Municipality of Mississippi Mills

SPECIAL COUNCIL AGENDA

Tuesday, November 14, 2023

6:00 P.m. - 8:00 P.m.

Hybrid

3131 Old Perth Road.

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A.

CALL TO ORDER

B.

ATTENDANCE

C.

APPROVAL OF AGENDA

• Recommended Motion:

  THAT the agenda be approved as presented.

D.

DISCLOSURE OF PECUNIARY INTEREST AND GENERAL NATURE THEREOF

E.

SPECIAL REPORTS

E.1

2024 Budget Update and Details # 3

• Recommended Motion:

  THAT Council approve the following motions from the 2024 Budget Update and Details #3 report;

  AND THAT the following motions (E.1.xx) be pulled for further consideration.

a.

Housing Accelerator Fund (information item)

• Recommended Motion:

  THAT Council receive details related to the Housing Accelerator Fund grant application as information.

b.

Alignment of CSMP with Long Term Financial Plan and Asset Management Plan (information item)

• Recommended Motion:

  THAT Council receive details related to the Asset Management Plan and Long Term Financial Plan as information.

c.

Cash in Lieu of Parkland (information item)

• Recommended Motion:

  THAT Council receive the confirmation that no 2024 proposed capital projects are eligible for funding from Cash in Lieu of Parkland as information.

d.

Insurance Premiums (staff direction)

• Recommended Motion:

  THAT Council direct staff to secure information about the Municipality’s 2024 insurance renewal, coverage implications, and cost savings opportunities and bring a report back to Council;
  AND THAT should this occur prior to finalizing the budget, Council direct that staff update the budget assumption for insurance premium increases from 20% to a more accurate figure. 

e.

Reserves (staff direction)

• Recommended Motion:

  THAT Council direct staff to bring a staff report with recommendations related to reserves back to Council on or before the end of March 2024.

f.

Borrowing Rates Regarding Annual Debt Servicing Costs - Almonte Downtown Core, 2023 Paving Projects (information item)

• Recommended Motion:

  THAT Council receive the updates regarding the borrowing rates and the related decrease in annual debt servicing costs for the Almonte Downtown Core Project and 2023 Paving Projects as information.

g.

LED Lighting Projects (staff direction)

• Recommended Motion:

  THAT Council direct staff to apply for rebates through the Save On Energy program for the two LED lighting projects in the 2024 draft budget.

h.

Budget Line Items Shifts From Capital to Operating budget

a.

Environmental/ Waste Management (staff direction)

• Recommended Motion:

  THAT Council direct staff to move a total of $73,000 from the Environmental / Waste Management draft capital budget to the Environmental / Waste Management draft operating budget.

b.

Water & Sewer (staff direction)

• Recommended Motion:

  THAT Council direct staff to move a total of $66,950 from the Water & Sewer draft capital budget to the Water & Sewer draft operating budget.

c.

Public Works Beautification (staff direction)

• Recommended Motion:

  THAT Council direct staff to move a total of $31,000 from the Public Works Beautification draft Capital budget to the Public Works Beautification draft operating budget.

d.

Parks - Tree Works (2024 budget impact)

• Recommended Motion:

  THAT Council amend the draft 2024 to reallocate $10,000 for tree works in parks from the 2024 draft capital budget to the draft operating budget as an annual and recurring cost.

i.

ORPC Garage and Pole Barn (information item)

• Recommended Motion:

  THAT Council receive the update related to lease revenue from ORPC for the garage and pole barn, in the amount of $90,400, as information.

j.

Affordable Housing Grant (2024 budget impact)

• Recommended Motion:

  THAT Council amend the draft 2024 budget to remove the Affordable Housing Grant from the Planning draft operating budget in the amount of $50,000 for 2024.

k.

Planning & Engineering Fees (2024 budget impact)

• Recommended Motion:

  THAT Council amend the draft 2024 budget to increase the draft Revenue budget for planning fees from $127,740.24 to $200,000 based on revised estimates and calculations;
  AND THAT Council amend the draft 2024 budget to include Option E to increase Engineering Fee Revenues by $110,000 and increase Other Professional Fees by $75,000 for a net increase in revenues of $35,000.

l.

Ontario Municipal Partnership Funding - Paving Projects (staff direction)

• Recommended Motion:

  THAT Council direct staff to apply an additional $48,900 in grant funding from Ontario Municipal Partnership Funding to offset the amount proposed to be borrowed for paving projects thereby reducing debt requirements in the draft capital budget for hard topping and paving to $880,784.

m.

2024 Capital Projects

a.

Loader Replacement (2024 budget impact)

• Recommended Motion:

  THAT Council amend the draft capital 2024 budget to include the replacement of the Loader, in the amount of $240,000, funded by debt financing.

b.

