The Corporation of the Town f South Bruce Peninsula Special Council Meeting December 22, 2 14

Transcription

1 The Corporation of the Town f South Bruce Peninsula Special Council Meeting December 22, 2 14 The Council of the Corporation of the Town of South Bruce Peninsula met on Monday December 22, 2014 in the Municipal Council Chambers. 1. Call to Order Mayor Jackson called the meeting to order. Tim 9:08 am It was noted that all members of Council were present except Deputy Mayor Kirkland who arrived later in the meeting. The Clerk/CEMC explained that members of the public are not permitted to make recordings of Council proceedings, The use of electroniclevicesl^ during proceedings unless permitted by Council. 2. Declaration of Pecuniary Interest and General Nature f h@r@of Mayor Jackson asked Council to declare any pecuniary interest at this point in the meeting or when required and state the general nature of the pecuniary interest. No interests were declared at this point. 3. Business for whieh the Speelal Meeting is Called-Public Notice 201 Budget Meetings The Clerk/CEMC read the public notice. It was noted that meetings will be held today, on January 14, 2015 and January 16, A public comment session will be held on January 7, 2014 in the Wiarton Arena at 7:00 pm. 4. Authorize Closed Session Mayor Jackson indicated that Closed Session is not required at this point. 5. Reports - FS Break 9:13 am ftec nw n@ 9:18 am Manager of Financial Services Humble explained that the budget was worked on with the Airport Board secretary. There is presently a courtesy car; we are proposing the elimination of that service. We are committed to the first two months of the management contract but for the remaining ten months, we propose to cut the contract 1

2 in half. The hours of operations are proposed to be cut in half as well. There would be no capital expenditures. The training would be only as required to maintain certified status. Maintaining the same contribution level as in 2014, we would place half of our contribution in the reserves for future needs at the airport pending the decision of Council. Council discussed landing fees and the small amount of money which is made. The fuel sales margin is insignificant; we are not making a lot of money on fuel sales. Council discussed the concrete floor in the hangar which was taken out of the budget. Georgian Bluffs will be notified of Council's decision with respect to the airport. Deputy Mayor Kirkland arrived at the meeting. Time 9:24 am Manager of Financial Services Humble explained the transfer to reserves and the need for money when Council decides what they are doing with the airport. Council discussed how to finance closing costs if they are not levied at this time. They discussed meeting with Georgian Bluffs. Manager of Financial Services Humble explained that he contacted the Deputy Mayor of Georgian Bluffs and they wish to set to discuss issues surrounding the airport. He explained that at the present time with the airport'stiff'operating^ and' thetutare being uncertain, we would continue with the same level of requirements with a transfer to reserves. Council discussed reducing the transfer to reserves and taking any expenditure requirements from the cost of a sale. Manager of Financial Services Humble explained the order which will be received soon for the removal of the fuel tanks with a total cost of $150,000 split between the two municipalities. Council discussed only levying 14 of the cost of the fuel tank replacement with the other % coming from reserves. They discussed the importance of knowing the Town position of the airport ownership so that we are prepared for the conversation with Georgian Bluffs. They discussed private ownership of the airport and how it can be made a business. They discussed not closing any doors and the short term versus long term plans. Council discussed the Board discussion of using capital to fund the fuel tank removal; there was varied response by the Board to this option. The budget being presented today does not include any current reserve balance. Manager of Financial Services Humble explained that we would not enter into any new leases until the future of the airport is known. He explained the importance of having money in the reserves. Council discussed seeing the sale proposal and how this would affect the budget. They discussed the replacement of a Town snow plow and how this can be used at the airport. Manager of Financial Services Humble explained that we can reassign a vehicle to the airport however Georgian Bluffs should pay their half of the cost. R It was Moved by A. Vukovic, Seconded by M. Jackson and Carried That Finance report number FS dated 22 nd December 2014 regarding a revised draft budget for the Wiarton Keppel International Airport be received; 2

