery options and different formats be presented to County
Council for considerationEach time a ¼ page ad is purchased in the Times Journal, Aylmer Express and West Elgin Chronicle it costs approximately $730 total. Sometimes notice must be
given multiple weeks to ensure a broad reach. Online advertising is also periodically utilized.
(revised or otherwise)
Removed ($10,000)Removed ($2,000)
based
Review
-
19 Survey, Indigenous
-
Description
The New Council Information and Orientation Program includes publication of a printorientation guide, speakers, etc.Additional funds were requested to support escalating costs associated
These funds are utilized to promote engagement initiatives directed by Council and Committees where no associated departmental project exists. Advertising for new Committee Members,
Budget Survey, COVIDStrategy Consultation, etc.
(previously presented to the Budget Committee)
Proposed New Programs and Service Changes over 2021
Program(s) &
wide New Council
Proposed New
-
Service Changes
CountyInformation and Orientation ProgramAnnual Council and Committees Promotion and Marketing Budget
Notes
This spend is obligatory. The Budget Committee requested an analysis of staff time vs. software solution. This analysis will follow.
(revised or otherwise)
$166,000 added to the ten year plan. $211, 000
Description
Based on performance in the field the Emergency Service provider has indicated that the replacement cycle for laptops used in the field will be reduced to every 4 years and that two
additional laptops are required. Agenda Management Software will streamline the agenda and minutes creation process and reduce staff time spent on agenda work by approximately 50% allowing
for staff to focus on additional value added activities. This software will also improve end user experience for members of the public accessing Council or Committee agendas/minutes.
Total:
Program(s) &
Proposed New
Proposed New Programs and Service Changes over 2021
Service Changes
Accelerated replacement cycle for Ambulance laptops and addition of two spare laptopsAgenda Management Software
Committee Approved Changes
wide New Council Information and Orientation Program to
-
Adjusted County$10,000.this amount could be further reduced depending on County Council direction status quo placeholder of $7,500 retained for draft budgeting purposes.
Summary of
Staff continue to look for grant opportunities to support new projects and government mandated initiatives.
Possible Sources of Revenue
Annual Council and Committees
-
Annual Council and
year plan to support Council and Committees Promotion and Marketing Budget within
-
$5,000 is requested to support the costs associated with public engagement requirements of Council and Committees. These include print advertising, online advertising and the occasional
mass mail distribution. #1 support $5,000 for Council and Committees Promotion and Marketing Budget#2 support a reduced amount for Council and Committees Promotion and Marketing Budget#3
Do not support a Council and Committees Promotion and Marketing BudgetTHAT the Budget Committee direct that $5,000 be included in the draft 2022 Budget and that $50,000 be included
in the 10the Administrative Services Budget.
Proposed New Program(s) & Service Changes Promotion and Marketing Budget OptionsRecommendation
Committee Direction Required Committees Promotion and Marketing Budget
Total (incorporating hourly rate)312*50 =$15,600420*50=$21,00070.5*50=$3,52540*50=$2,000$42,125* Savings would be at least 50%
Agenda Management Software
Preparation (average in hours)9+3 accessibility = 12 hrs4+2 accessibility = 6 hrs1.5 hrs2 hrsTotal:
Volume (2021)26704720
Budget Committee requested an analysis of staff time vs. software solution. Analysis is as follows:
Proposed New Program(s) & Service Changes
Meeting Type CouncilCommittee MeetingsExecutive Leadership MeetingsManagement Team Meetings
Note: A formal RFP process will need to be undertaken should the Committee and Council approve the annual licensing fees would be $25,000 with a one time implementation fee between $5,000
and $7,000.
Committee Direction Required
ge, minutes
e location.