Grader Replacement (2024 budget impact)

• Recommended Motion:

  THAT Council amend the draft 2024 budget to include the Grader, in the amount of $410,000, funded by debt financing.

c.

Mercer/Marshall Project (2024 budget impact)

• Recommended Motion:

  THAT Council amend the draft 2024 budget to include Option A related to the Mercer/Marshall project, to borrow a total of $1,650,000 for the culvert, storm sewer, and water and sanitary works.

d.

Pakenham Salt Shed (budget impact)

• Recommended Motion:

  THAT Council defer replacement of the Pakenham Salt Shed until we have our next facilities review.

e.

Southern River Crossing (2024 budget impact)

• Recommended Motion:

  THAT Council defer the Southern River crossing Class EA and Design until receipt of the Water & Wastewater Master Plan in 2024 and consider this project in 2025 budget deliberations.

n.

New Fire Truck (2024 budget impact)

• Recommended Motion:

  THAT Council amend the draft 2024 budget to include the purchase of the new fire truck, in the amount of $900,000, to be funded by debt financing.

o.

Policing (staff direction)

• Recommended Motion:

  THAT Council direct staff to include Option I in the 2024 draft policing budget, to maintain the revised budget as presented for the OPP contract on October 12 in the amount of $1,893,536.

p.

Community Services

a.

Tennis Court Renewal Project (2024 budget impact)

• Recommended Motion:

  THAT Council defer the tennis court renewal project pending receipt of the Community Services Master Plan.

b.

Curling Rink Chiller Project (2024 budget impact)

• Recommended Motion:

  THAT Council defer the request for an additional $150,000 for the curling rink chiller project in the 2024 draft budget pending receipt of the Community Services Master Plan.

c.

Museum Funding (2024 budget impact)

• Recommended Motion:

  THAT Council amend the draft 2024 budget to include the Museum funding equivalent to 2023 budgeted amounts plus 3% pending receipt of the Community Services Master Plan;
  AND THAT Council amend the draft 2024 budget to include the one time capital request from North Lanark Regional Museum in the amount of $6,190.

d.

Youth Centre Funding (2024 budget impact)

• Recommended Motion:

  THAT Council amend the draft 2024 budget to include Youth Center funding of $35,000, with future consideration for additional increases pending receipt of the Community Services Master Plan.

e.

John Levi Centre Chiller and Condenser (2024 budget impact)

• Recommended Motion:

  THAT Council amend the draft 2024 budget to include capital expenditures of $160,000 for the John Levi Center chiller and condenser as proposed in the draft 2024 capital budget.

q.

Events Coordinator (2024 budget impact)

• Recommended Motion:

  THAT Council amend the draft 2024 budget to allocate the $6,242.40 budget for labour related to events in Almonte and Pakenham for 2024 toward part-time casual Events Coordinator positions;
  AND THAT Council amend the draft 2024 budget to include the Recreation Programmer position in the 2024 budget, with 50% of the costs to Recreation and 50% to Economic Development.

r.

Downtown Heritage Streetlights (2024 budget impact)

• Recommended Motion:

  THAT Council amend the draft 2024 budget to include Option L, being $24,000 to replace two (2) downtown heritage streetlights.

s.

Corporate Services Reserves (staff direction)

• Recommended Motion:

  THAT Council direct staff to include Option O in the 2024 draft budget, such that the Corporate Services transfer to reserves for 2024 is maintained at $113,024.

t.

Long Term Disability Premiums (2024 budget impact)

• Recommended Motion:

  THAT Council amend the draft 2024 budget to include increasing the Municipality’s portion of coverage for staff Long Term Disability premiums from 50% to 100%.  

u.

Reserves Stabilization and Tax Rates (2024 budget impact)

• Recommended Motion:

  THAT Council direct staff to reflect Option T in the draft budget whereby no more than $461,430.22 shall be drawn from stabilization reserves in the 2024 budget, and additional spending in excess of this amount be applied to the tax rate.

E.2

2024 Budget Approval

• Option #1:

  THAT Council approve the 2024 budget as amended.

• Option #2:

  THAT Council direct staff to bring forward the amended budget for approval at a future Council meeting in December.

F.

CONFIRMATORY BY-LAW

• Recommended Motion:

  THAT By-law 23-072, being a by-law to confirm the proceedings of the Council of the Corporation of the Municipality of Mississippi Mills at its special meeting held on the 14th day of November 2023, be read, passed, signed, and sealed in Open Council this 14th day of November 2023.

G.

ADJOURNMENT

• Recommended Motion:

  THAT the meeting be adjourned at x:xx p.m.