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HomeMy WebLinkAbout07/27/1981 . . . Council Mi nutes Co unci 1 Minutes Newcastle Historical Soci ety 35.60.11. TOWN OF NEWCASTLE July 27 1981 Minutes of a regular meeting of Council held on Monday, July 27 1981 at 9:30 a.m. in Court Room #2 Present were: Mayor Garnet B. Rickard Councillor Ann Cowman Councillor Diane Hamre Councillor Marie Hubbard Councillor Maurice Prout Councillor Bruce Taylor Councillor Edward R. Woodyard Town Clerk, David W. Oakes A 1 so present: Director of Community Services, T. A. Fanning Deputy-Treasurer, K. Campbell Senior Planner, T. Edwards Deputy Director of Public Works, D. Gray Resolution #C-838-81 Moved by Councillor Hubbard, seconded by Councillor Hamre THAT the minutes of a regular meeting of Council held on July 13 1981 be approved as read. "CARRIED" Resolution #C-839-81 Moved by Councillor Hamre, seconded by Councillor Hubbard THAT the minutes of a special meeting of Council held on Monday, July 20 1981 be approved as read. "CARRIED" Resolution #C-840-81 Moved by Councillor Prout, seconded by Councillor Taylor THAT Mr. Keith Barr be heard, with respect to the updating of Council's information, relating to the formation of the Newcastle Historical Society and their efforts in starting a museum in the village. "CARRIED" . . . Agenda Communications Tyrone Community Centre File # 16.6.15 -2- Mr. Barr advised Council, that the Lions Club of Newcastle had secured an agreement with the St. Francis of Assisi Parish to hold the property available to the Historical Society until the end of September 1981. He indicated, that prior to the Society undertaking the museum project, it was necessary to canvass all residents of the village and ascertain whether or not the project would be supported. Additional matters to be determined included development of a budget, interim and ongoing financing, facility maintenance and facility renovation. In conclusion, Mr. Barr indicated, there was a possiblity that Council would be approached to provide interim financing for the project. Resolution #C-841-81 Moved by Councillor Hamre, seconded by Councillor Hubbard THAT Council proceed with the other matters of business on the agenda. "CARRIED" Resolution #C-842-81 Moved by Councillor Prout, seconded by Councillor Taylor THAT Communications to be received for information be approved: I-l Region of Durham re 1981 Final Ontario Municipal Quota Submission for Area Municipalities I-2 Region of Durham re Business Improvement Area, Village of Orono I-3 Minutes of the Clarke Museum and Archives meeting held June 23 1981 I-4 Consumers' Gas re E.B.R.O. 381-1 "CARRIED" Resolution #C-843-81 Moved by Councillor Prout, seconded by Councillor Taylor THAT the Communicatrtons received from the Tyrone Community Centre Boara dated July 13 1981 requesting that Council authorize the sale and serving of alcoholic beverages in the new addition be approved; and further that Mrs. Kathy Wiggans, Secretary, Village of Tyrone Community Centre be so advised. "CARRIED" . . . Council Minutes Annual Mardi Gras Parade File # 10.2.11 Annua 1 Soap Box Derby File #10.2.11 Bowmanville Week complaint File # 10.2.11. Saint Francis of Assisi Church rezoning application File # 60.35.102 -3- July 27 1981 Resolution #C-844-81 Moved by Councillor Prout, seconded by Councillor Taylor THAT the request of the Department of Community Services, Town of Newcastle, dated July 14th 1981 seeking Council's permission to hold the Annual Mardi Gras Parade on Tuesday, August 18 1981, starting at 6 p.m. be approved; and further that both Janice Vivian, Head Playground Supervisor, Department of Community Services and Staff Sergeant J. McGuey, Durham Regional Police Department be so advised. "CARRIED" Resolution #C-845-81 Moved by Councillor Hamre, seconded by Councillor Hubbard THAT the request of the Department of Community Services, Town of Newcastle, dated July 14th 1981 