cka
idually
lin
ick on an item in
lgin. To view an
ss specific
div
cl
l E
plan to support
y to navigate and
year
eas
-
https://centralelgin.civicweb.net/Portal/MeetingTypeList.aspx
-
Agenda Management Software
eliminates the need to scroll through hundreds of pages to acce
Continued
$30,000
-
Members of the public will be able to access agendas and minutes from all Council and Committee meetings in one convenient onAgendas will be available for download as a standard pdf
or can be viewed in a format where each item/report can be opened inallowing for quick and easy access to a particular agenda item content. Agendas are published automatically to the
website and meetings can be viewed as a package with quick access to the agenda paand the recording of the meeting all in one place. The recording can be timestamped so that members
of the public can quicklythe agenda and instantly review a particular moment in the recorded meeting. A meeting calendar is incorporated as part of the solution. Several of our local
municipal partners are already utilizing Agenda Management Software including the Municipality of Centraexample of how this type of software displays information to the public visit
Agenda Management Software
-
In addition to a more streamlined and efficient process for staff, Agenda Management Software also provides a more positive, transparent end user experience. #1: Buy software #2: Forgo
software in 2023 ($30,000 savings)THAT the Budget Committee direct that $30,000 be included in the draft 2022 Budget and that $300,000 be included in the 10Agenda Software within the
Administrative Services Budget
Committee Direction Required
Analysis continued:Options Recommendation
Administrative
year plan to support Agenda Software within the
-
year plan to support Council and Committees Promotion
Services-
Summary of Recommendations
THAT the Budget Committee direct that $5,000 be included in the draft 2022 Budget and that $50,000 be included in the 10and Marketing Budget within the Administrative Services Budget.THAT
the Budget Committee direct that $30,000 be included in the draft 2022 Budget and that $300,000 be included in the 10Administrative Services Budget
Questions?Additional Follow Up Required?Next Steps?
Services
November 16, 2021
Brian Masschaele
Community and Cultural
2022 Department Budget
th
Notes
Market analysis justifying this increase included in October 26presentation.Incorporated in IT budget request.
“Ask”
otherwise)
(revised or
$5,000 increase to take base operating line from $69,000 to $74,000 with CPI increases in 2023 and beyond Annual increase from $9,000 to $13,000
-
books, e
-
Description
Library electronic database that provide access to emagazines, movies and music.Service contract with London Public Library to host library catalogue data
Program(s) &
Proposed New
Proposed New Programs and Service Changes over 2021
Service Changes
Library Electronic Resources
Library Data Hosting
free initiative. Loss
-
Committee Approved Changes
year capital plan for library materials to include annual inflationary
-
$5,000 increase to electronic resources in the library operating budget.10increases.Increase in catalogue hosting costs to London Public Library from $9,000 in 2021 to $13,000 in 2022
as part of IT budget. Mitigation of $5,000 revenue loss in 2022 and subsequent projected loss of $8,000 in 2023 and beyond from proposed library fineto be funded through library donations.
Summary of
$4,500 to support programs and collections at Aylmer Library from a private donor.$1,500 to support programs and collections at Dutton Library from a private donor.$2,000 from service
clubs and businesses to support branch activities.$3,000 from the Ontario Genealogical Society (Elgin Branch) to support archives’ digitization projects.
----
Annual revenue from donations is currently in the range of $15,000+ per year for library, museum and archives and is already integrated into annual operating budgets. Examples of donations
received in 2021 include:Donations are generally strong but have declined due to the pandemic as many go to support specific programs like Summer Reading Club which did not take place
in 2020 or 2021. Building this support back up is a goal for 2022.
Possible Sources of Revenue
Plan would need to distinguish between donations to improve buildings (an LMP responsibility in the case of libraries) and donations for programs, services and collections (a County
responsibility).All three services have charitable status which does leverage opportunities.Bushell estate bequest demonstrates potential of planned giving but need to keep in mind
not competing with other priorities such as Terrace Lodge.
In 2022, staff will bring forward a fundraising plan to identify revenue opportunities that may include a friends group for cultural services and/or an engagement strategy between library
branches and local municipal partners.
Possible Sources of Revenue
Library Electronic
–
resources service decrease in 2022
-
year financial plan.
-
$5,000 increase to take base operating line from $69,000 to $74,000 with CPI increases in 2023 and beyond Defer increase to 2023 which will result in egiven inflationary pressures as
outlined in market analysis.
THAT the budget for library electronic resources (operating) be increased by $5,000 in the library’s draft 2022 budget, with annual inflationary increases thereafter in the County’s
ten
Proposed New Program(s) & Service Changes OptionsRecommendation
Committee Direction Required Resources
set by donation
-
year financial plan starting in 2022,
-
going partnerships with St. Thomas Public
-
year financial plan, and;
-
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 tenTHAT
the budget for library materials (capital) be maintained with annual inflationary increases in the County’s tenand;THAT our team continue to look for opportunities and efficiencies
in library collection budgets, including onLibrary wherever feasible. THAT library fine revenue be reduced by $5,000 and offrevenue as outlined in the presentation “A Path Forward
on Library Fines” presented to County Council on September 28, 2021.
