FINANCE & CORPORATE SERVICES SECTION COMMITTEE AGENDA. COMMITTEE ROOM, TOWN HALL, TUESDAY, AUGUST 7, 2007, 8:30 a.m.

Transcription

1 FINANCE & CORPORATE SERVICES SECTION COMMITTEE AGENDA COMMITTEE ROOM, TOWN HALL, TUESDAY, AUGUST 7, 2007, 8:30 a.m. Page 1. CALL TO ORDER 2. IN-CAMERA ITEMS i) Convene in Closed Session THAT in accordance with the Town of Penetanguishene Procedural Bylaw , the Finance and Corporate Services Section move into an in-camera session to discuss matters of litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board and the receiving of advice that is subject to solicitor-client privilege including communications necessary for that purpose ii) Arise from Closed Session THAT the Finance and Corporate Services Section rise from incamera session with/without a report 3. MINUTES 4-5 i) Minutes from the July 17, 2007, Finance & Corporate Services Section Meeting Recommendation: THAT the minutes be adopted as printed. 4. NEW BUSINESS 6-7 i) Flag Protocol - Town of Penetanguishene Municipal Buildings Recommendation: That Finance and General Government Section recommend to Council that the Flag Protocol for Town of Penetanguishene Municipal Buildings be adopted. Page 1 of 21

2 Page 4. NEW BUSINESS 8-9 ii) Report from the Town Clerk & CAO Re: Municipal Website - Proposal to proceed with iweb Recommendation: That Finance & Corporate Services Section recommend to Council that the Town purchase the icompass iweb program at a total cost of $3,000 plus an annual fee of $2500; with the understanding that staff will negotiate with icompass to pro-rate a portion of the cost to the 2008 budget. 5. FINANCIAL 6. TRAINING AND DEVELOPMENT 10 i) Request by Carmen Gignac and Angie Peters to attend the "Municipal Health and Safety 2007 Conference," in Toronto from October 1st to 3rd. Registration: $1,378, material fee and taxes included, Accommodation: $900, Mileage: use town vehicle, Meals: reimbursement with meal receipts. Recommendation: For approval 7. REPORTS FROM COMMITTEES 1. Penetanguishene Police Services Board 2. Huronia Airport 8. TOWN HALL EXPANSION PROJECT i) Minutes from the July 20, 2007, Town Hall Expansion meeting Recommendation: Receive for information ii) iii) Contemplated Change Order #5 - REVISED - Concrete & Asphalt Recommendation: For approval Change Order 6 - Council Chamber carpet Recommendation: For approval Page 2 of 21

3 Page 8. TOWN HALL EXPANSION PROJECT iv) Change Order Index - Dated July 5, 2007 v) Cash Allowance Summary - Dated July 5, 2007 Recommendation: Receive for information 9. UNFINISHED BUSINESS 10. QUESTION PERIOD FROM MEDIA AND PUBLIC 11. ADJOURNMENT Page 3 of 21

4 FINANCE & CORPORATE SERVICES SECTION MINUTES Committee Room, Town Office - Tuesday, July 17, :30 a.m. In Attendance: Councillor D. La Rose, Councillor K. Mackie, Mayor A. Dubeau, C. Tobey, E. Rath Absent: J. Schaefer, A. Peters, P. Ryan 1. CALL TO ORDER The meeting was called to order at 8:37 a.m. 2. MINUTES i) Minutes from the July 3, 2007, Finance & Corporate Services Section meeting 3. NEW BUSINESS Action: That the minutes be adopted as printed. i) Approval of Accounts paid for June 2007 Action: Approved. ii) AMO/LAS Moving Ahead with Closed Meetings Investigator Program Action: Received for Information. Additional details will be forthcoming. iii) Report on the Funds Allocated to the School Safety Program Action: Section received the report for information. iv) Report from the Municipal Law Enforcement Officer's re: 2nd Quarter of 2007 Report Action: Section received the Municipal Law Enforcement Officer's Page 1 of 2 Minutes from the July 17, 2007, Finance & Corporate Services... Page 4 of 21

5 report regarding activities for the second quarter of 2007 and directed that the report be circulated to the members of Council for information and filed. The reduction in complaints from 2007 to 2006 was noted. v) Letter to Pamala Pauze re: Lands Behind her Property at 50 Wozniak Road Action: The Clerk was directed to give Notice of Intent to surplus and sell. 4. TOWN HALL EXPANSION PROJECT i) Information re: Administration Building Addition and Renovations Action: The C.A.O. reviewed the colour board and indicated the location of all finishes. Section requested that the C.A.O. review the tile selection in the foyers and the flooring in the Council Chambers. Diagrams of the mill work layouts were displayed. ii) Municipal Administation Building Cash Allowance (Spec. Section 01020) - Summary (Revised March 22, 2007) Action: Received for Information. A change order is forthcoming for additional work required in the pier process. iii) Minutes of Construction Meeting Penetanguishene Town Hall - June 22, 2007 Action: Received for Information. 5. QUESTION PERIOD FROM MEDIA AND PUBLIC 6. ADJOURNMENT The meeting adjourned at the hour of 9:15 a.m. RECORDING SECRETARY Page 2 of 2 Minutes from the July 17, 2007, Finance & Corporate Services... Page 5 of 21

