08 - November 16, 2021 Budget Committee MinutesElgin Coirft
Progressive by Nature
Council Budget Committee
Meeting Minutes
Elgin County Administration Building
Council Chambers/Webex
November 16, 2021 at 9:00 A.M.
ATTENDEES: Warden Tom Marks, Chair (Council Chambers)
Councillor Mary French (electronic)
Councillor Ed Ketchabaw (Council Chambers)
Councillor Dominique Gigubre (Council Chambers)
Julie Gonyou, Chief Administrative Officer (Council Chambers)
Brian Lima, General Manager of Engineering, Planning, &
Enterprise/Deputy CAO (Council Chambers)
Jim Bundschuh, Director of Financial Services (Council Chambers)
Michele Harris, Director of Homes and Seniors Services (Council
Chambers)
Jeff VanRybroeck, Fire Training Officer/CEMC (Council Chambers)
Katherine Thompson, Manager of Administrative Services/Deputy
Clerk (Council Chambers)
Brian Masschaele, Director of Community and Cultural Services
(Council Chambers)
Amy Thomson, Director of Human Resources (Council Chambers)
Jeff Brock, Director of Information Technology Services (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 16th 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 Gigubre
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 November 8, 2021 be
approved.
Motion Carried.
4. DISCLOSURE OF PECUNIARY INTEREST
None.
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6. BRIEFINGS AND REPORTS
6.1 Overview — Manager of Financial Services/Deputy Treasurer
The Manager of Financial Services/Deputy Treasurer provided an
overview of what has been covered at the previous meetings of the
Budget Committee and outlined the discussion items for today's meeting.
Presentations will be focused on recommendations previously presented
related to department needs. Additionally, departments will highlight any
changes to their original presentation that have already been identified
from previous Committee meetings. Finally, financial costs will be provided
in the outline in order to provide clarity for the Committee. The Committee
is asked to provide clear direction at today's meeting when considering the
recommendations as presented in order to inform the draft budget.
6.2 Corporate Services — Director of Financial Services
The Director of Financial Services reviewed the proposed new programs
and service changes for the Corporate Services department, and
recommended 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.
Moved by: Councillor Giguere
Seconded by: Councillor French
RESOLVED 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.
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6.3 Emergency Measures — Fire Training Officer/CEMC
The Fire Training Officer/CEMC provided an overview of Proposed New
Programs and Services Changes over 2021 as well as potential sources of
revenue for the department. The Fire Training Officer/CEMC is seeking the
Committee's direction regarding options for revenue, mileage, purchased
services, and supplies for the Operation of the Regional Fire School,
textbooks, funding for a utility trailer, and budget requests for EOC
technology and Furnishings. The Committee discussed seeking out
corporate sponsors to help fund a portion of the utility trailer, but
recommended including the full $15,000 request in the budget at this time.
Moved by: Councillor French
Seconded by: Councillor Ketchabaw
RESOLVED THAT the wages and benefits 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 Local Municipal Partner
training initiatives and the operation of the Elgin -Middlesex Regional Fire
School; and
THAT $10,000 be allocated towards the purchase of textbooks; and
THAT $15,000 be allocated towards the purchase of a utility trailer to be
used for course delivery, storage of assets and advertising at events; and
THAT $51,500 be included in the budget for EOC/Fire Classroom
Technology and Furnishings.
Motion Carried.
6.4 Long -Term Care Homes — Director of Homes and Seniors Services
The Director of Homes and Seniors Services requested direction from the
Committee regarding the Docit software implementation, automated call -in
program for shift replacement (budgetary carryover), the temporary part-
time clerks in all three Homes, and the improvement of $308,000 for the
2022 budget. The Committee recommended utilizing the $38,000
efficiency funding for the $28,725 request for the Docit software.
Moved by: Councillor Gigubre
Seconded by: Councillor Ketchabaw
THAT $28,725 be allocated from the available efficiency funding 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 licencing fee beginning 2023, and
$22,935 beginning 2025; and
THAT Council approve the 2021 Budget carryover request of $38,000 to
2022 to support a one-time implementation cost of an 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
(cost is — $75,000 across all three Homes); and
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 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.
Motion Carried.
6.5 Administrative Services — Manager of Administrative Services/Deputy
Clerk
The Manager of Administrative Services/Deputy Clerk presented a
summary of Committee approved changes to the Administrative Services
budget, including an adjusted ask of $10,000 for County -wide New Council
Information and Orientation Program, and the removal of additional
requested funds to support the Warden's Banquet. The Manager of
Administrative Services/Deputy Clerk seeks direction from the Committee
regarding the request of $5,000 for Council and Committee Promotion and
Marketing, and the $30,000 cost for Agenda Management Software.
Moved by: Councillor Ketchabaw
Seconded by: Councillor French
RESOLVED THAT the Budget Committee direct that $5,000 be included in
the draft 2022 Budget and that $50,000 be included in the 10-year plan to
support the Council and Committee Promotion and Marketing Budget
within the Administrative Services Budget; and
THAT the Budget Committee direct that $30,000 be included in the draft
2022 Budget and that $300,000 be included in the 10-year plan to support
Agenda Software within the Administrative Services budget.