Summary of Recommendations
November 16, 2021
2022 Department Budget
Amy Thomson, Director of Human Resources
Human Resources Department
,
LMPs
Notes
Work started with the leadership team and review/redevelopment of key HR policiesExpanded to all staff in 2022e.g. creation of recruitment video(s) & advertising development / employer
brandingNext step is creating and reviewing with interested a draft HR shared service agreementConsultant will recommend comparator employers, compile market salary information and
review overall compensation processes
“Ask”
otherwise)
(revised or
$15,000 (no increase from 2021)$5000 (no increase from 2020 or 2021)N / A RFP process underway
st
th
Review
boarding and
-
LMPs
Description
Continuation of organizational culture development work, currently underway with “Forward Working”Initiatives to improve recruitment, onretentionWork is underway with interested Consultant
to be selected shortly and work will be initiated in 4quarter 2021 and completed 1quarter 2022
continued
)
(previously presented to the Budget Committee)
continued from
)
)
Program(s) &
Proposed New Programs and Service Changes over 2021
Proposed New
Service Changes
continued from ‘21
Organizational Culture work (Recruitment & Retention Improvement Initiatives / LTC Homes Staffing (’20 & ‘21 Development of HR Shared Service Agreement Market Salary Review (from 2021
Notes
First time this is being completed jointly across Elgin County and all Local Municipal Partners.Will go to County Council and local Council’s in December 2021
“Ask”
otherwise)
(revised or
N / A (no increase to budget requested) * See Information Technology Services budget
),
IASR
and
AODA
year term.
-
years. Shows progress to
Description
Review Continued…
-
Requirement to report progress related to the Integrated Accessibility Standards Regulation (every 5goals, and goals developed for the next 5HR staff will be heavily involved in the
implementation process of the new software
year Accessibility
-
Program(s) &
Multi
Proposed New
Proposed New Programs and Service Changes over 2021
Service Changes
Joint Plan Human Capital Management system implementation
LMPs
$45,000 revenue anticipated
-
)
through a formalized Shared Services
LMPs
LMPs
Service provision to interested Agreement will eventually result in revenue and improve the departmental budgetIt is not recommended that the budget be adjusted until the service is
up and running in 2022Revenue will be based on cost recovery for services provided
Continued provision of Accessibility services to Middlesex County and Middlesex Local Municipal Partners (Shared Service Agreement with interested Elgin
Possible Sources of Revenue
THAT net expenditures of $700,214 for Human Resources be included in the 2022 budget
No specific recommendations have been received during prior Budget Committee meetings regarding the HR budget
In order for the Human Resources department to achieve service delivery review recommendations, and continue to deliver current service levels, it is recommended:
Summary of Recommendations
Questions?Additional Follow Up Required?Next Steps?
November 16, 2021
Jim Bundschuh
Financial Services/POA
2022 Department Budget
house, and
-
Notes
A folding machine will benefit the Finance, Admin Services, EPE and HR departments.Budget automation programming was completed inreallocating this funding will provide the forementioned
benefits with no increase in the previously approved budget
“Ask”
otherwise)
(revised or
That an incremental $3000 be added to the budget as a placeholder to be held in abeyance until a report is brought to Council in the new year outlining potential optionsThis request
is a reallocation of previously approved funding. $3,000
scale HCM
Review
-
-
Function
-
Description
Develops local CPA talent with municipal government experience that County and LMPs could potential draw uponReduces risk associated with launching the largeproject
A report will be brought to Council in the new year outlining options, including cost sharing with Central Elgin, upgrading County MultiPrinters(MFP) and outsourcingAn intern will:••TOTAL:
Program(s) &
Proposed New
Service Changes
Placeholder for Folding MachineRequesting that the existing Budget Programming project of $14,500 be reallocated/renamed to Finance Intern project.
:
savy
-
based despite the availability of
-
line with market pricing for paper invoicing
-
for those residents $1.00 charge per statement would be significant
–
46% of our residents are on rate reduction which would mean funds available for other
charges are limited to their comfort allowance which must include pharmacy costs, hair services, foot care, dental care, eyeglasses/hearing aids, assistive devices, clothing and other
personal items The current generation of residents are paper based versus electronic based and would have challenges with accessing/printing electronic invoicesThe majority of residents
would require assistance which shifts workload to the Homes staff and could be perceived by some residents as a violation of privacy
Would help promote the more efficient and environmentally friendly option of electronic invoicingCould prove to be a financial strain on some residents that are not tech
Most Homes invoices are still issued as paperelectronic invoicing for all residentsA $1 per invoice charge would be inRecommendation: Continue to promote a shift to electronic invoicing
through quarterly communications rather than imposing a charge for paper invoices.
