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HomeMy WebLinkAboutFebruary 12, 2008 - Special Council COUNCIL BUDGET MEETING MINUTES THE CORPORATION OF THE MUNICIPALITY OF BAYHAM P.O. Box 160, 9344 Plank Road STRAFFORDVILLE, ONTARIO Tuesday, February 12, 2008 7:00 p.m. The third budget meeting of the Council of the Municipality of Bayham was held in the Committee Room. Present were Mayor Lynn Acre, Councillors Wayne Casier, Mark Taylor and Ed Ketchabaw, Administrator Kyle Kruger, Clerk Lynda Millard, Treasurer Suzanna Mantel. Deputy Mayor Cliff Evanitski at 7:45 p.m. 1. CALL TO ORDER Mayor Acre called the meeting to order at 7:00 p.m 2. DISCLOSURE OF PECUNIARY INTEREST & THE GENERAL NATURE THEREOF None 3. CORRESPONDENCE & REPORTS (a) Petition submitted dated January 8, 2008 regarding Heritage Line road condition and excess speeding. File: M04 2008-093 Moved by W Casier Seconded by E Ketchabaw "THAT petition dated January 8,2008 regarding Heritage Line road condition and excess speeding be received; AND THAT staff be directed to contact the County Engineer to obtain his advice and recommendations to mitigate this concern." Disposition: Motion Carried Unanimously (b) Staff Memorandum dated February 8, 2008 regarding 2008 budget. Council was supportive of staff recommendations 1 through 6 and 10, did not support items 7 and 8 and agreed that item 9 be set aside for later consideration. Budget Meeting Minutes - 45 - February 12, 2008 1. Hagerman Street—Public works staff have been on site to review what might be required to open this area for parking and comments indicate the roadway is too narrow to be used effectively as a parking lot. There are also a number of issues such as service lines, drains and turn around areas that would unfortunately be quite costly to address. It is recommended by staff that this project not be undertaken. —Accepted as recommended 2. 911 Advisory board requested $100 for operations. This is included in the 2008 operating budget and it is recommended that payment be made to support this service. To be included in budget 3. Civic web services—This is a product that staff would like to take advantage of and we believe that it will be valuable for both council and ratepayers alike. Staff recommend that the initial costs of approximately$9,000 be funded by the operating stabilization reserve. On-going operating costs will commence in 2009 and will be paid through the tax levy in future years. Laptops can be purchased for council from the computer reserve fund—this is already included in the capital budget. To be included in budget 4. Museums Contract Services—This is an unknown commodity within the budget. Staff recommend that it be reduced to $5,000. This will still allow the museums to explore their needs and to take advantage of possible support services. As the museums grow, this amount can be increased in future years as required. To be reduced 5. Erieus Street—Paving the end of Erieus would cost approximately$11,000. This could be funded with gas tax revenues. To be included in budget 6. Playground equipment—There is a potential grant from Hydro One that we would like to apply for to supplement the total dollars available. Further,there is approximately $50,000 in the parkland reserve fund that could also be put towards play equipment or otherwise improving parkland. Staff are looking to council for their priority areas and approximately how much money they wish to spend in total. Budgeted$40,000 plus $40,000 from parkland reserve for a total of$80,000 to be included in budget 7. Aylmer&Area Chamber of Commerce—Direction is required from council as to whether they wish to commit funds to hiring an economic development officer. This will be a permanent increase to the operating budget in the amount of$20,000 per year. Not included 8. Sound system—Depending on how sophisticated the system is,prices range from approximately$5,000 - $11,000. It would appear that a basic system would satisfy current needs and cost$5,000 - $6,000. This can be funded by the capital stabilization reserve. Not included 9. OMPF reserve—A draw from this reserve was anticipated in the 2007 budget but not utilized. A draw of$39,300 (the same amount as 2007) can be planned for in 2008. Set aside Budget Meeting Minutes -46 - February 12, 2008 10. 2007 Surplus—There is approximately$73,500 surplus (subject to audit) that can be applied to the 2008 budget. Staff recommend that these funds be utilized to support the capital requirements of the municipality. These funds can be applied to the resurfacing projects and drainage projects. Accepted UNFINISHED BUSINESS (a) Staff Report F2008-01 and attached 2008 draft budget. File: F05.08 Deputy Mayor Evanitski noted that the Long Point Region Conservation Authority decided to reduce their drawdown on the reserves fro $425,000 to $90,000 resulting in an increase to the municipal levy of 46.5% in their operating budget. He added that the CA wished to maintain current services, however, timber losses due to the Gypsy Moth and the Emerald Ash Borer necessitated the levy increase. He added that$25,000 is allocated to a Special Project in Bayham. The following suggestions were made: • that capital projects be prioritized-building and equipment asset maintenance was overdue particularly in regard to Public Works. • removal of the$50,000 for the PW salt shed. • capital adjustments be postponed. • that the Port Burwell Business Development Association be encouraged to include employment costs in a request for municipal assistance and submitted by the February 28th deadline. • strategic planning sessions be conducted related to core services. • the service levels list provided in the memo be reviewed, selection made for service cuts and staff identify any cost savings -bi-weekly recycling, removing sidewalk snow clearing and re-location of library services in Vienna were identified. • cut the$2,850 from the Business &Commerce budget The Treasurer advised that the Acting Public works Superintendent suggested removal of trees and brush cleanup on Howey Line to improve sight lines. This could result in a reduction of$30,000 from$40,0000 to $10,000. It was suggested that Alward Street could be prepped in 2008 and completed in 2009. Budget Meeting Minutes -47 - February 12,2008 It was noted that the motor in one of the graders has failed and a further report will be forthcoming." 4. BY-LAW By-law 2008-022 A By-law to confirm all actions of Council 2008-094 Moved by M Taylor Seconded by W Casier "THAT confirming By-law 2008-022 be read a first, second and third time and fmally passed." Disposition: Motion Carried Unanimously 5. ADJOURNMENT 2008-095 Moved by W Casier Seconded by M Taylor "THAT the meeting be adjourned at 9:05 p.m." Disposition: Motion Carried Unanimously MAYt9( tk_.0 (1/ -1C10 4,/to, -/S\ugla4 iCLERK Date approveds.4 10L2�.r, 01910