Finance and Labour Relations Committee MINUTES

Transcription

1 The Corporation of the City of Stratford Finance and Labour Relations Committee MINUTES Date: Time: Location: Committee Present: Staff Present: Also Present: Monday, 9:03 P.M. Council Chamber, City Hall Councillor Clifford - Chair Presiding, Councillor Mark - Vice Chair, Mayor Mathieson, Councillor Beatty, Councillor Brown, Councillor Bunting, Councillor Henderson, Councillor Ingram, Councillor McManus, Councillor Ritsma, Councillor Vassilakos Rob Horne - Chief Administrative Officer, Joan Thomson - City Clerk, Andre Morin - Director of Corporate Services, Ed Dujlovic - Director of Infrastructure and Development Services, David St. Louis - Director of Community Services, John Paradis - Fire Chief, Mike Beitz - Corporate Communications Lead, Tatiana Dafoe - Deputy Clerk, Jeff Leunissen - Manager of Development Services, Kim McElroy - Manager of Ontario Works Members of the Public and Media 1. Call to Order The Chair called the Meeting to Order. 2. Disclosure of Pecuniary Interest and the General Nature Thereof The Municipal Conflict of Interest Act requires any member of Council declaring a pecuniary interest and the general nature thereof, where the interest of a member of Council has not been disclosed by reason of the member s absence

2 Finance and Labour Relations Committee Minutes 2 from the meeting, to disclose the interest at the first open meeting attended by the member of Council and otherwise comply with the Act. Name, Item and General Nature of Pecuniary Interest A declaration of pecuniary interest was not made by a member at the September 11, 2017 Finance and Labour Relations Committee meeting. 3. Sub-committee Minutes Sub-committee minutes were attached for background regarding the discussion held at the August 22, 2017 Sub-committee meeting. 4. Delegations None scheduled. 5. Report of the Director of Corporate Services 5.1 Request for funding - Stratfords of the World Youth Theatre Ensemble (FIN17-033) Staff Recommendation: THAT the funding request for the Stratfords of the World Youth Theatre ensemble be considered. Motion by Councillor Vassilakos Seconded By Councillor Henderson Committee Recommendation: THAT the funding request for the Stratfords of the World Youth Theatre ensemble be filed; AND THAT if there is interest from a local group, the funding request be considered at that time. 6. Report of Festival Hydro Inc. and Festival Hydro Services Inc. 6.1 Quarterly Statements and Commentary for Festival Hydro Inc. (FHI) and Festival Hydro Services Inc. (FHSI) June 30, 2017 (FIN17-030) Staff Recommendation: THAT the Festival Hydro Inc. financial statement and commentary for the period ending June 30, 2017, be received for information; AND THAT the Festival Hydro Services Inc. financial statement and

3 Finance and Labour Relations Committee Minutes 3 commentary for the period ending June 30, 2017, be received for information. Motion by Mayor Mathieson Seconded By Councillor Mark Committee Recommendation: THAT the Festival Hydro Inc. financial statement and commentary for the period ending June 30, 2017, be received for information; AND THAT the Festival Hydro Services Inc. financial statement and commentary for the period ending June 30, 2017, be received for information. 7. Report of the Supervisor of Tax Revenue 7.1 Tax Adjustments August 22, 2017 (FIN17-034) Staff Recommendation: THAT the Report of the Supervisor of Tax Revenue dated August 22, 2017 regarding the approval of a tax adjustment under Section 357 for 2017 be approved; AND THAT the Amended Property Assessment Notice for 2017, Advisory Notice of Adjustment for 2017, Minutes of Settlement under Section 39.1 for and Assessment Review Board Decisions for be received for information. Motion by Councillor Beatty Seconded By Councillor Mark Committee Recommendation: THAT the Report of the Supervisor of Tax Revenue dated August 22, 2017 regarding the approval of a tax adjustment under Section 357 for 2017 be approved; AND THAT the Amended Property Assessment Notice for 2017, Advisory Notice of Adjustment for 2017, Minutes of Settlement under Section 39.1 for and Assessment Review Board Decisions for be received for information. 8. Report of the Manager of Financial Services 8.1 June 30, 2017 Financial Report (FIN17-035)