3 And that the new revised budget be altered so that the transfer to reserves is $75,000 and the annual municipal contribution is $221,830; And that Council schedules a meeting with the Council of the Township of Georgian Bluffs to discuss this revised budget draft and the shared future plans for Airport operations; And further that the Airport Board be notified that in accordance with the Town of South Bruce Peninsula Purchasing Policy Section 9b, purchases of any goods and services other than those goods or services required on a recurring basis for the day to day operations of the Airport is not authorized without the prior approval of Council. 6, Operating-Council Grants Mayor Jackson left the Council table. Deputy Mayor Kirkland assumed the Chair. Time 10:02 am Council discussed the physician recruitment and the hospital campaign. Mayor Jackson returned to the Council table. Time 10:03 am Manager of Financial Services Humble explained that we committed for a one year term and advised the delegation that it would only be as approved in the budget. Members of Council explained their positions ranging from a reduction in commitment to a zero commitment. Mayor Jackson explained the County contribution. Our commitment is earmarked for the local hospital. There was discussion of the commitment being ultra vires. R it was Moved by M. Jackson, Seconded by A. Vukovic and Carried That the Grey Bruce Health Services grant be reduced to a $30,000 commitment in Council discussed the miscellaneous grants being requested. They discussed the fact that we don't have the grant program anymore; people now send in letters requesting money which is considered by Council on a case by case basis. They discussed the types of organizations who request money from Council. If there is no money in the budget, staff do not bring requests forward. Council discussed the Bruce Peninsula Vet Association grant Council/Committee Lunches Council discussed that there used to be lunches for meetings. 3

4 On a show of hands with the majority being received, $1,000 will be the Council lunch allocation Employee Benefits Manager of Financial Services Humble and the Clerk/CEMG explained the statutory benefits. 7. Operating-Administrator Legal Council discussed the legal fees which were paid in the past and whether they were proper. Administrator Farrow-Lawrence explained the breakdown of the 2015 budget. The legal budget has not been able to be reduced over the past few years and with the Land Claim, money will be required. Mayor Jackson indicated that we shouldn't call the solicitor with unnecessary items as each call costs the Town money. Council discussed the current legal representation which is outside of the municipality. Mayor Jackson discussed, having a FaGeJjim.cx2nfeimG@..wjth-tiie..&oMtQL Council discussed. applications regarding staff, Council and volunteers coming to Council first with a decision on paper. Administrator Farrow-Lawrence explained that we have the Indemnification By-Law Salaries Council discussed salaries in general. Manager of Financial Services Humble explained that the salaries as directed by Council are included in the budget. Salary ranges are pre-determined. Council discussed pay equity and the salary grids Conw nti ng and S@mlnars Council discussed the 2014 budget versus the 2015 proposed budget. Administrator Farrow-Lawrence explained that there are seminars that can be cut back if required when going through the budget. The intent is the AMCTO conference, the Ontario Municipal Administrator Association Conference, AMCTG HR Management Certificate Course and other training attendance. This would also include hosting seminars. She is not sure which seminars she will attend but will not surpass the budgeted amount. Council discussed the value of conventions and seminars to the taxpayers. They discussed how conventions and seminars benefit the staff. Manager of Financial Services Humble explained that we should set a budget and stick to that budget and not bring expenses back. On a show of hands with the majority being received, the conventions and seminars will be reduced to $2, Memberships Administrator Farrow-Lawrence explained the membership components. Council discussed paying membership fees themselves and how this is handled in the private sector. Council questioned the benefit to the residents. 4

5 On a show of hands, the memberships will be reduced to $900. i. Operating-Genera! Government-Revenue untf Ferest Manager of Financial Services Humble explained that these are not discretionary lines. This is an estimate of what we will receive. 9. Op ratiri9- erierai Government-Expenses II Town Website Manager of Financial Services Humble explained the hosting and support for the website. Enhancements and overages for storage are $3,000. This account includes hosting as well. We are not budgeting for anything over the 2014 budget. Council discussed our website and the need for a new website. Subsequent to Council discussion, the Cierk/CEMC explained the Purchasing Policy arid how members of.council.do not hay jurchasirig authority. Mayor Jackson left the Council table. Deputy Mayor Kirkland assumed the Chair. Time 1 : am Mayor Jackson returned to the Council table. Time 11:00 am R It was itewscl by M. Jackson, Seconctecl by A. Vukovic and Carried That staff investigate and report back to Council on the costs associated with updating the Town website to make it more user friendly Fringe B n its Manager of Financial Services Humble explained that we are paying benefits corporately out of General Government Legal Manager of Financial Services Humble explained that his includes title searches, heritage designations and IPC. Break 11:09 am Fteeonwene 11:10 am Mayor Jackson confirmed that the Head of Freedom of information is the Clerk and how the IPC legal information is a small amount of the budget. Staff use this on a discretionary basis Professional Fees 5

