Minutes of Corporate Services Advisory Committee Meeting August 17, :30 PM Town Hall (Council Chambers), Arnprior, ON

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1 Minutes of Corporate Services Advisory Committee Meeting August 17, :30 PM Town Hall (Council Chambers), Arnprior, ON Present: Chair, Walter Stack Vice-Chair, Frank Dugal Citizen Member, David Mitchell Citizen Member, Rick Farrell Citizen Member, Lori Van Wyk Absent: Citizen Member, Chris Couper Citizen Member, Peter Anas Also Present: Maureen Spratt, Town Clerk Jennifer Morawiec, Director of Corporate Services/ Treasurer Laura Garbuio, Human Resources Officer Municipal Law Enforcement Service (MLES) Kaila Zamojski, Secretariat Services Coordinator 1. Call to Order Chair Walter Stack called the Corporate Services Advisory Committee Meeting to order at 6:30 PM and welcomed those present. 2. Roll Call The Secretariat Services Coordinator called the roll with all Members of the Corporate Services Advisory Committee being present, except Citizen Members, Peter Anas, and Chris Couper. 3. Adoption of Agenda Resolution No. CSC Moved by Rick Farrell Seconded by Lori Van Wyk BE IT RESOLVED THAT the agenda for the Corporate Services Advisory Committee Meeting dated Monday, August 17, 2015 be adopted. Resolution CARRIED 4. Disclosures of Pecuniary Interest None 5. Adoption of Minutes of Previous Meetings a) Corporate Services Advisory Committee Minutes June 15, 2015 Page 1

2 Minutes of Corporate Services Advisory Committee Meeting Resolution No. CSC Moved by David Mitchell Seconded by Frank Dugal THAT the minutes of the Corporate Services Advisory Committee meeting dated June 15, 2015 be adopted. Resolution CARRIED On question of a Committee Member, the Town Clerk indicated that meetings are ongoing with stakeholders in respect to the parking issues in the school zone. 6. Presentations/ Delegations a) Clerk s Office Reports i. Draft Clean Yards By-law Town Clerk The Town Clerk provided information on the Draft Clean Yards By-law. On question of Committee Members the following was clarified: The noxious weeds mentioned in the by-law refer to the 25 noxious weeds, as defined by the Municipal Act. The definition of property will be updated to specify the inclusion of any structure and the land. The term property will be looked over in the document, so the definition remains consistent throughout the by-law. Staff will add.and cleaned up. to Page 3 (c). Resolution No. CSC017A-15 Moved by Rick Farrell Seconded by David Mitchell THAT the Corporate Services Advisory Committee receive the draft Clean Yards By-law as information, and recommend it be brought forward for Council consideration, with the minor edits discussed. Resolution CARRIED ii. Draft Noise By-law Town Clerk The Town Clerk provided information on the Draft Noise By-law. Committee Members recommended the following amendments: Noise not to be permitted from 11:00 PM to 7:00 AM, seven days a week to maintain consistency. That Staff look into potentially adding wording to include no persistent unwanted noise and coming up with a definition for persistent. Page 2

3 Minutes of Corporate Services Advisory Committee Meeting Allow grass cutting to occur on weekends and holidays. That staff put together an education component, to be distributed to the public, for neighbours to be considerate of one another. That staff look at sections A, K, and L as they all refer to noise and make sure they remain consistent. That staff and MLES look into and define the roles of the OPP and By-law Enforcement when it comes to noise complaints, as well as other by-law issues and bring this issue forward separately in the near future. The OPP s role will need to be brought forward to Council for discussion. Look at allowing all snow removal contractors to remove snow at night. Resolution No. CSC018A-15 Moved by Rick Farrell Seconded by David Mitchell That the Corporate Services Advisory Committee table the Draft Noise By-law; AND FURTHER THAT staff bring the Draft Noise By-law back to the Corporate Services Advisory Committee for review once the various edits and considerations have been implemented. Resolution CARRIED b) Finance Office Reports i. Columbaria Rates Director of Corporate Services/Treasurer Resolution No. CSC017B-15 Moved by Lori Van Wyk Seconded by Frank Dugal THAT the Corporate Services Advisory Committee recommends to Council that the User Fees and Charges By-law be amended to include the columbaria rates as presented. Resolution CARRIED The Director of Corporate Services/Treasurer provided a Power Point presentation, attached as Appendix A and forming part of these minutes. c) Human Resources Office Reports i. Meal Allowance Review Human Resources Officer Resolution No. CSC018B-15 Moved by Rick Farrell Seconded by David Mitchell THAT the Corporate Services Advisory Committee recommend to Council: Page 3

4 Minutes of Corporate Services Advisory Committee Meeting THAT staff be authorized to bring forward a resolution to increase the individual Meal Allowance to Breakfast $15, Lunch $25, and Dinner $35, and a Full-Day Meal Allowance to $ Resolution CARRIED The Human Resources Officer provided a Power Point presentation attached as Appendix B and forming part of these minutes. 7. Matters Tabled/Deferred/Unfinished Business None 8. Staff Reports None 9. New Business None 10. Closed Session None 11. Adjournment Resolution No. CSC Moved by David Mitchell Seconded by Rick Farrell THAT this meeting of the Corporate Services Advisory Committee be adjourned at 8:00 PM. Resolution CARRIED Page 4

5 Columbaria Rates Jennifer Morawiec Director of Corporate Services / Treasurer Corporate Services Advisory Committee - Monday, August 17, 2015 Background In the 2015 budget, Council approved a pilot project for two forty-eight niche columbaria units which will be installed in the Albert St. Cemetery in late fall. The Columbaria project is intended to be revenue generating with niche sales to cover the capital cost of the units and to generate revenues for the care and maintenance fund. 2 1

