SPECIAL COMMITTEE OF THE WHOLE MINUTES

Transcription

1 SPECIAL COMMITTEE OF THE WHOLE MINUTES Tuesday, March 15 th, :30 p.m. Lanark Highlands Municipal Office - 75 George Street, Lanark, Ontario Council Chambers ATTENDANCE: Members Present: Staff Present: Chair, Deputy Mayor, Brian Stewart Mayor, Peter McLaren Councillor Tom Lalonde Councillor Ken Sinclair Councillor Bob Sutcliffe Councillor Derek Love Councillor Bob Mingie Carl Cannon, Interim Chief Administrative Officer Amanda Mabo, Clerk/Deputy CAO Robert Bunker, Treasurer Scott Cameron, Public Works Superintendent (left at 4:19 p.m.) Members & Staff Absent: None 1. CALL TO ORDER The meeting was called to order at 1:30 p.m. A quorum was present. 2. DISCLOSURE OF PECUNIARY INTEREST & GENERAL NATURE THEREOF None at this time. 1 of 13

2 3. DELEGATIONS & PRESENTATIONS A copy of the 2011 Budget Draft #2 can be found on the Township Website under the following link i) Corporate Services Budgets. a) Corporate Budget. Robert Bunker, Treasurer. The Treasurer reviewed the 2011 Budget Notations attached, page 10. RESOLUTION #COW SECONDED BY: Bob Sutcliffe THAT, the 2010 budget surplus be transferred to reserves. The Treasurer reviewed the Corporate Budget. Joint Health & Safety Committee The Treasurer reviewed the Joint Health & Safety Committee Budget attached, page 12. RESOLUTION #COW SECONDED BY: Peter McLaren THAT, the Joint Health and Safety Committee send only one person to IAPA Conference; AND THAT, the total budget dollar figure for the Committee be reduced to $8,000 from $9, of 13

3 b) Council Budget The Clerk/Deputy CAO reviewed the Council Budget. RESOLUTION #COW SECONDED BY: Ken Sinclair THAT, Staff prepare information on OMERS options for Councillors for discussion at a future budget meeting. The Members of Council Cell Phone line item was reduced from $1,200 to $600. RESOLUTION #COW MOVED BY: Ken Sinclair SECONDED BY: Bob Sutcliffe THAT, the Members of Council - Computer Costs line item be reduced from $6,000 to $4,600 to reflect that Councillors will receive up to $300 each for technology related items (ex. paper, cartridges, printer, etc.). RESOLUTION #COW MOVED BY: Bob Sutcliffe SECONDED BY: Ken Sinclair THAT, if a Councillor requires additional funds above the allotted amount for Conventions, that they make a request to Council. RESOLUTION #COW MOVED BY: Peter McLaren SECONDED BY: Tom Lalonde THAT, Councillors notify each other of any conferences they may wish to attend; AND THAT, those who attend shall report back to Council. WITHDRAWN 3 of 13

4 RESOLUTION #COW MOVED BY: Tom Lalonde SECONDED BY: Derek Love THAT, Staff bring back options and a process for Councillors attending Conferences. c) Elections Budget The Clerk/Deputy CAO reviewed the Elections Budget. The Committee recessed at 2:48 p.m. The Committee returned to session at 3:04 p.m. d) CAO s Department Budget Carl Cannon, Interim Chief Administrative Officer. The Interim Chief Administrative Officer reviewed the CAO s Budget. RESOLUTION #COW SECONDED BY: Peter McLaren THAT, Staff propose the framework for which the funds under the CAO Consulting line item can be spent. RESOLUTION #COW MOVED BY: Tom Lalonde SECONDED BY: Ken Sinclair THAT, the CAO Communications line item For be reduced from $1,620 to $0; AND THAT, the CAO Cell/Blackberry line item be reduced from $1,500 to $ of 13