Possible Sources of Revenue
Folding Machine
–
-Function-Printers(MFP)
cost sharing with Central Elginupgrading County Multioutsourcing
Add $3,000 annual to the existing $1,000 Folding Machine budget line itemThis placeholder project will be held in abeyance to allow staff to develop a more detailed analysis in the new
year to review alternatives for the best solution:Include a $4,000 placeholder project pending a more detailed analysis of optionsManual process of folding invoices, notices and newslettersThat
$3,000 be added to the budget as a placeholder to allow for an analysis of options and a report to be presented to Council in the new year
Proposed New Program(s) & Service Changes OptionsRecommendation
Committee Direction Required
Fanshawe Intern
–
Reallocate funds from the existing Budget Programming project to a Fanshawe Intern projectReallocate the $14,500 of funds from the Budget Programming project to a Fanshawe Intern projectReturn
Budget Programming funds as a 2021 surplusThat a Fanshawe Intern project be established using funds available in the Budget Programming project
Proposed New Program(s) & Service Changes OptionsRecommendation
Committee Direction Required
That $3,000 be added to the budget as a placeholder to allow for an analysis of options and a report to be presented to Council in the new yearThat a Fanshawe Intern project be established
using funds available in the Budget Programming project
••
Summary of Recommendations
Questions?Additional Follow Up Required?Next Steps?
Brian Lima
November 16, 2021
2022 Budget
Engineering, Planning & Enterprise
house
-
Notes
No direction for change No direction for change Task to be accomplished utilizing existing inresources
“Ask”
(revised or otherwise)
$10,000)$10,000)
--
“Ask” $20,000“Ask” $10,000Ask withdrawn((
Review
Description
BUDGET REDUCTION TOTAL
Planning
Environmental consultant to provide policy and mapping recommendations for the County Official Plan based on technical information provided in the Elgin Natural Heritage Systems StudyTo
fund public meeting space rentals, enhanced communicationsPlanning website accessibility and document rebranding to improve public and Applicant experience
year
-
5
&
–
Heritage Study
-
(previously presented to the Budget Committee)
Service Changes
Proposed New Programs and Service Changes over 2021
Proposed New Program(s)
Consultant Implementation Official Plan Review Planning Document branding refresh
Notes
by Province
Recommend in 2020 Building Condition Assessment ReportMandatedRequired to accommodate service offeringsMandated by Technical Safety Standards Association (TSSA)Recommend in 2020 Building
Condition Assessment Report
“Ask”
(revised or otherwise)
“Ask” $85,000“Ask” $20,000“Ask” $300,000“Ask” $55,000“Ask” $43,000$0
Review
Description
BUDGET REDUCTION TOTAL
Facilities
Installation of emergency standby generator during electrical service disruption from utility gridInstallation of UV/LED air filtration system1st floor renovation of former POA suites
to accommodate Fire Training, Economic Development & Tourism Replacement of standby generator Completion of elevator and mechanical upgrades within main building (not part of redevelopment
project)
st
1
–
Building
&
(previously presented to the Budget Committee)
Service Changes
Proposed New Programs and Service Changes over 2021
dministration
OA Ventilation System
Proposed New Program(s)
POA Standby Generator InstallationPUpgradesAFloor Renovations EMS (Edward Street)Terrace Lodge (main building) Upgrades
Notes
Proposed membership withdrawn for 2022Proposed Budget Reduction Proposed Budget Reduction Proposed Budget Reduction Proposed Budget Reduction
“Ask”
$5,000)$5,000)$1,500)$5,000)
----
(revised or otherwise)
$46,500)
$30,000)
--
“Ask” withdrawn (“Ask” $45,000“Revised Ask” $40,000Savings (“Ask” $15,000“Revised Ask” $10,000Savings (“Ask” $20,000“Revised Ask”$18,500Savings (“Ask” $30,000“Revised Ask” $25,000Savings
((
Review
Description
BUDGET REDUCTION TOTAL
PROPOSED
Representation on this group focuses on automotive sector, advanced manufacturing, composites, food processing and green technology.To data, graphic design, website maintenance and Customer
Relationship Software (CRM)Proactively connecting with existing businesses to understand and respond to local business needs. Includes attendance and participation in local business
initiatives and community eventsPromotion with videos, social media, television, radio etc.
