Finance and Administration Committee MINUTES A Finance and Administration Committee was held on Tuesday, June 9, 1998 at 1:30 p.m. in the Committee Room, Shire Hall, The following members were in attendance: Chair Vice Chair Members Mayor, James Taylor Frank Smith Peggy Burris Robert Bell Walter Pulver Paul Morris Other members of Council present: 1. Call to Order Michelle Gilboord Ian Balsillie Ross Cronkwright Bill Barber The Chair called the meeting to order at 1:30 p.m. 2. Deputations Mr. George Devonshire was not present to report on the proposed uses of the former CN Rail line. However, a copy of this report was circulated with the agenda. 3. Petitions There were no petitions. 4. Correspondence " ' 4.1 Request from Ouinte Polonia Heritage for a grant equal to their municipal taxes Bill Barber advised of Ted Kasprzak, Treasurer of the Quinte Polonia Heritage, sending his regrets on not being able to attend this meeting. He spoke to their request contained in Ted Kasprzak s letter dated June 2, 1998. 1
Moved by Walter Pulver, Seconded by Peggy Burris THAT a grant in the amount of $1,300.00 be made to the Quinte Polonia Heritage with the condition that an equal amount be given to one or more of the approved local non-profit organizations receiving grants from the municipality. 5. CAO/Clerk- Richard Shannon 5.1 The CAO requested a motion that Council meet once a month for the months of July and August 1998 on the third Monday of each month rather than the first as stated on the agenda. This would coincide better with rezoning commitments and not conflict with statutory holidays. Moved by Robert Bell, Seconded by Paul Morris THAT Council meet once a month for the months of July and August 1998 only on the third Monday of each of these months. 5.2 The CAO asked for a motion re the municipality retaining a consultant to inventory and provide condition reports on all of the municipal buildings. It was noted that some of this work has been done by staff. Moved by Frank Smith, Seconded by Paul Morris THAT proposals be called for a consultant to inventory and provide condition reports on all municipal buildings. Frank Smith further suggested that a rationalization be carried out to determine which municipal building(s) might be declared surplus. 5.3 Moved by Frank Smith, Seconded by Paul Morris THAT the legal firm of Templemen Menninga Kort Sullivan & Fairbrother be approved as the labour solicitor for the municipality. The CAO was authorized to use his discretion on which solicitor to seek legal advice on from this firm. 6. Human Resources Director- Don Ward 6.1 Don Ward presented a draft policy on staff training and development for the Committee's consideration which would affect all continuous full-time employees and responded to questions from Councillors. THAT the draft policy on staff training and development be approved. 2
Robert Beil commended the Human Resources Director and the CAO for their production of this policy. 6.2 Proposed Draft By-Law for consideration re QMERS The Human Resources Director spoke to this by-law re OMERS (Ontario Municipal Employees Retirement System) which affects all full time continuous employees. The CAO added that this is simply a reaffirmation of the municipality's association with OMERS and the conditions of participation by the employees. Moved by Frank Smith, Seconded by Paul Morris THAT the draft by-law re OMERS be approved. 7. Public Works Director- Steve Carroll 7.1 The Public Works Director spoke to the report provided on the department's proposed organization and the current staff levels circulated with agenda. The Public Works Director was asked by Councillor Smith to re-examine the title of ( "Engineering Technician" from a management standpoint. THAT the adoption of the proposed organization chart of the Public Works Director be approved, with the exception of the title of Engineering Technician pending staffing consultant's review. 7.2 The Public Works Director spoke to memo re Fenwood Water Extension and Ameliasburgh Water System and responded to questions. Moved by Frank Smith, Seconded by Robert Beil THAT it be recommended to Council that the Corporation of the County of Prince Edward commit to proceed with the Fenwood Water extension project as approved by the Province. THAT it be recommended to Council that the Corporation of the County of Prince Edward commit to proceed with the Ameliasburgh system improvements as approved by the Province. THAT the Public Works Director recommend to Council the appointment of a consultant, to a maximum of $5,000 in consulting fees, in regard to the utilization of the Fenwood Garden Water Treatment Plant for the Ameliasburgh Hamlet. 3 V