seeking Council's permission to conduct the Annual Soap Box Derby on Simpson Avenue Hill on Wednesday, August 5th 1981 starting at 2 p.m. be approved; and further that both Janice Vivian, Head Playground Supervisor, Department of Community Services and Staff Sergeant J. McGuey, Durham Regional Police Department be so advised. "CARRIED" Resolution #C-846-81 Moved by Councillor Hamre, seconded by Councillor Hubbard THAT the letter dated July 19th 1981, received from Mrs. Miriam Beach, R. R. 1, Hampton, respecting complaints relating to the tractor pull, and assurances given several years ago that trees would be planted and a fence installed, be referred to the Staff Management Committee for study and report. "CARRIED" Resolution #C-847-81 Moved by Councillor Taylor, seconded by Councillor Woodyard THAT the letter from Saint Francis of Assisi Church dated July 24th 1981 respecting the rezoning of Church lands be considered at the time that Item 12 of the Planning and Development Committee's report for the meeting of July 20th 1981 is being considered. "CARRIED" . . . Council Minutes Community Services Committee Reports to be rece i ved for information Planning and Development Committee Brooking rezoning Lot 21 Orono Estates File #16.7.3 -4- July 27 1981 Resolution #C-848-81 Moved by Councillor Prout, seconded by Councillor Taylor THAT the Community Services Committee Chairman's report of meeting held July 20th 1981 be approved, except for Item 1. "CARRI ED" Resolution #C-849-81 Moved by Councillor Prout, seconded by Councillor Taylor THAT Item 1 of the foregoing report be approved. "CARRIED" Resolution #C-850-81 Moved by Councillor Cowman, seconded by Councillor Hamre THAT the Planning and Development Committee Chairman's report of meeting held July 20th 1981 be approved except for Items 1, 2, 6, 7 and 12. "CARRIED" His Worship, Mayor Garnet Rickard declared a conflict of interest with respect to Item 1 and asked Councillor Hamre to take the Chair. Resolution #C-851-81 Moved by Councillor Cowman, seconded by councillor~~~~/ / THAT Item 1 of the foregoing report be approved. "CARRIED" Resolution #C-852-81 Moved by Caoncillor Hamre, seconded by Councillor Hubbard THAT Item 2 of the foregoing report be deleted from the report and referred to the Management Committee of Staff for study and report; and further that pending preparation and submission of a report the appropriate department undertake a clean-up project on the subject lands (Lot 21, Orono Estates). "CARRIED" . . . Council Minutes Wi ggers rezoning Fil e #60.35.101 Wiggers Proposed Site Plan Agreement File # 60.51.001 Saint Franci s of Assisi Chu rch File #60.51.027 Recess -5- July 27 1981 Resolution #C-853-81 Moved by Councillor Prout, seconded by Councillor Taylor THAT Item 6 of the foregoing report be approved. "CARRIED" Resolution #C-854-81 Moved by Councillor Cowman, seconded by Councillor Hamre THAT Item 7 of the foregoing report be approved. "CARRIED" Resolution #C-855-81 Moved by Councillor Hamre, seconded by Councillor Hubbard THAT consideration of Item 12 and the letter dated July 24 1981 from the Saint Francis is Assisi Parish and report #10 of the Planning Department be deferred and dealt with under "Other Business". "MOTION LOST" Resolution #C-856-81 Moved by Councillor Hamre, seconded by Councillor Cowman THAT Item 12 of the Planning and Development Committee be approved and the Clerk directed to advise the Mayor when the Site Plan Agreement is executed by the Diocese in order that a Special meeting of Council might be convened to deal with the matter; and further that the letter dated July 24th 1981 from the Saint Francis of Assisi Parish be received for information. "CARRIED" Resolution #C-857-81 Moved by Councillor Cowman, seconded by Councillor Woodyard THAT there be a ten minute recess. "CARRI ED" Recorded Vote: Councillor Cowman........yea Councillor Hamre.........yea Councillor Hubbard.......yea Councillor Prout........ .Nay Councillor Taylor........yea Councillor Woodyard......yea Mayor Rickard........... . Yea. . . . Council Minutes Review of the Financial and Budgetary Controls File # 10.57.102 -6- July 27 1981 Resolution #C-858-81 Moved by Councillor Hamre, seconded by Councillor Cowman THAT Council convene in Committee of the Whole to review and discuss the report of the Ministry of Municipal Affairs and Housing, Municipal Budgets and Accounts Branch, respecting The Review of the Financial and Budgetary Controls of the Town of Newcastle, dated July, 1981, with the representatives of the said Ministry in attendance to comment on the report. "CARRIED" Recorded Vote: Councillor Cowman........yea Councillor Hamre.........yea Councillor Hubbard.......yea Councillor Prout.........Nay Councillor Taylor........yea Councillor Woodyard......yea Mayor Rickard............yea In attendance representing the Ministry of Municipal Affairs and Housing, Municipal Budgets and Accounts Branch were: Mr. Nevin McDiarmid, Project Leader Mr. Harry Connolly Mr. Gary Michin Following presentation of the report, members of Council asked a number of questions and a summary of the discussion is attached to the minutes for the information of Council and Department Heads. At the conclusion of the discussion period, it was Moved by Councillor Taylor, seconded by Councillor Woodyard THAT the Report of The Review of the Financial and Budgetary Controls of the Town of Newcastle prepared by the Municlpal Budget and Accounts Branch, Ministry of Municipal Affairs and Housing be received, and referred to the Chief Administrative Officer and Staff t1anagement Committee for study and recommendations; on the advisability of phasing and implementing any, or all of the Report's recommendations; the associated costs of adequate staffing and equipment needed in implementing same; and when and where they can be accommodated in budgets. "CARRIED" . . . Council Minutes Committee Rise Actions approved Recess Finance and Administration Committee Deputy Fire Chief File #10.10.100 -7- July 27 1981 Resolution #C-859-81 Moved by Councillor Hamre, seconded by Councillor Hubbard THAT the Committee rise. "CARRIED" Resolution #C-860-81 Moved by Councillor Hubbard, seconded by Councillor Taylor THAT Council approve of the actions taken in Committee of the Whole. "CARRIED" Resolution #C-861-81 Moved by Councillor Cowman, seconded by Councillor Woodyard THAT the Clerk be directed to prepare a letter thanking the Ministry for undertaking the study and commenting favourably on the manner in which the members of the Team carried out the review and its presentation to Council. "CARRIED" Resolution #C-862-81 Moved by Councillor Hamre, seconded by Councillor Taylor THAT there be a ten minute recess. "CARRIED" Resolution #C-863-81 Moved by Councillor Taylor, seconded by Councillor Hamre THAT the Finance and Administration Committee Chairman's report of a meeting held July 21 1981 be approved, except for Items 5, 7 and 9. "CARRIED" Resolution #C-864-81 Moved by Councillor Taylor, seconded by Councillor Hamre THAT the report of the Town Clerk dated July 13 1981 and referred to as Item 5 of the Finance and Administration Committee Chairman's report of July 21 1981 respecting the position description for a Deputy Fire Chief be amended by the addition of the word "incoming" ahead of the word Administrator in the recommendation. "CARRIED" . . . Council Minutes Salaries Sign by- 1 aw File #10.13.101 Rezoning application Fi 1 e #60.35.125 Signing Officers File #10.10.99 Compensation Policy - Non Affiliated staff File #10.10.1 -8- July 27 1981 Councillor Taylor declared a conflict of interest with respect to Item 7 and refrained from voting on the matter. Resolution #C-865-81 Moved by Councillor Cowman, seconded by Councillor Hubbard THAT Item 7 of the foregoing report be approved. "CARRIED" Resolution #C-866-81 Moved by Councillor Hubbard, seconded