Economic Development & Tourism
&
(previously presented to the Budget Committee)
Services
Retention &
Service Changes
Proposed New Programs and Service Changes over 2021
urchasedusiness
Proposed New Program(s)
Southwest Ontario Marketing Alliance (SOMA) MembershipPBExpansionPromotions / Special EventsQuality of Life
.
$23M
to the approved Capital Plan.
to the approved Capital Plan.
$34M
$24.3M
Previously Presented
–
Bridge). This option adds
Gillets
made in Option #3
Social impact.Social impact, increased capital and maintenance costs, and extended infrastructure lifecycles.
Social impact, increased capital and maintenance costs, and extended infrastructure lifecycles.
Removal of select new projects and Townline bridge assets
.
––
–
Defer Road Rehabilitation Projects and implement “Hold” strategies, in addition to
Ideal Capital Investment Plan, as presentedDeferral of select urban reconstruction projects, in addition to revisions made in Option #2
–
–
––
This Option includes all known needs and provides appropriate investments to address those needs as identified in the approved Asset Management Plan as well as new Council priorities.
Plan includes new projects, updated unit cost estimates and revised project scopes. This option adds This Option removes/defers select projects that have been added since the approved
2021 Capital Plan and also proposes to permanently close and/or transfer select Townline bridges (Fulton Bridge, Jamestown Bridge and RISK This Option defers select urban reconstruction
projects so that they are scheduled every other year, essentially rescheduling 4 projects to 2032 and beyond. This option reduces the total cost of the approved Capital Plan by $0.4MRISK
This Option defers select road reconstruction projects and implements thin surfacing and gravel shouldering only to extend the asset’s lifecycle. Rehabilitation of these roads is deferred
to 2032 and beyond. This option reduces the total cost of the approved Capital Plan by RISK
Options Summary
Option #2
Option #1 Option #3 Option #4 revisions
Year Plan
-
proposed to be
–
Bridge ($0.4M)
the total 10
Gillets
increases
2031) plan costs $178.4M
-
Difference of: ~$24.3M (inclusive of anticipated inflation)
2030) plan costs $154.1M
-
year (2022
-
Removal of Select New Projects and
Bridge Deck Replacement +$1.5M until asset condition warrants replacement (+10 years)
–
year (2021
-
Phillmore
Year Capital Plan
-
year capital plan changes are as follows (based on 2021 unit rates):
-
ption#2
Plan has been revised to eliminate select new/additional projects as compared to the approved 2021 Capital Plan and to plan for the permanent closure and removal of select Townline Bridge
assets. This Option Costs by $24.3M as compared to the approved 2021 Capital Plan. Approved total 10Proposed Option #2 total 10Remove proposed Highway #3/Ford Road/Ron McNeil Line
Roundabout (2023) +$4.8M (including engineering) funded by the ProvinceDefer proposed Plan for the permanent closure and/or transfer of Jamestown Bridge ($0.9M), Fulton Bridge ($1.3M)
and
OTownline Bridge Assets
Impact to 10 The 10Variance Justification from Option #1:
–
reside on
-
over 100 years old
-
Bridge and Jamestown Bridge
Gillets
Details
-
year plan, the bridge deck could be scheduled for replacement in 2032,
-
year capital plan
-
2031, 10
-
Removal of Select New Projects and
Bridge Deck Replacement
–
Phillmore
#2
Anticipated results of Environmental Assessment preferred option is to construct a Roundabout at this intersectionProposed Roundabout resides with MTO ROW and an argument could be made
that this should not be fully a County costOption to defer project until Provincial funding / cost sharing became availableBridge Deck was replaced in 2016 and structure is in good
condition not requiring investment based on conditionAs a new project, currently not included in the 10outside of the proposed 2022The County of Elgin has jurisdiction over Fulton Bridge,
very low volume local roadsAnticipated that the County’s Transportation Master Plan (TMP) will identify these for potential removal/transferCounty’s Bridge Inspection Consultant has
identified $2.6M in costs within the next 5 years on these bridges that could be eliminated
Remove proposed Highway #3/Ford Road/Ron McNeil Line Roundabout (2023) +$4.8M (including engineering) proposed to be funded by the ProvinceDeferral of Permanent Closure/Removal and/or
Transfer of three of the County’s “Townline Bridges”
ption
OTownline Bridge Assets
Variance Details as compared to “Ideal Capital Investment Plan”1.2.3.
and Granular
Microsurfacing
Year Plan Costs by $20.6M as compared to the Ideal Capital
-
Defining Asset “Hold” Strategies
–
#4
ption
An option has been previously presented to the Committee to defer planned road rehabilitation projects with “Hold” strategy investments.In this option, candidate road sections could
receive Shouldering in lieu of Road Rehabilitation, and required road rehabilitation will be deferred beyond year 2032.Potentially, 14 road rehabilitation projects can be deferred until
2032 and beyond thus reducing the total 10Investment Plan (Option #1).