7.3 The Public Works Director spoke to the memo re Capital Expenditures Restructuring Fund dated June 03, 1998 and responded to questions. Moved by Robert Bell, Seconded by Paul Morris THAT the recommendation of the Public Works Director for the work area for the property services staff to be relocated to the County Storage Yard at Crowe Pit on County Road 1 be approved. 7.4 The Public Works Director spoke to the memo dated June 03,1998 re Budget -- Capital Expenditures Wellington Arena and asked for the Committee's approval of proceeding with the planned expenditures for insulation and siding of the south wall of the Wellington Arena. Cost benefits include improving operating conditions and reduction in the costs of summer hockey operation and provide protection to the existing block wall. Moved by Walter Pulver, Seconded by Peggy Burris THAT the recommendation of the Public Works Director in regard to the capital expenditure for the Wellington Arena be adopted. j Staff were directed to provide an Authorization For Expenditure to the Finance & Administration Committee on this project. The CAO and Treasurer will prepare a report on this project as well as a proposed Authorization For Expenditure form for consideration. 8. Treasurer- Gayle Frost The Treasurer spoke to the following items contained in her report dated June 4, 1998. 8.1 Assessment Roll Delay A report will be forthcoming to the Committee, or Council, once the assessment roll has been received. 8.2 Update of CRF Calculation No action was required but further updates will be forthcoming. 8.3 Request for a Budget Meeting to be held on June 18. 1998 Moved by Paul Morris, Seconded by Walter Pulver THAT a meeting of Council be called to discuss the budget on June 18, 1998 commencing at 9:00 a.m. It was felt important that Council review each budget line item although the assessment tax roll may not be received and the mill rate may not be set. 4
8.4 Municipal Restructuring Fund Projects Moved by Robert Bell, Seconded by Frank Smith THAT the Treasurer be given the authority to proceed with the projects contained in the Treasurer s Report, dated June 04, 1998, concerning municipal restructuring fund projects. 8.5 Computer Hardware Maintenance Contract Moved by Peggy Burris, Seconded by Paul Morris THAT the contract with Ka-Fai Computers for computer and network support not be renewed. 8.6 Glenwood Cemetery Request Moved by Walter Pulver, Seconded by Peggy Burris THAT the further sum of $5,000 be advanced to Glenwood Cemetery. 8.7 Staff Christmas Party THAT the fee of $363.80 for the rental of the Prince Edward Community Centre be waived to allow staff to hold a Christmas Party on December 12 th, 1998. 9. Business Referred from Committees and Council Nil. 10. Business Arising from Previous Minutes 10.1 The CAO/Clerk provided the history of a Councillor appointment to the Picton B1A Board of Management and advised of speaking with Robert Rutter in this regard. Moved by Paul Morris, Seconded by Frank Smith THAT Robert Rutter be appointed as Council representative to the Picton BIA Board of Management. 10.2 The CAO/Clerk in providing an update on the possible sale of the former Sophiasburgh Municipal office indicated that three real estate agents were contacted and two provided quotes on commissions, Century 21 (5%) and Royal Lepage (6%) and asked for direction on an appraisal. 5 v
Moved by Peggy Burris, Seconded by Robert Bell THAT an appraisal report be obtained from Joe Harvey, at a minimum cost of $250.00 + GST, for the former Sophiasburgh Municipal Office. 11. New Business 11.1 Paul Morris asked for consideration of the banning of skateboarders on Main Street. 11.2 A short discussion was held on the organization of the Council package and the confusion when additional items are presented at the Council meetings. No action was taken. 11.3 The Committee directed staff to develop a Council remuneration policy and a policy of absenteeism. 11.4 The request from the Hospital Auxiliary for the waiving of fees for use of the arena for a blood donar clinic was referred to the Recreation and Culture Committee for consideration. 11.5 The Committee determined to review the auditor proposals at the July Committee meeting. 11.6 The possible modification of access to the Committee Room will be discussed at a future Committee meeting. 12. Other Business Motion by Walter Pulver, Seconded by Robert Bell THAT a grant in the amount equal to $1,000.00 be made to the Consecon Legion with the condition that an equal amount be given to one or more of the approved local non-profit organizations receiving grants from the municipality. 13. Adjournment Moved by Paul Morris, Seconded by Frank Smith THAT the Finance & Administration Committee adjourn at 4:30 p.m. and meet again on July 14, 1998. 6 w