4 Finance and Labour Relations Committee Minutes 4 Staff Recommendation: THAT the June 30, 2017 financial report be received for information. Motion by Councillor Vassilakos Seconded By Councillor Ingram Committee Recommendation: THAT the June 30, 2017 financial report be received for information. 9. Report of the City Clerk 9.1 Conducting Community Contests (FIN17-031) Staff Recommendation: THAT community contests conducted by the City of Stratford be authorized on a case by case basis by City Council or when recommended by a city consultant as part of a larger public engagement process; THAT when deciding to conduct a community contest, that City Council also establish the parameters, contest rules, evaluation criteria and confirm that the Judges decisions on awarding prizes are final, and that no further approvals are required; AND THAT the City s Advisory Committees that conduct annual community contests for poster designs, decorating waste collection cans, photograph contests, or to encourage participation in active lifestyles, gardening, reading, or similar programs, be authorized to continue without requiring prior Council approval. Motion by Mayor Mathieson Seconded By Councillor Vassilakos Committee Recommendation: THAT community contests conducted by the City of Stratford be authorized on a case by case basis by City Council or when recommended by a city consultant as part of a larger public engagement process; THAT contests be limited in scope to community engagement projects and not related to work that is usually done by a professional; THAT when deciding to conduct a community contest, that City Council also establish the parameters, contest rules, evaluation

5 Finance and Labour Relations Committee Minutes 5 criteria and confirm that the Judges decisions on awarding prizes are final, and that no further approvals are required; AND THAT the City s Advisory Committees that conduct annual community contests for poster designs, decorating waste collection cans, photograph contests, or to encourage participation in active lifestyles, gardening, reading, or similar programs, be authorized to continue without requiring prior Council approval. 9.2 Follow-up on Delegation of Authority Policy and By-law Review (FIN17-036) Committee Discussion: A request was made to take Item first Additional Policy - Draft Policy on Appointing CAO As requested at the August 22 Sub-committee meeting, staff have prepared a draft policy and added this as Item 4.40 to Revised Schedule A. Staff Recommendation: That draft policy "Delegation of Authority to Appoint Acting CAO" be adopted by City Council. Motion by Councillor Vassilakos Seconded By Councillor Bunting Committee Recommendation: THAT draft policy "Delegation of Authority to Appoint Acting CAO be adopted by City Council. Follow-up on Delegation of Authority Policy and By-law Review (FIN17-036) Sub-committee Recommendation: THAT the updated Delegation of Powers and Duties Policy C.3.11 be adopted by City Council; THAT a new delegation of authority by-law be adopted as presented, containing the existing and new delegations of authority set out in Revised Schedule A attached to this report; THAT staff, through consultation with legal counsel, recommends

6 Finance and Labour Relations Committee Minutes 6 thresholds of $5,000, $25,000 and up to $100,000 as identified in Revised Schedule A attached to this report; THAT the Finance and Labour Relations Sub-committee hear and decide on appeals of decisions made by staff under their delegated powers and duties, with the exception of decisions made under statutory powers and duties conferred on staff by legislation; THAT existing by-laws and policies requiring amendments to implement the delegated authorities in Revised Schedule A be prepared for Council s consideration without further staff reports, unless significant changes to the particular by-law or policy are involved; THAT the CAO be authorized to resolve any conflict or ambiguity regarding the delegation of the decision-making powers to municipal staff; THAT the powers and duties delegated by Council to specific staff in Revised Schedule A, also be conferred on the CAO with the exception of statutory powers and duties conferred by legislative authority to specific staff; THAT upon the adoption of the new delegation of authority by-law and Revised Schedule A, that By-law and any amendments thereto, be repealed concurrently with the adoption of a new delegation by-law; THAT By-law be repealed concurrently with the adoption of a new delegation by-law; AND THAT draft policy Development Application Review and Closure Process be adopted by City Council. Committee Discussion: An inquiry was made into why Schedule D gives authority to an identified individual in Human Resources. The City Clerk advised it is a requirement by OMERS. A second inquiry was made into adding thresholds for the waiver of fees by staff. The Director of Corporate Services advised generally staff do not have the authority to waive fees but there are some cases such as parking tickets. Concerns were expressed relating to three items in Schedule A:

7 Finance and Labour Relations Committee Minutes 7 1. Item concerns were expressed with staff hiring consultants and these decisions not being brought to council for consideration. The Director of Corporate Services advised the policy could be referred to staff for review; Motion by Councillor Ingram Seconded By Councillor McManus Committee Recommendation: THAT the Purchasing Policy be referred to staff and the Finance and Labour Relations Subcommittee for review of the hiring of consultants by staff. 2. Item an inquiry was made into whether there are minutes provided for the Development application and closure process preconsultation review. The Manager of Development Services advised it is a voluntary process and minutes are provided. A second inquiry was made into providing a letter of closure with notice. The Manager of Development Services advised the process is followed as it is necessary for the purposes of closing a file. This item was referred back to staff for further review; 3. Item this item was referred to staff to confirm Heritage Stratford was consulted. It was requested that notification be provided on the Consent Agenda of Council when staff use their delegated authority for all items in Revised Schedule A as amended. The Director of Corporate Services advised this could be referred to staff and the Finance and Labour Relations Subcommittee for review. Motion by Councillor Beatty Seconded By Councillor Mark Committee Recommendation: THAT the updated Delegation of Powers and Duties Policy C.3.11 be adopted by City Council; THAT a new delegation of authority by-law be adopted as presented, containing the existing and new delegations of authority set out in Revised Schedule A as further amended, with the exception of Items and that are withdrawn; THAT staff, through consultation with legal counsel, recommends

8 Finance and Labour Relations Committee Minutes 8 thresholds of $5,000, $25,000 and up to $100,000 as identified in Revised Schedule A as further amended; THAT the Finance and Labour Relations Sub-committee hear and decide on appeals of decisions made by staff under their delegated powers and duties, with the exception of decisions made under statutory powers and duties conferred on staff by legislation; THAT existing by-laws and policies requiring amendments to implement the delegated authorities in Revised Schedule A as further amended, be prepared for Council s consideration without further staff reports, unless significant changes to the particular by-law or policy are involved; THAT the CAO be authorized to resolve any conflict or ambiguity regarding the delegation of the decision-making powers to municipal staff; THAT the powers and duties delegated by Council to specific staff in Revised Schedule A as further amended, also be conferred on the CAO with the exception of statutory powers and duties conferred by legislative authority to specific staff; THAT upon the adoption of the new delegation of authority bylaw and Revised Schedule A as further amended, that By-law and any amendments thereto, be repealed concurrently with the adoption of a new delegation by-law; THAT By-law be repealed concurrently with the adoption of a new delegation by-law; THAT consideration of requiring notification on the Consent Agenda of Council when staff use their delegated authority for all items in Revised Schedule A as further amended, be referred to staff and the Finance and Labour Relations Sub-committee for review; AND THAT draft policy Development Application Review and Closure Process and Items and in Revised Schedule A, be referred to Building and Planning staff.

9 Finance and Labour Relations Committee Minutes Report of the Deputy Clerk 10.1 Lottery Licence Activity Update (FIN17-032) Staff Recommendation: THAT the report entitled Lottery Licence Activity Update be received for information. Motion by Councillor Henderson Seconded By Councillor Vassilakos Committee Recommendation: THAT the report entitled Lottery Licence Activity Update be received for information. 11. Monthly Project Update 11.1 Monthly Project Update Sub-committee Discussion: The Director of Corporate Services provided the highlights of the project update as follows: 2 Finance positions have been filled, they have had trouble obtaining qualified applicants for the IT Business Analyst position, currently reviewing applications from another similar posting that was filled and may re-post if necessary. Have had budget meetings with departments and CAO over last couple of weeks. Next pre-budget meeting is September 18. Have been discussing with the Corporate Communications Lead about doing a potential Facebook Q and A session around budget items, working on the date. The City Clerk has been working on an extensive report identifying what is all impacted by Bill 68 changes. Staff have looked at what changes as a result of Bill 148 may be as well. Staff have draft regulations on Asset Management but do not have legislation yet. Meetings with consultants are happening now and software has been launched tax bills were recently mailed. A residential tax sale is taking place this fall and is quite rare.

10 Finance and Labour Relations Committee Minutes 10 IT is beginning Unified Communications project this week. Staff continue to meet with the Stratford BIA parking task force. They are working on wayfinding signs and parking policies. In response to a question regarding the Chef School, the Director advised that payment has gone to the Chef School. Staff are following up on the agreement. Discussion took place about Bill 148 and whether there any staff paid less than $14.00 per hour. It was noted that the Community Services have temporary staff who do. The Director provided further information on changes that may be coming and the impacts on the municipality. 12. Advisory Committee/Outside Board Minutes There were no Advisory Committee/Outside Board Minutes to be provided. 13. Adjournment Motion by Councillor Henderson Seconded By Councillor Beatty Committee Decision: THAT the Finance and Labour Relations Committee meeting adjourn. Meeting Start Time: 9:03 P.M. Meeting End Time: 9:23 P.M.