MINUTES

COMMITTEE OF THE WHOLE 

ADMINISTRATION & FINANCE

Thursday, February 20, 2020 at 6:00 P.m. - 10:00 P.m.

Corporation of The Township of Edwardsburgh Cardinal

Council Chambers, Spencerville Ontario

PRESENT:

• Mayor Sayeau
• Deputy Mayor Deschamps
• Councillor Cameron
• Councillor Dillabough
• Councillor Hunter
• Mr. Jack Bradley
• Dave Robertson, Advisory Member

STAFF:

• Dave Grant, CAO
• Rebecca Williams, Deputy Clerk
• Melanie Stubbs, Treasurer
• Gord Shaw, Director of Operations
• Brian Moore, Fire Chief
• Mike Spencer, Manager of Parks, Recreation & Facilities
• Jim Guest, Roads Superintendent

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1.

Call to Order – Chair, Mayor Sayeau

Mayor Sayeau called the meeting to order at 6:00 pm.

2.

Approval of Agenda

• Decision:
  Moved by: T. Deschamps
  Seconded by: S. Dillabough

  That the agenda be approved as amended to reorder to agenda to bring item 6f. Public Library Board Budget to be item 6a., and to add an agenda item to address a Mayor's Report.

  Carried

3.

Disclosure of Pecuniary Interest & the General Nature Thereof

a.

D. Robertson - Public Library Board Budget

4.

Business Arising from Previous Committee of the Whole Meeting Minutes (if any)

None.

5.

Delegations & Presentations

a.

Public Library Board - CEO Donna Gladstone

Ms. Gladstone, CEO for the Edwardsburgh Cardinal Public Library Board, provided Committee with an overview of the changes that has taken place over the past year at the library.  Ms. Gladstone noted the following:

• That as a result of organization changes, the overall wages have decrease
• Received donations and funding to purchase new computers
• Instituted a computer maintenance agreement with a local business, which has enabled the library to receive discounts on various software
• Highlighted the overall membership and the number of new members at both the Cardinal and Spencerville library branches
• Average weekly visits to the library facilities, average weekly book rentals, and number of hits on their social media/website

There was a general discussion with respect to the inter-library services and book sharing between the CEO's of the Edwardsburgh Cardinal and Prescott Libraries. Committee discussed computer replacement funding and the time frame of when the CEO plans to replace computers at the two branches. Members confirmed that if Council reduces the municipal grant to the library, it would not result in the library excessively depleting the funds in their bank account.

6.

Action/Information Items

a.

Public Library Board Budget

• D. Robertson declared a conflict on this item. (Mr. Robertson declared an interest due to him being the Treasurer of the Public Library Board and having prepared the budget.)

Committee reviewed the report and noted that the library currently has a healthy surplus and bank account balance.  Members noted that a reduction in the 2020 municipal grant will not impact the library.  It was noted that the library may have to use some of the surplus or funds from the bank account to purchase additional "large print" books.

• Decision:
  Moved by: S. Dillabough
  Seconded by: J. Hunter

  That Committee recommends to Council that the 2020 municipal library board grant be reduced to $90,000.00

  Carried

b.

Review 2020 Draft Capital Budget Revisions - Per Meeting #3

Committee reviewed each line item included in the draft budget and discussed which capital projects may be deferred or reduced.  Committee debated and reached consensus as follows:

• Administration:
  • Defer the drawing plans for the upstairs Township hall.
  • Members confirmed that staff received a quote from a local company with respect to repairing the Township stone fence.  It was agreed that the stone fence project will remain in the budget.
• Fire Department:
  • All Fire Department capital projects will remain in the budget.
• Storm Water Management:
  • Consensus to not change the storm water management budget - drainage around the Cardinal arena and drainage work in Johnstown will stay on the budget.
• Recreation:
  • There was a brief discussion with respect to the Recreation capital, specifically regarding replacing the lights at the Cardinal arena and replacing the fridge and stove at the Johnstown/South Centre Hall. There was consensus to keep the Recreation capital projects in the budget and funded from taxation.
• Public Works:
  • Committee reviewed the Public Works Equipment and consensus was reached to keep the equipment capital items in the budget, with the current funding model.
  • Consensus that Reilly Street retaining wall project will remain in the budget.
  • Discussion took place with respect to gravel to surface treatment projects, specifically regarding: condition and width of Township roads and shoulders, impact of farm equipment using the roads, why projects are being delayed, and potential new micro surface treatment products. It was noted that Consensus was reached to remove all gravel to surface treatments, except for Latimer Road.
  • Members briefly discussed the Jordan, Rooney and Cedar Grove Road design and engineering costs. It was noted that further information was available in item 6g. 

• Decision:
  Moved by: J. Hunter
  Seconded by: T. Deschamps

  That Committee recommends that Council:

  1. Authorize pre-budget approval for the purchase of a Tandem Axle Plow Truck, with a set Capital budget of $270,000.00; and
  2. Authorize pre-budget approval for the purchase of a 1.5 Ton Dump - Plow Truck, with a set Capital budget of $95,000.00; and
  3. Authorize staff to execute the required documents.
  Carried

c.

Review Effect of Tax Rate Change on Residential Bills Updated

Committee reviewed the report and noted the shortfall from reduced upper level government funding. Members inquired if the curbside waste collection budget line would see a reduction. It was noted that staff will be discussing the agreement with Waste Connections and expect to see a reduction in 2019 costs. Members noted the increases in the police service and conservation authority annual levy. It was noted that the Township receives the budgeted numbers for the above mentioned organizations, which is based on their own projected budgets. 

d.