) K : i U Finance & Administration Committee Summary of Actions from June 09, 1998 Meeting 1. Bill Barber advised of Ted Kasprzak, Treasurer of the Quinte Polonia Heritage, sending his regrets on not being able to attend this meeting. 3. Moved by Waiter Pulver, Seconded by Peggy Burris THAT a grant in the amount of $1,300.00 be made to the Quinte Polonia Heritage with the condition that an equal amount be given to one or more of the approved local non-profit organizations receiving grants from the municipality. Moved by Robert Bell, Seconded by Paul Morris THAT Council meet once a month for the months of July and August 1998 only on the third Monday of each of these months. f 4. Moved by Frank Smith, Seconded by Paul Morris THAT proposals be called for a consultant to inventory and provide condition ( reports on all municipal buildings. 5. Frank Smith further suggested that a rationalization be carried out to determine which municipal building(s) might be declared surplus. 6. Moved by Frank Smith, Seconded by Paul Morris THAT the legal firm of Templemen Menninga Kort Sullivan & Fairbrother be approved as the labour solicitor for the municipality. The CAO was authorized to use his discretion on which solicitor to seek legal advice on from this firm. 7. THAT the draft policy on staff training and development be approved. 8. Moved by Frank Smith, Seconded by Paul Morris THAT the draft by-law re OMERS be approved. 9. THAT the adoption of the proposed organization chart of the Public Works Director be approved, with the exception of the title of Engineering Technician pending staffing consultant's review. 7
10. THAT it be recommended to Council that the Corporation of the County of Prince? Edward commit to proceed with the Fenwood Water extension project as approved ( by the Province. 11. THAT it be recommended to Council that the Corporation of the County of Prince Edward commit to proceed with the Ameliasburgh system improvements as approved by the Province. 12. THAT the Public Works Director recommend to Council the appointment of a consultant, to a maximum of $5,000 in consulting fees, in regard to the utilization of the Fenwood Garden Water Treatment Plant for the Ameliasburgh Hamlet. 13. Moved by Robert Bell, Seconded by Paul Morris THAT the recommendation of the Public Works Director for the work area for the property services staff to be relocated to the County Storage Yard at Crowe Pit on County Road 1 be approved. 14. Moved by Walter Pulver, Seconded by Peggy Burris THAT the recommendation of the Public Works Director in regard to the capital expenditure for the Wellington Arena be adopted. 15. Staff were directed to provide an Authorization For Expenditure to the Finance Sc Administration Committee on this project. The CAO and Treasurer will prepare a report on this project as well as a proposed Authorization For Expenditure form for consideration. 16. Moved by Paul Morris, Seconded by Walter Pulver THAT a meeting of Council be called to discuss the budget on June 18, 1998 commencing at 9:00 a.m. 17. Moved by Robert Bell, Seconded by Frank Smith THAT the Treasurer be given the authority to proceed with the projects contained in the Treasurer's Report, dated June 04, 1998, concerning municipal restructuring fund projects. 18. 19. Moved by Peggy Burris, Seconded by Paul Morris THAT the contract with Ka-Fai Computers for computer and network support not be renewed. Moved by Walter Pulver, Seconded by Peggy Merri3 ~ THAT the further sum of $5,000 be advanced to Glenwood Cemetery. 8
20. THAT the fee of $363.80 for the rental of the Prince Edward Community Centre be waived to allow staff to hold a Christmas Party on December 12 th, 1998. 21. Moved by Paul Morris, Seconded by Frank Smith THAT Robert Rutter be appointed as Council representative to the Picton BIA Board of Management. 22. Moved by Peggy Burris, Seconded by Robert Bell THAT an appraisal report be obtained from Joe Harvey, at a maximum cost of $250.00 + GST, for the former Sophiasburgh Municipal office. 23. Paul Morris asked for consideration of the banning of skateboarders on Main Street. 24. The Committee directed staff to develop a Council remuneration policy and a policy of absenteeism. 25. The request from the Women s Institute for the waiving of fees for use of the arena for a blood donor clinic was referred to the Recreation and Culture Committee for consideration. 26. The Committee determined to review the auditor proposals at the July Committee meeting. 27. The possible modification of access to the Committee Room will be discussed at a future Committee meeting. 28. Moved by Walter Pulver, Seconded by Robert Bell THAT a grant in the amount equal to $1,000.00 be made to the Consecon Legion with the condition that an equal amount be given to one or more of the approved local non-profit organizations receiving grants from the municipality. 29. The Finance & Administration Committee will meet again on July 14, 1998. 9 I