HomeMy WebLinkAbout84-11
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THE CORPORATION OF THE TOWN OF NEWCASTLE
BY -LAW 84- 11
being a by-law to authorize the execution of an
amending Agreement with the Corporation of the
Town of Newcastle and Her Majesty The Queen in
right of the Province of Ontario as represented
by the Minister of Municipal Affairs and Housing
THE COUNCIL OF THE CORPORATION OF THE TOWN OF NEWCASTLE HEREBY ENACTS
AS FOLLOWS:
1. THAT the Mayor and Clerk are hereby authorized to execute on
behalf of the Corporation of the Town of Newcastle, and seal with
the Corporation's Seal, an Agreement between Her Majesty The Queen
in right of the Province of Ontario, as represented by the Minister
of Municipal Affairs and Housing and the said Corporation, dated
the 3/sf day of -:!O-hGlCtrY 1984, in the form attached hereto
as Schedule "X".
2. THAT Schedule "X" attached hereto forms part of this by-law.
By-law read a first time this 23rd day of January
By-1 aw read a second time this 23rd day of January
1984.
1984.
By-law read a third time and finally passed this23rd day of January
1984.
Clerk
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SG~ecl.MLt \\ X~'
t-1INISTRY OF MUNICIPAL AFFAIRS AND HOUSIm
AMENDIN.3l\GREFl-1E.:NT
THIS I\GREEMENT ma:le in triplicate this 3/ day of J(i,,~ . 198'1.
BE1WEEN: HER ~1AJES'lY 'I'HE QUEEN, in right of
the Province of Chtario as
representErl by the Minister of
~lunicipal Affairs and Housing,
hereinafter referroo to as the
"Province" ,
OF '!HE FIRST PART,
AND:
'!HE 'la'l\l OF N&lCAS'.l'LE, hereinafter
referred to as the "Municipality",
OF THE SECCND PART.
WHEREAS by Pgreement dated the 10th day of January, 1983, a copy of
which is hereto attached am marked as Appendix "A" and hereinafter
called the "h::Jreanent", it was a:Jreed by the parties thereto that the
Municipality undertake or have undertaken a Project to up1ate canputer
service, financial and tax systans under the Pr0\7ince's .Municipal
Action '85 pt'o:Jram1
M"D ~"HEREAS it has been GrJreed that an a'iditional one Thousarrl
Ibllars ($1,000.00) be awarded to the lVlunicipalitY1
NCW 'IHEREFORE \fI,7I'lNESSETH tIEAT in consideration of the premises and
covenants containe:i therein the parties belOW' a:iree as follows:
1. '!hat the ~reement between the Ministry of Municipal Affairs and
Housi~J am the Town of Newcastle dated the 10th day of January,
1983, be CItlended in the followirg manner:
'That paragraph 3(b) of the Agreement be amended so
that it row reads:
"(b) The Pr0\7ince may make a payment of $4,500 to
the t1unicipality as soon as may conveniently
be done after the signiOJ of this Agreement."
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2. 'lbe said Agreanent subject to the lfixNe ooted anerdnent is hereby
<Dntinued uIXXl the same terms am coo:Utions as originally set out
therein.
IN WI'ThlESS WHEREOF Mr. Alec Trafford, Director, Municipal
ManagEment ~licy Branch, has, on behalf of the Minister of Municipal
Affairs arx3 HousiD;;J on behalf of the PrOl/lnce of Q'ltarlo hereunto set
his hand, and the Mayor am the Clerk on behalf of the MWlicipality,
have hereunto subscribed their signatures.
SIGNED, SEALED AND DELIVERED)
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IN THE PRESENCE OF:
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On beha f 0 M1n1ster of
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APPENDIX "A"
File: 10402/304/002
MINISTRY OF MUNICIPAL AFFAIRS AND HOUSING
MUNICIPAL ACTION '8.5 AGREEMENT
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This AGREEMENT made in triplicate this 10th day of January, 1983.
BETWEEN:
HER MAJESTY THE QUEEN, in right of the
Province of Ontario as represented by the
Minister of Municipal Affairs and Housing,
hereinafter referred to as the "Province",
OF THE'FIRST PART,
ANO:
Town of Newcastle, hereinafter referred to as
the "Municipality",
OF THE SECOND PART.
