The Corporation of the Municipality of Sioux Lookout Special Council Meeting Agenda Wednesday, April 22, 2020, 1:00 PM Pages 1. Call Meeting to Order/Mayor's Introductory Remarks 2. Agenda 2.1 Introduction of Amendments to the Agenda 2.2 Confirmation of Agenda THAT the Agenda for the Regular Council Meeting of April 22, 2020 be approved, as presented. 3. Declarations of Pecuniary Interest 4. Staff Reports 4.1 2020 Budget Forecast 4 THAT Council receives the Treasurer’s 2020 Budget Forecast Report, dated April 22, 2020, as information. 4.2 ACAP Funding Agreement 13 THAT Council authorizes the passing of By-law No. 46-20, Being a By- law to Authorize the Mayor and the Clerk to Execute an Agreement Between The Corporation of the Municipality of Sioux Lookout and Her Majesty the Queen in Right of Canada, as represented by the Minister of Transport for the purchase of a new Electronic Runway Condition Reporting Unit. 4.3 Award Contract for Consultant re: Community Safety & Well-Being Plan 34 Development THAT Council authorizes the passing of By-law No. 43-20, Being a By- law to Authorize and Direct the Mayor and the Clerk to Execute an Agreement Between The Corporation of the Municipality of Sioux Lookout and LBCG for the Development of a Community Safety and Well-Being Plan for The Corporation of the Municipality of Sioux Lookout. 4.4 Update from CAO on Awarding Contract for New Truck for Public Works 4.5 Update on COVID-19 Response by the Municipality (Verbal Report by the CAO) 4.6 Review of Suspension of Boards, Commissions and Committee Meetings (Verbal Update by the CAO) 5. Delegations/Presentations/Committee Presentations 6. By-laws 6.1 By-laws 100 • By-law No. 43-20, Being a By-law to Authorize and Direct the Mayor and the Clerk to Execute an Agreement Between The Corporation of the Municipality of Sioux Lookout and LBCG for the Development of a Community Safety and Well-Being Plan for The Corporation of the Municipality of Sioux Lookout • By-law No. 44-20, Being a By-law to Authorize the Mayor and the Clerk to Execute an Agreement Between The Corporation of the Municipality of Sioux Lookout and The Norther Ontario Heritage Fund Corporation for the Sioux Lookout Economic Development Review • By-law No. 46-20, Being a By-law to Authorize the Mayor and the Clerk to Execute an Agreement Between The Corporation of the Municipality of Sioux Lookout and Her Majesty the Queen in Right of Canada, as represented by the Minister of Transport for the purchase of a new Electronic Runway Condition Reporting Unit. • By-law No. 47-20, Being a By-law to Appoint a Treasurer for the Municipality of Sioux Lookout and to Define the Duties and Authorities of that Position (C. Collins) • By-law No. 48-20, Being a By-law to Provide for Financial Relief to Ratepayers During the Covid-19 Pandemic. THAT By-law No. 43-20, 44-20, 46-20, 47-20 and 48-20 be read a First, Second and Third time and passed 7. Motion to Move into Closed Session Page 2 of 135 To discuss matters of a general nature as noted below: THAT Council moves into Closed Session at ___________ p.m. to discuss matters of a general nature as noted below: 1. Subject matter relating to a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board (per Municipal Act, 2001, as amended, Sec. 239(2)(k)) (1 Item: Development Proposals Supplied in Confidence) 2. Subject matter relating to labour relations or employee negotiations (per Municipal Act, 2001, as amended, Sec. 239(2)(d)); (1 item: staff relations) 8. Report Out From Closed Session Ratification of Resolutions/Passing of Resolutions and/or By-laws Arising from Closed Session. THAT Council ratifies Motion (s)/the direction given to Staff relative to the items presented in Closed Session on April 22, 2020, as follows: 9. Confirmatory By-law By-law No. 45- 20 - Confirm the Proceedings of the Council of The Corporation of the Municipality of Sioux Lookout 9.1 By-law No. 45-20 - Confirm the Proceedings of the Council of The Corporation of the Municipality of Sioux Lookout THAT By-law No. 45-20, Being a By-law to Confirm the Proceedings of the Council of The Corporation of the Municipality of Sioux Lookout (April 22, 2020 Special Council Meeting) be read a First, Second and Third time, and passed. 