O
It should be noted that deferral of required rehabilitation will increase road maintenance demands over the term of the plan and until required rehabilitation projects are completed
New Road
–
and Granular Shouldering)
Place Asphalt Recycling, Asphalt Overlay and Granular Shouldering)
-
Defining Asset “Hold” Strategies,
Microsurfacing
–
Lifecycle Cost
#4
$250,000/km (Cold InResets asset condition, eliminates pavement structure deficiencies Expected to perform for 16 to 20 years without further investment (followed by asphalt overlay)Lifecycle
cost per year $13,889$43,500/km (Provides new wearing surface/texture, fills small cracks, minor ride comfort improvementsExpected to perform for 5 years without further investment
Lifecycle cost per year $8,700 Structural pavement deficiencies remain and continue to deteriorate, increasing maintenance costs
•••••••••
ption
Ocontinued…
Road Rehabilitation Lifecycle Cost Microsurfacing
mix paving treatment
-
?
Defining Asset “Hold” Strategies,
–
modified, cold
-
7 year life
-
#4
Microsurfacing
ption
Thin, PolymerExpected 5Low energy requirements, environmentally safe and emits no pollutantsProvides new wearing surface, addressing minor surface defects
Ocontinued…
What is ••••
Defining Asset “Hold” Strategies,
Candidate Road and Application
–
#4
ption
Ocontinued…
Microsurfacing
Defining Asset “Hold” Strategies,
….Transverse Crack Repair to Improve Ride
–
#4
ption
Ocontinued…
Microsurfacing
Defining Asset “Hold” Strategies,
….Before and After
–
#4
ption
Ocontinued…
Microsurfacing
$1.2M
-
with potential savings
–
$1.3M
-
$1.0M
-
$3.2M
-
$0.6M
$2.0M
-
-
$0.7M
$2.0M
-
-
$2.4M
$1.7M
-
$1.8M
-
$0.6M
$0.9M
-
-
-
$1.2M
-
Line to Springfield)
to Third Line)
Glencolin
in Lieu of Rehabilitation
Shedden
Line / Hacienda Road (Imperial Road to Ron McNeil Line)
Pioneer Line (West Lorne to Currie Road) Currie Road (Highway #401 to Thames River) Shackleton Line (Dutton to Iona Road) Fingal Line (Currie Road to Iona Road) Fingal Line (Iona Road
to Fingal) Union Road (Fairview Road (Dexter Line to Sparta Line) GlencolinSpringwater Road (John Wise Line to Highway #3) Quaker Road (Sparta to Highway #3) Quaker Road (Dexter Line
to Sparta) Springfield Road (Nova Scotia Line (Imperial Road to Port Burwell) McMillan Line / Queens Line (McPherson Road to Rodney)
1.2.3.4.5.6.7.8.9.10.11.12.13.14.
Potential Road Rehabilitation Projects to Receive Microsurfacing
$10,000)
-
(
to be done in house savings
Reduce budget line items:
-
-
$5,000
-
$46,500)
-
$1,500
removed
(
-
$5,000
-
$5,000
Option preference?
-
Committee Approved Changes
–
$30,000
-
Savings:
Document branding refresh
SOMA Purchased Services Business Retention and Expansion Promotions/Special Events Quality of Life
TOTAL POTENTIAL SAVINGS
Potential
Transportation
Economic Development & Tourism
Planning
Summary of
Committee Direction Required…Further
service to
–
Increased annual tourism membership and tourism signage feesIncreased Planning application feesEngineering Design/Contract Administration Services interested Local Municipal Partners
through a formalized Shared Services Agreement will result in revenue and improve the department’s budget. It is not recommended that the budget be adjusted until the service is up
and running in 2022.Increased Facilities tenant lease fees
Possible Sources of Revenue
bridge assets, as opposed to
year capital plans be supported
-
year Transportation and Facility
townline
-
THAT the required optimal and adequate 10focused investments identified in the respective 10to maintain and improve existing overall condition/LOS rating; and,THAT, if further reduction
of requested budget funding is required, consideration be given to removal of select new projects and impacting asset renewal related projects. THAT the revised budget as proposed be
maintained.THAT Elgin County’s membership in SOMA be cancelled for 2022 and be reassessed as part of future budget deliberations; and,THAT the budget line items as proposed be reduced.
