Meeting #:

Date:

Thursday, February 01, 2024

Time:

9:30 A.m. - 4:30 P.m.

Location:

Haldimand County Administration Building

Council Present

• S. Bentley, Mayor
• S. Patterson, Councillor
• J. Metcalfe, Councillor
• D. Lawrence, Councillor
• M. Trainer, Councillor
• R. Shirton, Councillor
• P. O'Neill, Councillor

Staff Present

• C. Case, Chief Administrative Officer
• M. Evers, General Manager, Community & Development Services
• T. Haedrich, General Manager, Engineering & Capital Works
• M. Jamieson, General Manager, Corporate & Social Services
• M. Merritt, General Manager, Financial & Data Services
• T. Cassidy, Council Services Coordinator/Deputy Clerk
• D. McKinnon, General Manager, Public Works Operations
• C. Curtis, Municipal Clerk

Others Present

• M. Brousseau, Chief Information Officer/Manager, Innovation & Technology Services

  C. Burke,  Senior Financial Analyst

  P. Diette, CEO, Haldimand County Library

  M. Fagan,  Manager, Fleet Operations

  K. Franklin, Manager, Engineering Services

  L. Friesen, Manager, Legal & Support Services

  J. Gallagher, Manager, Emergency Services/Fire Chief

  H. Love, Supervisor, Budget & Financial Planning

  J. Misner, Manager, Facilities, Parks, Cemeteries &  Forestry Operations

  A. Moore, Administrator, Grandview Lodge

  J. Oakes, Manager, Facilities Capital & Asset Management

  L. Romanuk, Manager, Economic Development & Tourism

  K. Schmitz, Manager, Community Development & Partnerships

  T. Trewolla, Treasurer

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A.

Call to Order

Mayor Bentley called the Special Council meeting to order at 9:30 a.m.

B.

Land Acknowledgement

Mayor Bentley read the Land Acknowledgement statement.

C.

Roll Call

The Mayor and all Members of Council were in attendance.

D.

Disclosures of Pecuniary Interest

None.

E.

New Business

1.

Opening Remarks

C. Case, Chief Administrative Officer provided an overview of the matters covered within the 2024 Draft Tax Supported Capital Budget and Forecast, noting that the budget is focused on upgrading technology, continuous improvement, customer service and infrastructure revitalization.

M. Merritt, General Manager, Financial & Data Services provided an overview of the challenges and opportunities taken into account while creating the draft budget.

2.

Presentation - 2024 Tax Supported Capital Budget Overview

T. Trewolla, Treasurer, Finance reviewed the capital budgeting process, forecast and financing strategy.

3.

Presentation - Innovation & Technology Services - Office 365 Modernization Capital Project

M. Brousseau, Chief Information Officer/Manager Information & Technology Services provided an overview of the proposed capital project of Office 365 Transition.

4.

2024-2033 Tax Supported Capital Forecast 

C. Burke, Senior Financial Analyst, Budgets & Financial Planning and H. Love, Supervisor, Budgets and Financial Planning responded to inquiries related to the proposed budget.

Mayor Bentley called a recess at 12:03 p.m.

Council reconvened at 12:55 p.m.

5.

CDP-01-2024 Budget Amendment – Edinburgh Square Heritage & Cultural Centre Window Replacement

M. Evers, General Manager, Community & Development Services provided an overview of the request to amend the Draft 2024 Tax Supported Capital Budget for the replacement of heritage windows at the Edinburgh Square Heritage & Cultural Centre in Caledonia. 

• Resolution 13-24
  Moved By: Councillor Trainer
  Seconded By: Councillor Lawrence
  1. THAT Report CDP-01-2024 Budget Amendment – Edinburgh Square Heritage & Cultural Centre Window Replacement be received;
  2. AND THAT the revised budget to complete the window replacement project at Edinburgh Square Heritage & Cultural Centre, in the amount of $185,000 as outlined in Report CDP-01-2024, be approved.
  CARRIED

6.

Resolution Approval

• Resolution 14-24
  Moved By: Councillor Patterson
  Seconded By: Councillor Metcalfe
  1. THAT the 2024 Draft Tax Supported Capital Budget and Forecast 2025-2033 be received and adopted as amended;
  2. AND THAT the budgets and related financing be approved for the proposed 2024 tax supported capital expenditures in the amount of $48,765,260 with projected debenture financing of $5,722,000;
  3. AND THAT the Capital Forecast for Tax Supported Services, for the years 2025 to 2033 be approved in principle, in the amount of $295,979,220 with projected debenture financing of $17,576,790;
  4. AND THAT additional contributions totaling $53,260 be included in the 2024 Tax Supported Operating Budget as a transfer to Fleet capital reserves related to new initiatives as identified in the 2024 Tax Supported Capital Budget;
  5. AND THAT an additional contribution of $80,000 be included in the 2024 Tax Supported Operating Budget as a transfer to the Capital Replacement Reserve – Community Halls to accommodate the impacts of new expenditure estimates resulting from Building Condition Assessments;
  6. AND THAT an additional contribution of $200,000 be included in the 2024 Tax Supported Operating Budget as a transfer to the Capital Replacement Reserve - General to offset the projected depletion based on updated capital needs;
  7. AND THAT the ongoing contribution to Capital Replacement Reserve – Storm be decreased by $50,000 based on projected needs;
  8. AND THAT an additional contribution of $371,740, based on a 2% inflation adjustment for various reserves, be included in the 2024 Tax Supported Operating Budget to be transferred to the various capital reserves as included in Summary 2;
  9. AND THAT a one-time contribution of $3,000,000 to the Capital Replacement Reserve – Roads be approved, with funding being transferred from the Investment Income Stabilization Reserve;
  10. AND THAT the Draft 2024 Tax Supported Operating Budget reflect a total 1.00% levy increase for capital purposes;
  11. AND THAT Development Related Debt be issued on existing capital projects for Caledonia Fire and EMS Station projects, as outlined in Appendix E;
  12. AND THAT Development Related Debt be issued, as required, on future capital projects of Caledonia 
  CARRIED

F.

Closed Session

None.

G.

By-laws

None.

H.

Confirming By-law

• Resolution 15-24
  Moved By: Councillor Lawrence
  Seconded By: Councillor Shirton

  THAT the Confirming By-law be enacted.

  CARRIED

I.

Adjournment

• Resolution 15-24
  Moved By: Councillor Shirton
  Seconded By: Councillor O'Neill

  THAT this meeting is now adjourned at 1:56 p.m.