Motion Carried.
6.6 Community and Cultural Services — Director of Community and
Cultural Services
The Director of Community and Cultural Services provided a summary of
Committee approved changes, including a $5,000 increase to electronic
resources in the library operating budget; 10-year capital plan for library
materials to include annual inflationary increases; increase in catalogue
hosting costs to London Public Library from $9,000 in 2021 to $13,000 in
2022 as part of the IT budget; and mitigation of $5,000 revenue loss in
2022 and subsequent projected loss of $8,000 in 2023 and beyond from
proposed library fine -free initiative (loss to be funded through library
donations). The Director also outlined potential sources of revenue for the
department, and also sought Committee direction regarding the request a
$5,000 increase for library electronic resources (operating), with annual
inflationary increases thereafter in the County's ten-year financial plan.
The Committee requested the development of a fundraising strategy to be
implemented in 2023.
Moved by: Councillor Giguere
Seconded by: Councillor French
RESOLVED 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.
Motion Carried.
6.7 Human Resources — Director of Human Resources
The Director of Human Resources provided an overview of Proposed New
Programs and Service Changes over 2021 as previously presented to the
Budget Committee and highlighted potential sources of revenue for the
department. The Director recommended that net expenditures of $700,214
for Human Resources be included in the 2022 budget.
Moved by: Councillor Giguere
Seconded by: Councillor Ketchabaw
RESOLVED THAT net expenditures of $700,214 for Human Resources be
included in the 2022 budget.
Motion Carried.
6.8 Financial Services/Provincial Offences Administration — Director of
Financial Services
The Director of Financial Services sought direction from the Budget
Committee regarding the request of a $3,000 addition to the budget as a
placeholder to allow for an analysis of options for the requested folding
machine, and the request for the establishment of the Fanshawe Intern
project. The Director will provide a report to County Council in early 2022
outlining the options for the folding machine, and alternatives in order to
find the best solution.
Moved by: Councillor Giguere
Seconded by: Councillor French
RESOLVED THAT $3,000 for a folding machine be added to the budget
as a placeholder to allow for analysis of options and a report to be
presented to Council in early 2023; and
THAT a one-time Fanshawe Intern project be established.
Motion Carried.
6.9 Engineering, Planning & Enterprise — General Manager of
Engineering, Planning & Enterprise/Deputy CAO
The General Manager of Engineering, Planning, & Enterprise/Deputy CAO
provided additional details regarding the options for Capital Projects
presented at the previous Budget Committee meeting, and requested
direction from the Committee regarding their option preference. The
General Manager presented potential savings for the Economic
Development and Tourism Department. Staff will gather more information
regarding the identified transportation projects and the POA generator for
the next meeting of the Budget Committee.
Moved by: Councillor Ketchabaw
Seconded by: Councillor French
RESOLVED THAT the revised Planning budget as proposed be
maintained; and
THAT Elgin County's membership in SOMA be cancelled for 2022 and be
reassessed as part of future budget deliberations; and
THAT the Economic Development and Tourism budget line items as
proposed be reduced.
Motion Carried.
7.0 Information Technology Services (ITS) — Director of Information
Technology Services
The Director of Information Technology Services highlighted possible
sources of revenue for the ITS department, and requested Committee
direction regarding the budget requests for hardware replacement, staff
training and development, IT Service Management Solution, Cybersecurity
Assessment, and the Artificial Intelligence Security Analyst Solution. The
Committee requested more information on Laserfiche capabilities for
handling service requests.
Moved by: Councillor Giguere
Seconded by: Councillor Ketchabaw
RESOLVED THAT the Budget Committee direct that $227,532 be included
in the draft 2022 Budget and that $2,829,883 remains in the ten-year plan
to support hardware replacement within the ITS Budget; and
THAT the Budget Committee direct that an additional $6,000 be included
in the draft 2022 Budget and that $60,000 be included in the ten-year plan
to support training and development within the ITS budget; and
THAT the Budget Committee direct that $35,000 be included in the draft
2022 Budget and that $153,386 be included in the ten-year plan to support
the Cybersecurity Assessment and follow up assessments every three (3)
years within the ITS Budget; and
THAT the Budget Committee direct that $45,000 be included in the draft
2022 Budget and that $450,000 be included in the ten-year plan to support
the AI Analyst within the ITS Budget, and that a placeholder be inserted in
the event that functionality is not available with existing software.
Motion Carried.
7.1 Wrap Up and Next Steps
The Director of Financial Services sought feedback from the Committee
regarding the presentation format for the Council budget/ten-year plan
presentation. The Committee requested data that shows the budget,
actual, and variance.
7. OTHER BUSINESS
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8. CORRESPONDENCE
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9. DATE OF NEXT MEETING
The Budget Committee will meet again on December 9, 2021 at 1:00 p.m.
10. ADJOURNMENT
Moved by: Councillor French
Seconded by: Councillor Giguere
Resolved that we do now adjourn at 12:29 p.m. to meet again on December 9,
2021.
0 Julie Gony , Mary French
Chief Administrative Officer. 2022 Chair.