WITNESSES THAT
WHEREAS the Province wishes to assist Ontario municipalities under its
program "Municipal Action '85" by funding individual municipal initiatives aimed
at increasing productivity, improving cost effectiveness, and refining staff
expertise;
AND WHEREAS the Municipality wishes to participate in the program.
AND WHEREAS the Municipality by by-la~ No. 83-8 passed on the 10th
day of January, 1983, has authorized the Mayor and the Clerk of the said
Municipality to execute this Agreement on behalf of the Municipality;
NOW THEREFORE WITNESSETH that the Parties agree as follows:
1. The Municipality shall undertake or have undertaken the Project,
hereinafter referred to as the "Project" to ,update computer service,
financial and tax systems, in accordance with Schedule "A" attached hereto
and forming part of this Agreement.
2. The Project shall be completed on/or before the 31 st day of July, 1983,
hereinafter referred to as "the completion date", unless extended, up to a
maximum period of six months, by mutual consent of both parties. A
penalty of 10% reimbursement of funds to the Province may be imposed by
the Province, if this condition is not met.
3. (a)' The Province agrees to contribute to the actual cost of the Project,
the sum of Three Thousand and Five Hundred ($3,.500).
(b) The Province may make a payment of $3,.500 to the Municipality as
soon as may conveniently be done after the signing of this Agreement.
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(c) In the event that the Project is not undertaken, the Municipality
agrees to return all monies advanced by the Province, in accordance
with this section.
(d) In the further event that the Project although undertaken, terminates
prematurely for any reason, including termination by the Province in
accordance with section 8; the Province, taking into account all the
appropriate circumstances, may determine, in its absolute discretion,
that a portion of its payment to the Municipality shall be returned by
the Municipality to the Province. The Municipality agrees to
forthwith make such repayment to the Province.
4. The Municipality shall provide the Province with a statement certified by
the Treasurer, setting out in such detail and in such form as the Province
may direct, the Project costs incurred or paid by the Municipality in
carrying out the Project. The Municipality shall also provide to the
Province invoices and receipts regarding such costs, if so requested by the
Province.
5. The Province or its agents may attend any meeting related to the Project
and for that purpose the Municipality shall advise the Province of the time
and place of all meetings in sufficient time to facilitate attendance.
6. The Municipality shall at all times permit all staff or agents of the Province
to inspect any component of the Project. The Municipality shall also submit
to the Province progress reports at such intervals as the Province may
require.
7. All data, working papers and other documents prepared for or by the
Municipality in connection with this Project, including the documentation,
manuals or reports provided for in Schedule "A", shall be and remain the sole
property of the Municipality. However, the Province shall at all times,
after the completion of the Project and in consultation with the
Municipality, have the right to publish or otherwise disseminate any such
documentation, manuals and reports, except for documentation, manuals or
reports which the Municipality is prohibited by any agreement to which it is
a party, from publishing or otherwise disseminating.
8. The Province may at any time, by written notice of at least seven days to
the Municipality, suspend or otherwise terminate this Agreement.
9. Any notice herein provided for or given hereunder if given by the Province
to the Municipality shall be sufficiently given if mailed to the Municipality
by prepaid registered post addressed to it at:
Town of Newcastle
40 Temperance Street
Bowmanville, Ontario
Ll C 3A6
10. Any notice herein provided for or given hereunder if given by the
Municipality to the Province shall be sufficiently given if mailed to the
Province by prepaid registered post addressed to:
Director or Acting Director
Municipal Management Policy Branch
Ministry of Municipal Affairs and Housing
3rd Floor, Mowat Block
Queen's Park
Toronto,Ontrio
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11. Any notice deemed to have been given on the date of mailing. Either the
Province or the Municipality may at any time give notice in writing to the
other of any change of address of the party giving such notice and after the
giving of such notice the address therein specified shall be deemed to be the
address of such party for the giving of such notice thereafter.
IN WITNESS WHEREOF Mr. Alec Trafford, Director, Municipal Management
Policy Branch, has, on behalf of the Minister of Municipal Affairs on behalf of
the Province of Ontario hereunder set his hand, and the Mayor and the Clerk on
behalf of the Municipality, have hereunder set their hands.