6 Manager of Financial Services Humble explained that this pays for a consultant who assists with MP AC cases and an adjuster for insurance. There is also money included for an actuary who calculates the liability for WSIB. Manager of Financial Services Humble discussed the summary of insurance claims which are uploaded with the Parking Lot items =41 % Postage Manager of Financial Services Humble explained that we are doing our best to control postage and we are moving toward electronic tax bills Interest Expense Manager of Financial Services Humble explained that previously we paid for our expense and revenue out of the same line. We have separated this for proper accounting. The arena capital costs are unpaid as there was no funding source identified when the project was undertaken, The interest will be accounted for under the specific department who incurred the debt Advertisements This is for all types of advertisements placed including RFP's and meetings. Tax Write Offs Manager of Financial Services Humble explained how write offs are calculated and collected or refunded. Write offs and supplemental balance each other out. This is such an unknown number and it is hard to budget for this. We have a tax collection policy to deal with people who don't pay taxes. Manager of Financial Services Humble explained that the municipality will not lose out on tax revenue because we can proceed to the tax sale process. At the end of each year we review how much money is outstanding and there are a number to register. This process kicks in when the taxes are three years in arrears. We cannot forgive the taxes as we have to pay the County and school board. We are out of pocket and this is why we apply a penalty and interest rate each month. Manager of Financial Services Humble explained the tax sales process. He explained that all receivables which after a certain period of time are outstanding are transferred to the tax account WSIB We have switched to a class one. This is for costs incurred from being a class two Professional Fees The decision to hire an adjuster occurred three months ago. This line includes three components. Council discussed self-insurance. Manager of Financial Services Humble explained that previously we would submit to our insurance company and they would assign an adjuster and put our claim against the Town claims experience. What we do now is to use our own insurance adjuster and by not submitting every claim to the insurance company, it is not used against our insurance history. We are governed by a deductible and we are responsible up to $15,000 on any claim. We are deciding who adjudicates that claim and deciding how it is handled. If we submitted to the insurance 6

7 This is for the photocopier rental, internet line and access and the posta rtf* marhino presume any attendance at any convention. We look at the agenda of the conference eficitsjo..other..apartments whicn will bring us to the budget bottom line ervtees- -Humbe wage allocation of $5,000. The Clerk/CEMC that as a genera! rule, staff sits

8 on the Committees of Council to ensure procedures are followed and budgets are spent correctly. The Clerk/CEMC explained the bench program and how it assists with public education. She explained the commitment of a Committee Secretary. Council discussed the Heritage Committee and the benefit to the community. On a show of hands with the majority being received, the Heritage Committee will receive a $10,000 budget. R-6G3-2G14 it was Hewed by M. Jackson, Seconded by J. Kirkland and Carried That Council directs the Heritage Committee to come back to Council with an updated budget it the amount of $10,000 which is to include funding for staff time Physician Recruitment -Manager -of Financial Services Humble.explained. that iocjuded jn the. budget is $8,266 for another physician for a six month period in Operating-Fire Protection Break 12:19 pm Reconvene 1:00 pm 10-11=424 Service Agreements The Georgian Bluffs calls are down significantly. Education is a big part of the reduction. It is felt that call volumes will continue to decline. The agreement is wide open and either party can terminate by giving 6 months' notice. Council discussed the islands in Georgian Bluffs and the previous service requests. Manager of Emergency Services Robinson indicated that the agreement says that we don't provide service to the islands. Council discussed the declining payment by Georgian Bluffs under the agreement and costs to our residents with respect to training and operating. Council discussed the new agreement and how we are no longer partners in the Fire Department; we are the sole owners. Council asked about telephone services. Manager of Financial Services Humble explained that a telephone cost review has been undertaken in the past twelve months and it is looked at on a continual basis. Manager of Emergency Services Robinson indicated that their phone costs are higher because they pay for dispatching lines. We have an obligation to the Arran-Tara Fire Department as we buy fire protection from them for Allenford. R it was ii w i by J. Kirkland, Seconded by C. Gammie and Carried That Council directs the Manager of Emergency Services to review the costs that Georgian Bluffs pays for fire services. 8

9 Part Tim Salaries Manager of Emergency Services Robinson explained the composition of pay for volunteer firefighters. When asked about firefighter dispatching and tiered response, Manager of Emergency Services Robinson indicated that we are a partner with land ambulance. We have a guide on when the Fire Department is called out; we are not automatically called out when someone calls 911. There is a normal response protocol within each station to respond to different types of emergencies. This budget fine also includes part time salaries for the Administrative Assistant and the Deputy Manager of Emergency Services WSStl There is a claim under WSIB which is a Fire Department responsibility. The money to pay for the claim is coming in from reserves. We fund that from general government Insurance -Manager...of Emergency Services Robinson explained that this is the premium for VFIS insurance which is carried on all firefighters. This is asec3"wthe"'ftumber"'cif'firefigttters' on the roster B&bi Repayment This is a lease for air packs will be the last year for payment. This is a lease to own. 13. Operating-Grey Sauble Conservation Authority Annual Contribution It is doubted if this proposed budget will change much. Council discussed the weighted voting used by the Conservation Authority. 14. Operating-Police Serwiees L@wy Manager of Financial Services Humble explained that the dedicated Sergeant is not included and there will be an adjustment for the contract to adjust down the number due to a calculation error by the OPP. 15. Operating-Buiiciirtfi inspection Diwisfon RMO/RMI Council discussed what our responsibilities would be under the plan. A member of Council indicated that they have spoken to the Source Water Protection staff and they will come to Council and explain the threat areas and requirements of the plan. Council discussed the importance of giving direction through all of Council and informing staff when people are being invited as delegations. The Clerk/CEMC explained that Council should exercise caution when discussing provision of services with outside agencies in order to protect the RFP and provision of services process. 9