10. Motion to Adjourn Motion to Adjourn the Meeting THAT the Special Council Meeting of April 22, 2020 be adjourned at ______. Page 3 of 135 REPORT MEETING TYPE: Regular Council TO: Council FROM: Carly Collins – Treasurer DATE: April 22, 2020 SUBJECT: 2020 Budget Forecast TITLE: 2020 Budget Forecast RECOMMENDATION: Information Only PURPOSE: The purpose of this report is to advise Council of the possible impact due to COVID-19 pandemic may have on the 2020 Budget. BACKGROUND: As a result of the widespread closure of businesses and declaration of a state of emergency by the Province of Ontario due to the COVID-19 pandemic, many Sioux Lookout businesses are closed and residents are being financially impacted. DISCUSSION: Property Tax Due Dates Taxes are billed twice a year, Interim and Final taxes. Interim taxes are billed in January and equal 50% of prior year taxes. These due dates are February 28th and April 30th. Final taxes are bill in June and represent the balance of taxes owing for the current year. Those due dates are August 31st and October 30th. Currently, Taxpayers have a number of ways to remit payment including by mail, cash or cheque (drop box) at Municipal office; at financial institutions; electronically; and through mortgage companies. Additionally, for properties enrolled in a Pre-authorized Payment Plan, monies are Page 4 of 135 withdrawn from the taxpayer’s bank account either monthly, bi-weekly, weekly or on the installment due date. With the exception of making payment directly to the Cashier due to the closure, all payment avenues continue to be available to residents and business. Administration has started to notice a small amount of a decline with electronic payments as the weeks have progressed since closures have commenced. As of March 31, the amount outstanding on Interim billing is $1,736,857. (Note: the April installment has not come due yet) Staff will not know the true financial impact on the Interim billing until after April 30th. The attached documents are shown with Scenario 1, being the best case whereby operations will resume by the end of June and Scenario 2, being the worst case where the restrictions will be in place until the end of the year. The following predictions were made on taxation payments: - Decrease in Scenario #1 of 13% - Decrease in Scenario #2 of 25% General Accounts Receivables The Municipality invoices for services such as child care, leasing property, renting facilities and landfill fees. The two largest areas impacted so far from COVID-19 has been child care and recreation facilities due to the facilities having to be closed to the public. The following predictions were made on general accounts receivables: - Decrease in day care for Scenario #1 of 27% - Decrease in day care for Scenario #2 of 81% - Decrease in recreation for Scenario #1 of 34% - Decrease in recreation for Scenario #2 of 52% Airport Receivables The Airport invoices for services such items as leasing property, taxation, parking, jet fuel, landing/facility fees and Airport Improvement Fees. All areas within the Airport have seen a large decrease due to the pandemic. The numbers below are under the assumption that once flight travels are lifted, businesses are back to full operations without delay. The following predictions were made for the Airport: - Decrease in Scenario #1 of 28% - Decrease in Scenario #2 of 66% All Operational Expenditures Staff understands the importance of cutting certain items within their budget due to the situation that they have had to deal with. Staff have cut the following items to help reduce expenditures: - All Travel & Training Page 5 of 135 - Employee Layoff’s (approx. reduction: 28% Airport, 36% Town) - Non-essential items - We are also reviewed projects to see which ones can be deferred and/or postponed to improve upon our cash flow. Staff has taken steps to ensure that costs and lost revenues associated with the COVID-19 pandemic are tracked for future reporting including through quarterly variance reports moving forward. RELATIONSHIP TO THE STRATEGIC PLAN: This is an administrative report in response to the COVID-19 pandemic and is not directly related to the Strategic Plan. FINANCIAL IMPLICATIONS: As the length of the COVID 19 pandemic is unknown at this time, it is difficult to predict the financial impact to the Municipality. It may show throughout the year that the municipality may start the 2021 Budget year in a deficit. ATTACHMENTS: 1. Sioux Lookout Airport – 2020 Budget Forecast 2. Municipality of Sioux Lookout – 2020 Budget Forecast SIGNATURES: Carly Collins Treasurer _____________________________ Michelle Larose Chief Administrative Officer Page 6 of 135 Sioux Lookout Airport - 2020 Budget Forecast Scenario #1 - Open After 2nd Quarter 2020 - Q1 2020 - Q2 2020 - Q3 2020 - Q4 YTD 2020 BUDGET Airport Debt Servicing $142,519.26 $62,000.00 $49,422.00 $49,422.00 $303,363.26 $482,787.00 Operating Revenue ($2,663,390.73) ($971,993.20) ($2,302,741.86) ($4,913,803.74) ($10,851,929.53) ($14,927,997.00) Operating Expenses $2,848,483.09 $1,460,000.00 $1,750,000.00 $4,870,000.00 $10,928,483.09 $14,272,563.00 Reserves $172,647.00 Airport Total $327,611.62 $550,006.80 ($503,319.86) $5,618.26