SIGNED, SEALED AND DELIVERED )
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ON BEHALF OF. NISTER OF
MUNI . FAIRS AND HOUSING
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'0 BEHALF OF THE MUNICIPALITY
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CO(~ORATION OF THE TOWN OF NE'ASTLE
~J41
<<I TEMPERANCE STREET
BOWMANVILLE. ONTARIO
l1C 3046
TELEPHONE 623,3379
Report to the Mayor and Members of Council for the meeting held on December 14th,
1981.
Report Number:
Subject:
TR-I03-81
Updating of the Computer Service
Recommendation:
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It is respectfully recommended that:
1. The Treasurer be authorized to negotiate an agreement with Real
Time Data Pro Limited for the updating of the Town's computer service
with the institution of an on-line computer service; and
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2. The costs for such a change in the computer service be included in th
1982 budget as follows: Capital Purchases and Installation $33,060.00
and 1982 Estimated Operating Costs $50,800.00.
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Background and Comment:
In 1979 the Town of Newcastle made its first step into the use of computer
technology for the processing of its accounting records. This system enabled the
administration to handle the growing volumne of financial transactions.
Since that time computer teChnology has made great advances and the Town
should now take the next step in its logical progression towards a modern financial
information system.
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The system which we recommend to Council can meet the present information
needs of the Town on a more timely basis. Unlike, t~e present system, the on-line
system will provide monthly financial statements of the position of the Town. In
addition it is a system which has the capability to provide future management systems
for the Town ie: Maintenance Management System and Recreation Registration System.
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TR-I03-81
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The biggest step forward will be the on-line availability of financial
information which would be as up to date as the latest postinqs to the accounts.
This would provide much better information for decision making and analysis of
the Town's financial status. In the area of taxes receivable, this system would
provide current information to the taxpayers on a much more timely basis than is
presently available. The information on the taxes can be accessed by roll number,
name, address, part of a name or by account number and be readily available on a
screen for review in moments. If desired, the information can be transferred to hard
copy on our premises through the Matrix printer.
The use of the video display units should reduce the need for the large
volumne of paper which we presently process monthly. Through a system of security
codes, the information available for viewing by anyone person may not necessarily
be able to be accessed by that person for updating. All accounting entries would
be processed through Treasury, which would have the highest security clearances.
let Eventually, all departments could be hooked up by telephone lines to the Treasury
department and through their video display terminals have access to the most up to
date information on their accounts.
In selecting this particular computer system, we reviewed several options
including two basic 4 systems, and I.8.M. system and another outside data service.
The greatest flexibility can be found in the in-house mini-computer systems. This
option would require a temperature-humidity controlled atomosphere to operate proper1y~
also, most probably anaddtional staff person who was moderately well versed in
computer programming. We feel it would be foolhardy to go into an in-house system
without the aforementioned assets in place. These systems would require an outlay of
approximately $120,000.00 for the software and hardware plus the necessary facilities
and manning.
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Since the Town is unable to provide the necessary facilities and staffing
at this time, the on-line system which has the ability to meet both present and
future needs for at least a three to five year time horizon is the best option.
Recent discussions with Real Time Data Pro Limited indicate that
implementation and testing could commence in early January 1982 with full imp1ementatio
in February 1982.
Respectfully submitted,
~::rC~:B,com.,
Treasurer.
14 12 81
R81-DP-1
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Schedule "A"
On-Line Computer Costs
1982 Capital Costs
Equipment Purchase
1 Communication Controller
3 Video display units
I'Matrix Printer
2 Modem
2 Video display units & Lookup
(if required)
Installation costs
(wiring)
Software costs
1982 Operating Costs
Telephone Communication costs
Processing Costs
Taxes/Tax Billing
General Ledger
Equipment Maintenance
Purchase new forms
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December 14, 1981
$8090.
6420.
4550.
4000.
5000.
$28060.
1000.
4000.
33060.
$7800.
23500.
12000.
4500.
3000.
$50800.
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Schedule "B"
1982 Operating Costs
Telephone Communication Costs
$650./month
Processing Costs
Taxes - m line chanees
- software charges
- report printing
- billing
General Ledger
- software charges
- accounts payable
- general ledger processing
- report printing
Equipment Maintenance
- monthly charges
Purchase New Formes
- receipts, tax
certificates etc.
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11000.
2400k-
4500.
5600.
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December 149 1981
$7800.
23500.
3000.
16001fl\t
3900.
3500. 12000.
4500.
3000.
$50800.
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