6 Flag Protocol - Town of Penetanguishene Municipal Buildings The Corporation of the Town of Penetanguishene will fly its flags on Town premises on a permanent basis, and on a temporary basis to mark special occasions. At Town facilities where flag poles are not present there shall be no requirement to install poles or fly flags. Flag-raising ceremonies enhance public awareness of activities such as national days, multicultural events, and fund-raising drives. They encourage support from members of the public, and benefit and enrich the community. A flag raising is the ceremonial raising of a flag that can occur with or without an accompanying ceremony. Positioning of two flags where one flag is Canada s In a horizontal position, when standing facing the flags, Canada s flag is on the left and the other, whether it is a national or sub-national flag, is on the right. In a vertical position, Canada s flag is flown in the top of position. Positioning of three flags where one flag is Canada s, one is Ontario s and one is the Municipality In a horizontal position, when standing facing the flags, Canada s flag is in the centre, Ontario s flag is to the left and the municipal flag is to the right. In a vertical position, Canada s flag is flown in the top position, followed by Ontario s flag and then the Municipal flag. Positioning of flags reflecting proclamations or special events In all circumstances flags reflecting proclamations or special events shall be flown in the lowest position under Canadian, Provincial or Municipal flags. Positioning of flags of other levels of governments In all circumstances the order of the flags shall reflect the hierarchy of the levels of government being represented. Lowering of flags to half mast The half-masting of flags is a well-established custom demonstrating collective respect and sorrow in the event of death. Flags shall be flown at half-mast from the time of notification of death up to and including the day of the funeral. The position of the flag when flying at half-mast will depend on its size, the length of the mast and its location; but as a general rule, the centre of the flag should be exactly half-way down the mast. On occasions requiring that one flag be flown at half-mast, all flags flown together should also be flown at half-mast. Flags will only be half-masted on those flagpoles fitted with halyards and pulleys. In situations where flagpoles do not have halyards, whether affixed permanently to horizontal or angled poles or otherwise, flags will not be half-masted. In all circumstances, the Mayor of The Corporation of the Town of Penetanguishene, or his/her designate, shall direct the lowering of the flags. Flags may be lowered under the following circumstances: - The death of an immediate member of the Royal Family, and a current or former Governor General, Prime Minister, Lieutenant Governor of Ontario, or Premier of Ontario. - The death of a current or past Member of the Council of The Corporation of the Town of Penetanguishene - In cases of lives lost while working for The Corporation of the Town of Penetanguishene - As a result of other tragic events in the Town of Penetanguishene. - Any other person whom it is desired to honour. Disposal of Flags When a flag becomes tattered and is no longer in a suitable condition for use, it should be destroyed in a dignified way by burning it privately. Discretionary Provisions The Mayor of The Corporation of the Town of Penetanguishene shall have complete discretionary authority related to the raising and/or lowering of flags on municipal property and any other provision of this policy. Flag Protocol - Town of Penetanguishene Municipal Buildings Page 6 of 21

7 Flag Protocol - Town of Penetanguishene Municipal Buildings Page 7 of 21

8 Council Report COMMITTEE: COMMITTEE CHAIR: SUBJECT: Finance and Corporate Services Section Councillor Dan La Rose Municipal Website Proposal to Proceed with iweb RECOMMENDATION: That Finance & Corporate Services Section recommend to Council that the Town purchase the icompass iweb program at a total cost of $3,000 plus an annual fee of $2500; with the understanding that staff will negotiate with icompass to pro-rate a portion of the cost to the 2008 budget. INTRODUCTION Currently the Town s website is created and maintained using Hotbanana Virtual Town Hall Software supplied through a joint County of Simcoe, CGK Technologies & municipal partner relationship. As of December 31, 2007, licensing agreements for our current website software, Hotbanana, will expire. The County of Simcoe, through a request for proposals process, has retained Stellent Inc. as the new website/content management software for the County and the area municipalities. ANALYSIS On June 26, 2007, the C.A.O. and Town Clerk attended an information session at the County on the new Stellent product. The Stellent product was less user friendly than we would have liked to see. Changes to the site set-up and the structure of pages are difficult and the Town website would likely require some form of technical support on an ongoing basis. There are virtually no off-the-shelf tools built into the Stellentsystem and configuration will be required by the members to re-establish the functionality of the original Virtual Townhall software system. As Section is aware, the municipality purchased the icompass suite of municipal management products, eagenda, FilePro and Action Items in icompass also has a website/content management product, iweb, which was not purchased at that time due to our existing commitment with the County for web software. The Town Clerk and C.A.O. had demonstrations of the iweb software. The iweb solution was user friendly and comes with various built in tools such as job postings, news, newsletters, business directory, etc. This product would integrate with our e-agenda and FilePro system eliminating any risk of software incompatibilities. Staff is recommending that, rather than migrate to the Stellent software, we purchase the iweb product at this time. The leading reasons for choosing icompass iweb as our solution are as follows: A higher degree of Functionality over other suppliers News, Newsletters, Quick Links, Success Stories, Polls, Business Cards, etc More user friendly for Content Management Updating shorter learning curve = quick adoption. Less intensive and less complicated than alternate offerings meaning little or no I.T. department involvement. Unlimited user support in the maintenance agreement personal assigned Customer Support Report from the Town Clerk & CAO Re: Municipal Website - Pro... Page 8 of 21