6 Columbaria Description Each columbaria unit has 48 niches, 24 per side, with 4 rows of 6 niche per side. 3 Columbaria Description Each niche can accommodate a maximum of two cremation urns. Each niche door is granite and can be engraved. 4 2

7 Columbaria Rates General practice in the market is to set niches rates per row of the columbaria given the top rows are more popular than the bottom rows. As per the Funeral, Burial and Cremation Services Act, 15% of the niche price or $100, whichever is greater, must be contributed to the care and maintenance fund. 5 Columbaria Rates When setting the rates we considered: Market analysis rates from other municipalities Rates compared to other internment options (earth burial, cremation burial) Pilot project Capital cost recovery 6 3

8 Recommended Rates RESIDENTS 48 Niche Columbarium Interment Rights/ Care and Maintenance Level Interment Rights Care and Maintenance (15%) Fee A $1, $ $1, B $1, $ $1, C $ $ $1, D $ $ $ Niche Interments $ There is a 25% additional Non-resident fee 7 Market Analysis Based on the average niche price: City of Owen Sound Municipalit Town of Arnprior y of West Wasaga RESIDENTS Grey Beach Arnprior NON RESIDENTS City of Kawartha Lakes North Perth Township of City of Hudson Niagara City of Timmins City of Brantford City Of Oshawa City of Brampton Town of Prescott Interment Rights $ 1, $ 1, $ 1, $ 1, $1, $ 1, $ 1, $ 1, $ 1, $ 1, $ 1, $ 1, $ 1, $ 2, Care and Maintenance $ $ $ $ $ $ $ $ $ $ $ $ $ $ Opening and Closing $ $ $ $ $ $ $ $ $ $ $ $ $ $ TOTAL $ 1, $ 1, $ 1, $ 1, $1, $ 1, $ 1, $ 1, $ 1, $ 2, $ 2, $ 2, $ 2, $ 2,

9 Rate Comparison - Services Scenarios for Residents and Non-Residents One (1) Adult, summer internment Two (2) Adults, summer internments ONE Resident TWO Residents ONE Non Resident TWO Non Resident Columbaria Niche (1st Level) $ 1, $ 1, $ 1, $ 2, Columbaria Niche (4th Level) $ 1, $ 1, $ 1, $ 1, Earth Burial $ 1, $ 2, $ 1, $ 2, Cremation Burial (flat marker) $ $ $ $ Rate Analysis Overall the rates are in-line with other market comparables and is at the lower end, but will require monitoring to ensure appropriate. Rates are comparable to other internment options available. Rates will help cover capital costs and contribute to the care and maintenance fund for Albert St Cemetery. 10 5

10 Recommendation THAT the Corporate Services Advisory Committee recommend to Council: THAT the User Fees and Charges By-law be amended to include the columbaria rates as presented. 11 Next Steps Notice Period Requirement to provide public notification regarding cemetery rate changes. September - Bring forward to Council a bylaw to amend the User Fees and Charges By-law to include the Columbaria Rates 12 6

11 Questions? 13 7

12 Meal Allowance Review Laura Garbuio Human Resources Officer CSAC Meeting Monday, August 17 th, 2015 Background In 2014 we updated Training policies for both members of Council and Staff. In 2015 we are updating the Expense Policies for reimbursing expenses to members of Council and Staff. With the update to the Expense Policies, one change that staff is recommending is an increase to the current Meal Allowance. 2 1

13 Background Cont d The updated Employee Expense Policy shall be approved as an administrative directive under the Delegation of Authority By-law. The updated Council Expense Policy shall be recommended to Council as a By-law. 3 Background Cont d Both the Employee Expense Policy and the Council Expense Policy include basic administrative housekeeping such as: 1. Clarification of current reimbursement practices (in accordance with the Delegation of Authority By-law); and 2. Updates to the Expense Claim Form, Advance Request Form, Mileage Log. 4 2

14 Discussion Meal Allowance Changes: 1. Staff is proposing going forward that the Meal Allowance be a resolution passed by Council. (Same as the Car Allowance past practice). 2. Staff is recommending an increase to the current Meal Allowance to be in line with market (will discuss this recommendation in the next slides.) 5 Internal Review: Discussion The Town has not increased meal allowances since 1997; Providing competitive internal administrative practices to our employees assists in meeting the Town s Strategic Plan of being a workplace of choice. 6 3

15 Municipality Arnprior Carleton Place County of Renfrew Edwardsburgh Cardinal Mississippi Mills Renfrew Russell Smith Falls Discussion Cont d External Meal Allowance Review Meal Allowance $50 per day (B:$10, L:$15, D:$25)* $75 per day (B:$17, L:$23, D:$35) $75 per day $90 per day $75 per day (B:$15, L:$20, D:$40) Reimbursement provided based on receipts. $70 per day (B:$10, L:$20, D:$40); CAO may approve reimbursement of a greater amount with receipts. up to $80 per day with receipts *B=Breakfast, L=Lunch, D=Dinner 7 Discussion Cont d Federal Employee Meal Allowance: Breakfast:$16, Lunch:$16.60, Dinner:$42.80 or $75.40 per day Recommendation: Staff is recommending the Meal Allowance increase from $50.00 to $75.00 (B: $15, L: $25, D: $35) to be in line with the market. 8 4

16 Recommendation THAT the Corporate Services Advisory Committee recommend to Council: THAT staff be authorized to bring forward a resolution to increase the individual Meal Allowance to Breakfast $15, Lunch $25, and Dinner $35, and a Full-Day Meal Allowance to $ Next Steps With the CSAC recommendation, next Council meeting recommend the Meal Allowance Resolution to Council. 10 5

17 Questions? 11 6