Summary of Recommendations Engineering & Facilities:Planning:Economic Development & Tourism:
Questions?Additional Follow Up Required?Next Steps?
Jeff Brock
November 16, 2021
2022 Department Budget
Information Technology Services
Notes
Amount of ask not revised. Staff will exercise due diligence when purchasingThis would bring the total to $15,000Staff will investigate if there is an opportunity to utilize an existing
suite of applications to achieve what we were attempting to do with part of this AI applicationIT staff will work to improve ROI on existing software suites by ensuring that they are
being fully used. If existing software is unable to achieve desired outcomes, some solutions will need to be revisited
“Ask”
otherwise)
(revised or
$227,532 $6,000$14,000$35,000Ask $85,000Revised Ask $45,000Placeholder for remainderAsk $25,000Revised Ask $0Placeholder for future consideration
Review
Description
Capital money requested for replacement of IT HardwareIdentified within SDR as a priorityApplication to manage all IT service requests
A high level assessment completed every 3 yearsArtificial Intelligence, self learning application that monitors network for anomaliesAccount Management software
(previously presented to the Budget Committee)
Program(s) &
Proposed New
Proposed New Programs and Service Changes over 2021
Service Changes
Hardware RefreshTraining and DevelopmentIT Service Management SoftwareCybersecurity AssessmentAI Security Analyst SolutionPrivileged Access Management Solution
Removed a portion of the original
-
Unchanged from original ask of $14,000
–
Removed this ask for future consideration.
-
Unchanged from original ask of $35,000 every 3
Unchanged from original ask of an additional $6,000
–
-
Committee Approved Changes
Some cybersecurity items may be dependent on outcome of insurance RFP
As departments attempt to achieve efficiencies through improvements in software hardware should not be an impediment
Summary of
Hardware ReplacementTraining and DevelopmentIT Service Management SolutionCybersecurity Assessmentyrs.Artificial Intelligence Security Analyst Solutionask to further investigate if this
can be accomplished through existing softwarePrivileged Access Management
IT services offered to Lower Tier Municipalities generates revenue for the departmentIn the future there will be consideration to taking on more LMP’s
Possible Sources of Revenue
Hardware
–
year plan to support Hardware
-
in the 10
2,829,883 remains
Replacement of Hardware using the existing refresh scheduleSupport the current amount requestedReduce the amount and wait for more favourable market conditionsTHAT the Budget Committee
direct that $227,532 be included in the draft 2022 Budget and that $Replacement within the ITS Budget
Proposed New Program(s) & Service Changes OptionsRecommendation
Committee Direction Required Replacement
year plan to support training and
-
Training and
–
in the 10
included
Increased training and development dollars for development of teamSupport the current amount requestedDecline the request and encourage department to make do with the current amountTHAT
the Budget Committee direct that an additional $6,000 be included in the draft 2022 Budget and that $60,000 be development within the ITS Budget
Proposed New Program(s) & Service Changes OptionsRecommendation
Committee Direction Required Development
IT Service
year plan to support and maintain
-
–
in the 10
included
be
153,295
The IT department requires a IT Service Management Solution to manage IT service requestsSupport the current amount requestedDecline the request THAT the Budget Committee direct that
an $14,000 be included in the draft 2022 Budget and that $the IT Service Management solution within the ITS Budget
Proposed New Program(s) & Service Changes OptionsRecommendation
Committee Direction Required Management Solution
Cybersecurity
year plan to support the
-
–
in the 10
included
be
153,386
A high level assessment that will highlight and prioritize existing concerns, as well as provide a maturity rating of the cybersecurity posture of the organizationSupport the current
amount requestedDecline the request THAT the Budget Committee direct that an $35,000 be included in the draft 2022 Budget and that $Cybersecurity Assessment and follow up assessments
every 3 years within the ITS Budget
Proposed New Program(s) & Service Changes OptionsRecommendation
Committee Direction Required Assessment
Artificial Intelligence
–
year plan to support the AI Analyst within the ITS Budget, and that
-
in the 10
Instruct staff to investigate if remaining functionality can be managed through existing softwareAdd a placeholder for remaining $40,000 in case the functionality is not available in
existing software
450,00 be included
