Township of East Garafraxa Special Electronic Council Meeting Agenda 2021 Budget Discussions Tuesday, December 8, 2020 at 10:00 A.M. 1. Opening of Meeting 2. Approval of Agenda 3. Disclosure of Pecuniary Interest with Reasons 4. Treasury and Accounts 4.1. 2021 Preliminary Draft Budget 4.1.1. Ontario Community Infrastructure Fund (OCIF) 2021 Formula Allocation 4.1.2. ICIP COVID-19 Resilience Infrastructure Stream: Local Government Intake (Federal Funding) - $100,000 Allocation 5. Confirming By-Law 6. Adjournment To meet again for the Special Electronic Council Meeting on Tuesday, December 8, 2020, at 2:00 p.m., and the Special Electronic Council Meeting for Official Plan Review on Thursday, December 10, 2020, at 4:00 p.m., or at the call of the Mayor. Township of East Garafraxa 2021 Budget As at December 3, 2020 G/L # 2020 2020 2020 2021 Final Actual "Projected" EXPENDITURES Budget Pd as at Nov 24, '20 Year End Budget Dept. 0161 General Government 1100 Administration - Salaries incl RRSP $ 420,568.00 $ 349,887.49 $ 420,568.00 $ 453,783.00 Council - Salaries $ 66,089.00 $ 53,827.90 $ 64,594.00 $ 64,594.00 1150 Council - Meeting Remuneration $ 5,000.00 $ - $ 5,000.00 $ 5,000.00 1200 Administration/Council - Remittances & Benefits $ 82,443.00 $ 72,023.80 $ 82,443.00 $ 83,833.00 1325 Administration - Summer Student Wages $ - $ - $ - 1350 Health & Safety Coordinator Wages $ 2,000.00 $ - $ 2,000.00 $ 2,000.00 Administration Office Operations: 1405 Admin Building Lease (2%) $ 23,670.00 $ 22,100.40 $ 23,670.00 $ 24,143.00 1410 Office Supplies and Equipment $ 12,000.00 $ 11,659.95 $ 12,000.00 $ 12,000.00 1415 Office Equipment - Support $ 16,000.00 $ 15,326.55 $ 16,000.00 $ 24,000.00 1420 Utilities $ 4,700.00 $ - $ 5,320.00 $ 5,500.00 1440 Paid to Staff $ 1,500.00 $ 160.57 $ 1,500.00 $ 1,500.00 1470 Cleaning, Maintenance & Other Supplies $ 3,500.00 $ 1,766.00 $ 14,710.00 $ 15,000.00 1480 Miscellaneous Grants/Donations $ 1,000.00 $ 1,000.00 $ 1,000.00 $ 1,000.00 1490 Miscellaneous $ 4,000.00 $ 1,633.02 $ 4,000.00 $ 4,000.00 1510 Communications (Phone, Mobile, Internet)$ 12,000.00 $ 12,204.04 $ 18,200.00 $ 24,200.00 1515 Comunications (Council Internet/Mobile) $ 4,000.00 $ 2,737.07 $ 4,000.00 $ 4,000.00 1522 Administration Review Study/HR Study $ 11,000.00 $ - $ 11,000.00 $ 11,000.00 1520 Professional Fees - Legal & Consultant $ 10,000.00 $ 10,401.00 $ 15,000.00 $ 10,000.00 1520 Audit $ 28,000.00 $ 29,917.00 $ 29,917.45 $ 30,000.00 1525 Drain Superintendent/Tile Drain Inspection $ 7,632.00 $ 7,936.55 $ 7,936.55 $ 8,000.00 1535 Election Expenses (1535) 1540 Education & Training $ 1,000.00 $ 371.42 $ 1,000.00 $ 3,000.00 1555 Asset Management Programme $ 5,088.00 $ 5,088.00 $ 5,088.00 $ 5,088.00 1560 Memberships $ 6,200.00 $ 5,938.52 $ 5,938.00 $ 3,000.00 1570 Paid to Council - Mileage/Expenses $ 1,000.00 $ 441.44 $ 500.00 $ 500.00 1580 Insurance (estimate 10%) $ 31,635.00 $ 32,974.22 $ 32,974.00 $ 38,000.00 1590 Advertising $ 1,000.00 $ 522.02 $ 1,000.00 $ 1,000.00 1610 Interest Temp Loans,Bank Chgs $ 2,000.00 $ 1,436.07 $ 2,500.00 $ 3,000.00 1620 Repayment of Dev. Chg Loan (finished 2022) $ 6,540.00 $ 6,540.00 $ 6,540.00 $ 6,540.00 1630 Tax Write-Offs(01-0141-1750/1800) $ 25,000.00 $ 40,999.83 $ 41,000.00 $ 25,000.00 1432 Administration Facilities/Dissolution