07 - November 8, 2021 Budget Committee MinutesElgin..x K
Progressive by Nature
Council Budget Committee
Meeting Minutes
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)
Councillor Dominique Giguere (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
The Council Budget Committee met this 8th day of November, 2021 at 9:00 a.m.
in a hybrid format with Committee Members and staff participating as indicated
above. -
2. APPROVAL OF THE AGENDA
Moved by: Councillor French
Seconded by: Councillor Giguere
RESOLVED THAT the agenda be approved as presented.
Motion Carried.
3. APPROVAL OF THE MINUTES
Moved by: Councillor Ketchabaw
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
-01 .0
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 meeting and 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 Giguere
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
1► =0
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 Gonyo , Tom Marks,
Chief Administrative Officer. Chair.