Review Cardinal Ingredion Arena - 2019 Building Supplies & Repair Costs

Committee reviewed the report and it was noted that staff reviewed the 5 year trends and found that an additional $2,000 is needed in the 2020 budget. There was a general discussion with respect to why the Township must hire a contract snow removal service to remove the snow at the arenas rather than having the Township snow plow complete the task.  There was a discussion with respect to the required time-frame that the arena parking lots must be cleared and how minimum maintenance standards affect when the Township must complete to snow plowing efforts. There was a brief discussion with respect to what is classified as "supplies" in the arena budgets. 

e.

Review Public Works Vehicle Repairs

Committee reviewed the public works vehicle repairs report and chart and discussed the various costs associated with each vehicle, the year of the vehicle, in-service date, average cost of repairs per vehicle, and service life remaining. Members requested that a similar report be prepared on a quarterly basis. There was a general discussion with respect to the correlation between cost of repairs and keeping older vehicles in the fleet. Members requested that an additional column be added to show the total repairs costs per vehicle. 

f.

Review Winter Control

Committee reviewed the winter control report in detail and confirmed that the budgeted amount is based on the following factors: staff reviewing the 5 year cost analysis, determining 5 year average, and reviewing current and previous weather trends.

g.

2020 Capital Projects Update

There was a general discussion with respect to purchasing a 2019 model truck with a 0% interest rate compared to leasing a vehicle. Members debated if the additional $7,911 should be added back into the operational, or have staff try to find savings in the budget to fund the truck payments. Committee confirmed which department budget would be affected if Committee decided to place the $7,911 into the operational budget. 

Members discussed the Jordan, Rooney and Cedar Grove Road project. It was noted that $100,000 may be set aside to perform necessary studies to prepare for future infrastructure work, while the remaining $100,000 may be directed to reserves or for patching roads. 

The Waterfront Improvement Subcommittee members provided Committee with a brief summary of events from the past month, noting that the cost estimate to complete phase one was higher than expected.  The subcommittee members noted that they have narrowed in the scope of work and determined the design criteria. It was noted that the Township is working to complete an application to the rural economic development grant, which may fund 30% of the project. 

There was a general discussion with respect to the current process of the subcommittee reporting back to Council before actions may be taken. It was noted that the subcommittee would review the design criteria and then seek approval from Council before the design would be sent to design companies for quotes. There was a brief discussion with respect to the current phase one concept and how it could be reduced to address specific areas of concern and need from the public.  Members suggested that the waterfront improvement project may be better discussed at a Committee of the Whole meeting, rather than a subcommittee which must report back before Committee or Council. Members confirmed the current allocation of funds for improvement of the docks in Cardinal and that additional funds were added to the economic development budget.. 

Members noted that if the recommendation to increase the administrative/management fee by 1.5% from the Port of Johnstown, it would result in the Township receiving an additional $11,375.  Staff suggested that the additional funds should be placed into a reserve.  It was noted that with staff incorporating the changes from the meeting, the Township would need to raise $141,179.00 or 2.45% from taxation. 

• Decision:
  Moved by: J. Hunter
  Seconded by: T. Deschamps

  That Committee recommends that Council:

  1. Authorize pre-budget approval for the purchase of a Recreation Department vehicle with 0% interest rate financing on a 2019 model for 48 months at $879.00 monthly, with a payment based on a $42,192.00 retail price; and
  2. Authorize staff to execute the required documents.
  Carried
• Decision:
  Moved by: J. Hunter
  Seconded by: S. Dillabough

  That Committee recommends that Council increase the 2020 Recreation Administration Operation Budget (Department 81) by $7,911.00, as recommended by Committee of the Whole - Administration & Finance.

  Carried
• Decision:
  Moved by: J. Hunter
  Seconded by: H. Cameron

  That Committee recommends that Council:

  1. Authorize that $100,000.00 be dedicated to perform topographic survey, geotechnical subsurface investigation, and the preparation of drawings sufficient for utility circulation and engagement for the Cedar Grove Rd project; and 
  2. Authorize that the remaining $100,000.00 be transfers into the Public Works reserve.
  Carried

h.

Spring 2020 St. Lawrence River Response Plan Development

The report was reviewed and Members noted that other area Mayors have signaled that they are considering purchasing various flood mitigation equipment, including rubber/plastic tub berms, and/or sand bagging machine. It was noted that the Township has a limited number of residents exposed to possible flooding from the St. Lawrence River. It was noted that the Public Works budget currently has $2,000 to fund flood mitigation. Members requested that the report be included on the February 27 Budget #5 meeting agenda. 

7.

Councillor Inquiries/Notices of Motion

There was a discussion with respect to if the Committee would like to meet again on February 27 to discuss the budget or include the discussion on the regularly scheduled Committee of the Whole meeting on March 9. There was general agreement that the Committee would meet again on February 27 to review and discuss the budget. 

8.

Mayors Report

The Mayor reported on the following:

• Attending the BR&E workshop on Friday at the MERC hall in Maitland
• Attended the third meeting to discuss the governance structure of police boards.  It was noted that the legislation is changing to require that each municipality must have representation on a police board. 

9.

Question Period

None.

10.

Closed Session

None.

• Decision:

   

   

11.

Adjournment

• Decision:
  Moved by: S. Dillabough
  Seconded by: J. Bradley

  That Committee does now adjourn at 9:08 p.m.

  Carried