5 e) Clerk s Department Budget The Clerk/Deputy CAO reviewed the Clerk s Department Budget. RESOLUTION #COW MOVED BY: Bob Sutcliffe SECONDED BY: Peter McLaren THAT, the Accessibility Requirements line item be reduced from $5,000 to $2,500. RESOLUTION #COW SECONDED BY: Tom Lalonde THAT, the Clerk Cell Phone line item be increased from $1,000 to $1,200 to reflect actual costs. RESOLUTION #COW MOVED BY: Bob Sutcliffe SECONDED BY: Derek Love THAT, Staff look into all communication items for the Township for all Departments (ex. cells, blackberry s, pagers, etc.). The Clerk Meals line item was reduced from $800 to $650. f) Finance Department Budget Robert Bunker, Treasurer. The Treasurer reviewed the Finance Department Budget. g) Information Technology Budget. The Clerk/Deputy CAO reviewed the IT Budget. The Committee requested the Clerk/Deputy CAO send them a copy of the Storm Internet Agreement. The Computer Software line item under New Initiatives was reduced from $14,100 to $9, of 13

6 RESOLUTION #COW MOVED BY: Bob Sutcliffe SECONDED BY: Ken Sinclair THAT, the Interim Chief Administrative Officer further review the Fire Department Budget with Staff prior to its presentation to Council. The Committee recessed at 4:19 p.m. The Public Works Superintendent left at 4:19 p.m. The Committee returned to session at 4:33 p.m. ii) Building, Planning and Protective Services Budgets. a) Building Department Budget - deferred to a future meeting. Phil Borrowman, Chief Building Official. b) Animal Control Budget. The Clerk/Deputy CAO reviewed the Animal Control Budget. RESOLUTION #COW MOVED BY: Ken Sinclair SECONDED BY: Derek Love THAT, Staff review the licensing, by-law and fee structure for Animal Control in Lanark Highlands. c) Police Services Board Budget. The Clerk/Deputy CAO reviewed the Police Services Budget and provided a breakdown of policing costs per household for municipalities within Lanark County - attached, page of 13

7 d) Planning Department Budget. The Clerk/Deputy CAO reviewed the Planning Department Budget. RESOLUTION #COW MOVED BY: Tom Lalonde SECONDED BY: Peter McLaren THAT, if the dollar amount allotted under the Planning OMB line item is not expensed in any given year that it be transferred to reserves; AND THAT, if additional funds are required that they be taken from the operating reserve. RESOLUTION #COW MOVED BY: Bob Sutcliffe SECONDED BY: Tom Lalonde THAT, staff undertake a review of the Planning Department fees in 2012 in order to bring the Department closer to revenue neutral. RESOLUTION #COW SECONDED BY: Ken Sinclair THAT, when undertaking the review of the Planning Department fees, that the corporate items and department items be separated to determine what costs are to be considered for revenue neutral. The line item Planning Training/Seminars/Conventions was reduced from $3,500 to $2,500. RESOLUTION #COW SECONDED BY: Tom Lalonde THAT, if the dollar amount allotted under the Planning OP & Zoning line item is not expensed in any given year that it be transferred to reserves. 7 of 13

8 e) Environmental Advisory Committee Budget. The Clerk/Deputy CAO reviewed the Environmental Advisory Committee Budget. RESOLUTION #COW MOVED BY: Tom Lalonde SECONDED BY: Peter McLaren THAT, the Environmental Advisory Committee budget be eliminated from the 2011 Budget; AND THAT, pending a review of the Committee mandate, Council will determine whether it should continue as a Committee of Council or as a Citizens Committee. iii) Community Services Budgets. a) Community Services Budget deferred to a future meeting. Scott Norton, Acting Community Services Assistant. b) Arena Budget deferred to a future meeting. Terry Donaldson, Arena Manager. iv) Public Works and Waste Management Budgets deferred to a future meeting. a) Transportation Budget. Scott Cameron, Public Works Superintendent. b) Environmental Services Budget. Scott Cameron, Public Works Superintendent. v) Community Services Budgets deferred to a future meeting. a) Library Budget. vi) Building, Planning and Protective Services Budgets deferred to a future meeting. a) Emergency Measures Budget. Norma Melanson, Acting CEMC. b) Fire Department Budget. Acting Fire Chief, Jeff Rothwell. 8 of 13

9 vii) Schedule Future Budget Meetings. 4. ADJOURNMENT The Public Works and Waste Management Budgets will be reviewed at the Thursday, March 17 th meeting. The Committee adjourned at 5:31 p.m. on motion by Mayor P. McLaren and Councillor B. Mingie. Amanda Mabo, Clerk/Deputy-CAO 9 of 13

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