Artificial Intelligence Security Analyst Solution to alert and respond to anomalies within the networkImplement a portion of the solution $45,000Decline the requestTHAT the Budget Committee
direct that an $45,000 be included in the draft 2022 Budget and that $a placeholder be inserted in the event that functionality is not available with existing software
Proposed New Program(s) & Service Changes OptionsRecommendation
Committee Direction Required Security Analyst Solution
year plan to support and maintain year plan to support the
--
year plan to support the AI Analyst
year plan to support Hardware
-
-
in the 10in the 10
in the 10
in the 10
153,295 be included153,386 be included450,00 be included
THAT the Budget Committee direct that $227,532 be included in the draft 2022 Budget and that $2,829,883 remainsReplacement within the ITS BudgetTHAT the Budget Committee direct that
an additional $6,000 be included in the draft 2022 Budget and that $60,000 be includedin the 10-year plan to support training and development within the ITS BudgetTHAT the Budget Committee
direct that an $14,000 be included in the draft 2022 Budget and that $the IT Service Management solution within the ITS BudgetTHAT the Budget Committee direct that an $35,000 be included
in the draft 2022 Budget and that $Cybersecurity Assessment and follow up assessments every 3 years within the ITS BudgetTHAT the Budget Committee direct that an $45,000 be included
in the draft 2022 Budget and that $within the ITS Budget, and that a placeholder be inserted in the event that functionality is not available with existing software
Summary of Recommendations
Questions?Additional Follow Up Required?Next Steps?
$ 82$ 19$134$182
Up
ResidentialFarmCommercialIndustrial
Proposed $2 million release of funds from the Growth Reserve project will still leave $27 million available to address the potential upcoming growth needs Tax increases on properties
assessed at $350,000
Overall Budget Follow
Changes outlined today could be accommodated by a tax increase of 3.8% annually through 2029 and returning to inflationary increase in subsequent years
Continued
-
Up
Overall Budget Follow
Debt of $6 million was raised in both 2020 and 2021 for a total of $12 millionA further $21 million will be required at the beginning of 2023, with $5.5 million additionally added in
both 2024 and 2025The February approved plan also included $8 million in debt in 2031 replacing debentures retiring in 2030/31
Continued
-
Up
ahead of the
-
Overall Budget Follow
In 2025/26 net debt peaks at $31 million and cash & investments hits a low of $5 millionThe increase in investment in transportation being proposed will likely require additional debt
to be added in 2025 Further analysis is required to determine if a pull$8 million planned in 2031 will suffice followed by new debt in 2035
and revisions
th
end
-
Up
2034
-
Tax rates will not be set until MarchProvincial funding should be known by yearDepartmental budgets could be approved by Council on December 9such as the provincial funding can be revised
subsequently, resulting in a tax increase below 3.8%What tax increase percentage would the Committee like to target
Option 1: Is a placeholder for a tax increase of 3.8% acceptable?Option 2: More funds could be temporarily drawn down from the Growth Reserve project to achieve a lower rate and later
replenished once Provincial Funding is knownOption 3: Extend tax increase through 2031 (instead of 2029) at an increase of 3.7%Option 4: Increase debt further to allow for a 3.6%
tax increase that would extent to 2033
Overall Budget Follow
Pending Provincial homes funding announcements could provide an opportunity to lower the 3.8% tax increaseFeedback required from Committee:
> Below is the presentation format that the Committee approved in March for
Committee: How can we improve on the information you were provided with last year as you were considering the 2021 budget? -departmental reports
Wrap Up and Next Steps
Council
th
Forward reserve will be an estimate at this time, but
-
year plan presentation?
-
Is there any changes to presentation material that the committee would like to see for the December 9budget/ten
Important to note that the Carrywill be accurate when the final report is presented to Council along with final proposed tax rates in March 2022
•
•
Wrap Up and Next Steps
> Below is additional information presented for the same department which highlights
-only the changes from last year’s plan to this year’s plan called P2P.
Wrap Up and Next Steps
Recommendation: THAT Option #_ with a tax increase of _% be used for presentation to Council on December 9, 2021 with final tax rates to be approved by Council in March 2022. Next Meeting
Date: November 23, 2021 @ 1:00pmFinal Questions/Comments/Feedback?
Wrap Up and Next Steps