10 16. Operating-Paid Parking Mayor Jackson explained that she has had conversation with the Chamber. The parking revenue helped to offset the costs of maintenance. Mayor Jackson is looking for revenue generation. She has asked the Chamber to come up with an idea. A tourism tax was suggested which is similar to that in Niagara Falls. She explained the concept as being a percentage of the purchase. This would be on an honour system. The Chamber turned down the idea of a tourism tax. She explained that the Chamber needed to come back to the table with some type of idea. They have been invited as a delegation. Council discussed asking all businesses in all areas to employ a tourism tax. They discussed the share of the costs by all taxpayers and the benefit of the Beach to the Town. They discussed tourists and who uses the Beach. They discussed the Land Claim and how it relates to Lakeshore Blvd. Regardless of the ownership which comes from the Claim, we will still have costs to the north of Sixth Street. Mayor Jackson indicated that the previous Council received legal advice that the Town was to -maintain Raid. Parking durtngjhe Land Clajm. Council d s pay and implementation costs. They discussed growth of residents and how it affects costs. They discussed budgeting for the program and asking the Chamber to give a grant or come up with another option. Council discussed parking costs in other municipalities. Mayor Jackson explained that she would like a futuristic approach to Paid Parking with very few kiosks up and down the Beach; something which would reduce our overhead. The Chamber had previously asked for a reduction in the fees but not free parking. The Clerk/CEMC explained the assumed costs and revenue for a re-implemenied Paid Parking program, as prepared by staff. Council discussed the complaints received in the past that we didn't have enough machines. They discussed staff wage allocations to Paid Parking. They discussed what fee for parking would be implemented. Council discussed outside of the box ideas for Paid Parking. The Clerk/CEMC explained that we need to be cognizant of accessibility regulations and accommodating everyone when we implement a program. Council discussed placing money in the budget at a later time for capital and placing operating in the current budget. Council discussed re-instating Paid Parking and options for the Paid Parking program. They discussed the people "who were upset about the removal of the program. They discussed all of the costs which are associated with the Beach. People are not necessarily spending money here. In reality, the costs for the Beach are over $1 million if you look at the OPP costs. Deputy Mayor Kirkland called the vote. R-6Q It was Moved by J. Jackson, Seconded by A. Vukovic and Carried That Council reinstates a Paid Parking program at Sauble Beach. R

11 It was ifow d by C. Gammie, Seconded by A. Vukovic and Ca ried That staff are directed to investigate options with respect to Paid Parking machines and other online and lower overhead options for Paid Parking and also alternative pricing schemes and other alternatives. Council discussed user pay systems and free passes for residents. They discussed having merchants sell parking passes and how angry visitors couid approach businesses who sold the passes. Council discussed how residents already pay through their taxes and would like to have free passes. Manager of Financial Services Humble explained the challenges including logistics with issuing free passes. Council discussed having the free pass issued one to each residence with one license plate attached. Mayor Jackson explained that Georgina and Barrie have free passes for their residents. ii a Operating-By-Law Enfercement Conventions and Seminars Council discussed the decision to have a full time staff person as a by-law enforcement officer. The MLEO designation was obtained in 2014 as was part one of the OAPSO Memberships The memberships are the MLEO and the OAPSO Property Standards This is offset by the revenue and is for property standards clean ups, court fees and title searches. 18. Capital This will be discussed at a future meeting. 19. Expansion Requests This will be discussed at a future meeting. 20= Parking Lot Items This will be discussed at the next meeting. 21. Upcoming Heelings The public meeting is on January 7, Budget meetings will be scheduled for the 8th of January and the 20 th of January before the scheduled regular Council meetings. 22. Confirmatory By-Law 11

12 R It was Moved by A. Vukovic, Seconded by M. Jackson and Carried That By-Law Being a By-Law to Confirm the Proceedings of the Council of the Corporation of the Town of South Bruce Peninsula be read a first, second, third time and finally passed. 23. Adjourn R It was Mowed by M. Jackson, Seconded by A. Vukovic and Carried That the meeting adjourn. Time 3;i0 pm 12