costs $ 401,826.00 $ 429,151.42 $ 430,000.00 $ - 1650 General Expenses/Taxes $ 350.00 $ 470.75 $ 471.00 $ 480.00 Main Street Revitalization $ 38,452.00 $ 40,115.01 $ 38,452.00 $ - Covid Expenses $ 9,784.43 $ 23,300.00 1433 Covid Expenses (ICIP Federal/Provincial) $ 100,000.00 Reserve Funds: 1730 Working Funds $ 124,000.00 $ 124,000.00 $ 124,000.00 $ 50,000.00 1720 Capital Funds $ 5,000.00 $ 5,000.00 $ 5,000.00 $ 5,000.00 1710 Building Funds $ 5,000.00 $ 5,000.00 $ 5,000.00 $ 5,000.00 Capital - Administration 1430 Admin - Capital (folder/computers/printer) $ 2,000.00 $ 679.30 $ 2,000.00 $ 2,000.00 Council - Capital $ - Sub Total $ 1,371,193.00 $ 1,301,093.77 $ 1,463,622.00 $ 1,031,161.00 Dept. 0162 Protection to Persons/Property 2020 Budget 2020 Pd. to Date 2020 Projected 2021 Budget Orangeville Fire Services$ 153,998.00 $ 111,668.99 $ 153,998.00 $ 160,156.00 Grand Valley Fire - Operating Levy $ 75,619.00 $ 75,619.00 $ 75,619.00 $ 76,115.00 1520 Grand Valley Fire - Capital Levy $ 30,809.00 $ 30,809.00 $ 30,809.00 $ 31,425.00 Town of Erin Fire Services $ 90,000.00 $ 72,214.70 $ 96,000.00 $ 96,000.00 3850 Credit Valley Conservation - General Levy $ 5,463.00 $ 5,463.00 $ 5,463.00 $ 5,572.00 3875 Credit Valley Conservation - Special Levies $ 1,311.00 $ 1,311.00 $ 1,311.00 $ 1,337.00 3850 Grand River Cons. Authority - General Levy $ 26,081.00 $ 26,081.00 $ 26,081.00 $ 26,603.00 3875 Grand River Cons. Authority - Capital Levy $ 2,257.00 $ 2,257.00 $ 2,257.00 $ 2,302.00 4600 Services & Valuer Fees Livestock (4600) $ 600.00 $ 80.00 $ 80.00 $ 300.00 4700 Dog Control - Claims, Tags, Control Services (4700) $ 1,000.00 $ 301.93 $ 1,000.00 $ 1,000.00 Page 1 Township of East Garafraxa 2021 Budget As at December 3, 2020 G/L # 2020 2020 2020 2021 4900 Annual Emergency Shelter Generator Maintenance $ 1,800.00 $ 1,800.00 $ 1,800.00 $ 1,800.00 2100 Policing Services per contract $ 308,825.00 $ 202,782.12 $ 308,825.00 $ 317,075.00 2400 Police Services Adjustment (If applicable) $ 2,017.00 $ 2,017.00 $ 9,589.00 Sub Total$ 699,780.00 $ 530,387.74 $ 705,260.00 $ 729,274.00 Dept 0163 Transportation Services 0163 2020 Budget 2020 Pd. to Date 2020 Projected 2021 Budget 0163-1100 Wages/Benefits$ 605,000.00 $ 482,443.98 $ 605,000.00 $ 618,924.00 Roadside Maintenance 0163-1410 Roadside Cutting & Trimming $ 6,000.00 $ 5,678.20 $ 5,678.00 $ 6,000.00 0163-1420 Brush, Tree Trimming & Removal $ 12,000.00 $ 4,353.77 $ 6,185.00 $ 12,000.00 0163-1430 Ditching $ 3,000.00 $ 594.94 $ 595.00 $ 3,000.00 0163-1440 Catch Basin Cleaning $ 2,000.00 $ - $ 1,500.00 $ 2,000.00 0163-1450 Debris and Litter Pickup $ 500.00 $ 198.25 $ 250.00 $ 500.00 Paved Maintenance 0163-1460 Cold Patching $ 1,000.00 $ 2,396.15 $ 2,700.00 $ 1,000.00 Crack Sealing $ 35,000.00 0 $ - $ 35,000.00 0163-1465 Line Painting $ 4,000.00 0 $ - $ 4,000.00 0163-1470 Street Sweeping $ 1,500.00 $ 1,108.05 $ 1,108.00 $ 1,500.00 0163-1480 Shoulder Maintenance $ 1,000.00 $ 487.79 $ 488.00 $ 1,000.00 Gravel Maintenance 0163-1520 Dust Control $ 97,000.00 $ 88,094.94 $ 88,095.00 $ 97,000.00 Winter Control 0163-1550/1555 Winter Sand & Salt $ 60,000.00 $ 50,027.44 $ 50,027.00 $ 60,000.00 0163-1580 Signs & Safety Devices $ 6,000.00 $ 4,000.61 $ 6,500.00 $ 6,000.00 0163-1585 Health & Safety CoOrdinator Services $ 4,000.00 $ - $ 4,000.00 $ 4,000.00 0163-1610 Culverts & Permits $ 15,000.00 $ 7,047.38 $ 7,048.00 $ 15,000.00 0163-1660 Municipal Drains $ 1,000.00 $ - $ - $ 1,000.00 Overhead - Roads Administration 0163-1620 Materials, Supplies, Advertising & Admin $ 1,500.00 $ 1,340.82 $ 1,410.00 $ 1,500.00 0163-1621 Conference/Training Course - Expenses & Mileage $ 3,500.00 $ 2,793.57 $ 2,794.00 $ 1,500.00 0163-1622 Communications - Telephone & Cellular Service $ 5,000.00 $ 2,671.28 $ 4,671.00 $ 5,000.00 0163-1623 Insurance (estimated 10% increase) $ 38,500.00 $ 40,468.21 $ 40,468.00 $ 44,500.00 0163-1624 Clothing Allowances $ 1,500.00 $ 1,500.00 $ 1,500.00 $ 1,500.00 Buildings 0163-1630 Building - Maintenance, Repairs & Utilities $ 10,000.00 $ 5,398.45 $ 8,000.00 $ 10,000.00 0163-1631 Workshop - Tools, Materials & Supplies $ 4,000.00 $ 6,262.82 $ 6,263.00 $ 5,000.00 0163-1640 Dome - Maintenance, Repairs & Utilities, Inspections $ 3,000.00 $ - $ - $ 3,000.00 0163-1900 Shop Upgrades$ - $ - $ 6,000.00 0163 1635 Propane $ 13,000.00 $ 5,261.75 $ 9,600.00 $ 14,000.00 Equipment 0163-2825 GPS Tracking System Annual Support and Maintenance $ 5,000.00 $ 3,148.46 $ 5,000.00 $ 5,000.00 0163 2830 Truck Licences $ 11,500.00 $ - $ 11,500.00 $ 11,500.00 0163-2700/2900 Misc Shop Equipment - Chainsaws/Torches/Welder $ 1,000.00 $ 1,865.06 $ 1,865.00 $ 1,500.00 0163-2025 Blades (cutting edges, plow and wing shoes etc.) $ 12,000.00 $ 11,364.38 $ 11,365.00 $ 12,000.00 0163-2030 Materials, Oil, Grease $ 7,500.00 $ 7,247.27 $ 7,750.00 $ 7,500.00 0163-2050 to 2680 Equipment Repairs Parts & Filters $ 40,000.00 $ 56,767.75 $ 60,000.00 $ 50,000.00 0163-2020/2015/2010Fuel (Gasoline & Diesel) $ 75,000.00 $ 53,824.93 $ 75,000.00 $ 75,000.00 0163-2035 Tires $ 20,000.00 $ 2,137.98 $ 18,000.00 $ 14,000.00 Miscellaneous - Costs & Neighbour Twp Chargebacks 0163-4500 Street Lighting Street Lighting - Hydro $ 5,000.00 $ 3,139.06 $ 5,000.00 $ 5,000.00 0163-4550 Street Lighting - Maintenance $ 3,000.00 2254.96 $ 3,000.00 $ 3,000.00 Transfers to Reserves 0163-1755 Capital - Transfer to Reserves $ 110,000.00 $ 110,000.00 $ 110,000.00 $ 110,000.00 0163-1700 Equipment - Transfer to Reserves $ 100,000.00 $ 100,000.00 $ 100,000.00 $ 100,000.00 0163-1725 Buildings - Transfer to Reserves $ 6,000.00 $ 6,000.00 $ 6,000.00 $ 6,000.00 0163-1750 Bridges - Transfer to Reserves $ 85,000.00 $ 85,000.00 $ 85,000.00 $ 85,000.00 Page 2 Township of East Garafraxa 2021 Budget As at December 3, 2020 G/L # 2020 2020 2020 2021 OCIF Forumula Funding - Transfer to Reserve $ - $ - 0163-1780 Asset Management - Transfer to Reserves $ 25,000.00 $ 25,000.00 $ 25,000.00 $ 25,000.00 Capital Projects - Road Construction Gravel Purchase$ 36,000.00 $ 4,303.04 $ 4,303.00 $ 36,000.00 Crushing & Hauling $ - $ - $ 105,000.00 17th Paving Project $ 180,000.00 $ 5,952.96 $ 5,952.00 $ 180,000.00 Capital Projects - Bridge Construction (17) $ - $ 50,000.00 Bridge Inspections (study) $ - $ - $ - $ 10,000.00 0163-1615 Bridge Application (AMP - ICIP) $ - $ - $ - Bridge 7 - Reconstruction Project $ 246,475.00 $ 230,545.37 $ 230,545.00 Capital Purchases New Equipment Purchases/pick up $ 44,627.00 $ 45,064.39 $ 45,064.00 $ 300,000.00 0163-1800 Sub Total $ 1,947,102.00 $ 1,465,744.01 $ 1,664,224.00 $ 2,151,424.00 AMO Gas Tax 0163 2020 Budget 2020 Pd.