9 Representative One integration point for all icompass Components future enhancements and features will be all encompassing Single Source Supplier Benefits one bill, one point of contact, streamlined interactions. Proven track record with icompass other products and Customer satisfaction and service 2 nd to none. Correct tools for Content Management based on our feedback from all other icompass customer in our membership. Our staff have been trained, and are using, the eagenda and FilePro programs. The basic functionality of all of the icompass products is similar which would assist in training for the iweb product. Regardless of the software the Town choses we will be in a position of having to migrate data to a new site. Since the purchase of the icompass products, eagenda, FilePro and Action Items, in mid 2006, we have received unlimited support from icompass staff. We have been impressed with the products and with the service. We can expect this support to continue with the iweb software. Any ideas we have submitted to improve the products, either for ease of use or for efficiency, have been very well received. icompass, over the year we have been a client with them, have had regular program releases and updates, regular training sessions and outstanding support. As the Town evolves, we hope to see development of an intranet to allow both Council & staff equal opportunity to access resources and information in a timely manner. We would also like to see individual pages created for our committees and maintained by committee members. The icompass product supports these future initiatives well, particularly with the easy integration from our e-agenda and action item programs. The implementation of the new website will be a cooperative effort between the Clerk s office (agenda, file management, Council/Committee information) and the C.A.O. s Office (corporate Communications, website maintenance and economic development ) with the Community Development Coordinator to act as the project lead. BUDGETARY IMPLICATIONS There is $2500 included in the 2007 budget for website use. The total annual cost for the iweb program is a $3000 one time fee and a $2500 annual fee. icompass is prepared to pro-rate the annual fee to coincide with our December 31 st year end to defer 2008 costs until in that year. RISK MANAGEMENT There are no identified risk management issues. Prepared by: Carey Tobey, Town Clerk and Eleanor J. Rath, C.A.O. Meeting Date: August 7, 2007 Report from the Town Clerk & CAO Re: Municipal Website - Pro... Page 9 of 21

10 CONFERENCE/SEMINAR REQUEST NAME OF EMPLOYEE: Position: Carmen Gignac & Angie Peters Health and Safety Committee Members SEMINAR/CONFERENCE: Municipal Health and Safety 2007 Conference (Additional information is available) SPONSORED BY: Municipal Health and Safety Association LOCATION: Toronto, Ontario DATE(S): October 1 to 3 rd, 2007 REGISTRATION FEE: $1378 taxes included OTHER COSTS WITH ESTMATES: Accommodation: $900 Mileage: Use Town Vehicle Meals: reimbursement with meal receipts Material Fee Included The reason for attending the seminar/conference: As Health and Safety Committee members this seminar has relevant topics that are in relations to the Town s Health and Safety Practices. Other conference/seminar attended this year: COMMENTS OF DEPARTMENT HEAD: 1. This conference/seminar is relevant to the employee s work because: It is relevant due the role of the co-chair to the committee. 2. Budget Consideration: This would come from the Health and Safety Committee Budget 3. Other Comments: RECOMMENDED BY SECTION: Y/N DATE: Comments by Section: Reviewed by Finance and General Government Section Y/N Date: Recommendation: Request by Carmen Gignac and Angie Peters to attend the "Mun... Page 10 of 21

11 Minutes from the July 20, 2007, Town Hall Expansion meeting Page 11 of 21

12 Minutes from the July 20, 2007, Town Hall Expansion meeting Page 12 of 21

13 Contemplated Change Order #5 - REVISED - Concrete & Asphalt Page 13 of 21

14 Contemplated Change Order #5 - REVISED - Concrete & Asphalt Page 14 of 21

15 Contemplated Change Order #5 - REVISED - Concrete & Asphalt Page 15 of 21

16 Contemplated Change Order #5 - REVISED - Concrete & Asphalt Page 16 of 21

17 Contemplated Change Order #5 - REVISED - Concrete & Asphalt Page 17 of 21

18 Change Order 6 - Council Chamber carpet Page 18 of 21

19 Change Order Index - Dated July 5, 2007 Page 19 of 21

20 Cash Allowance Summary - Dated July 5, 2007 Page 20 of 21

21 Cash Allowance Summary - Dated July 5, 2007 Page 21 of 21