by Councillor Cowman THAT Item 9 of the foregoing report be approved. "CARRI ED" Resolution #C-867-81 Moved by Councillor Cowman, seconded by Councillor Hamre THAT the Town Clerk's report dated July 27 1981 re application received from Mr. and Mrs. Ross Atkinson for an amendment to the zoning by-law be approved. "CARRI ED" Resolution #C-868-81 Moved by Councillor Woodyard, seconded by Councillor Taylor THAT the Deputy-Treasurer's report dated July 22 1981 designating the holders of certain positions in the Municipality as being authorized signing officers of the Municipality be approved; and further that "the persons holding the position of Mayor, Clerk, Treasurer and Deputy-Treasurer be authorized signing officers for the Corporation of the Town of Newcastle". "CARRIED" Resolution #C-869-81 Moved by Councillor Woodyard, seconded by Councillor Taylor THAT the Town Clerk's report dated July 23 1981 respecting the Compensation Policy - Non-affiliated Staff, be approved. "CARRIED" Recorded Vote: Councillor Cowman........yea Councillor Hamre.........yea Councillor Hubbard.......yea Councillor Prout.........Nay Councillor Taylor........yea Councillor Woodyard......yea Mayor Rickard............yea Council Mi nutes . Emergency Planning Legislation File #10.2.101 Encroachment Chapel Street, Bowmanvi 11. e File #16.34.100 . Ri11. s of Li berty North File #60.46.101 Lease of Park Depot File #68.31.99 . -9- July 27 1981 Resolution #C-870-81 Moved by Councillor Taylor, seconded by Councillor Woodyard THAT the Town Clerk's report dated July 24 1981 respecting the Discussion Paper on Proposed Emergency Planning Legislation be received; and further that the discussion paper be referred to the Management Committee for study and report. "CARRIED" Resolution #C-871-81 Moved by Councillor Taylor, seconded by Councillor Woodyard THAT the Director of Public Works report dated July 24 1981 respecting the encroachment on Chapel Street defined as Part 2 on Reference Plan 10R-1203 be approved; and that the subject parcel be conveyed to the abutting owners for the sum of Seventy-Five dollars plus all other associated costs and fees; and further that Mr. Irwin A. Hamilton, 43 Ontario Street, Bowmanville, Ontario, L1C 2S4, solicitor for the abutting owner be so advised. "CARRIED" Resolution #C-872-81 Moved by Councillor Taylor, seconded by Councillor Woodyard THAT the Planning Department report dated July 24 1981 respecti ng the "Staging Pl an for the Rill s of Li berty North Plan of Subdivision, 18T-77123 be approved; and further that the Developer, East Woodbridge Developments Ltd., 8481 Keele Street, Unit 11. A, P.O. Box 5000, Concord, Ontario be so advised. "CARRIED" Resolution #C-873-81 Moved by Councillor Cowman, seconded by Councillor Hubbard THAT the Director of Community Services report dated July 27 1981 respecting the renewal of a lease with Mr. Harry Locke for a Parks Department Maintenance Depot be approved; and that staff be authorized to prepare a lease agreement respecting the lease of the Park Depot from Mr. Harry Locke; and that the lease be for a term of six (6) months at a cost of $3,900.00 payable monthly from July 1st 1981 to December 31st 1981. That the lease for a term of eighteen (18) months at a cost of $12,600.00. payable monthly from January 1st 1982 to June 30th 1983; . . . C ounci 1 Mi nutes Newcastle Historical Society File #35.60.11. Planning Depa rtment report -10- July 27 1981 and that the Mayor and Clerk be authorized to execute the agreement on behalf of the Town of Newcastle; and further, that Mr. Harry Locke, 73 Simpson Avenue, Bowmanville be so advised. "CARRIED" Resolution #C-874-81 Moved by Councillor Hamre, seconded by Councillor Woodyard THAT Mr. Keith Barr's verbal report on the Newcastle ~lage Historical Society's progress in establishing a museum be received for information. "CARRIED" Mr. Edwards of the Planning Department submitted a verbal report to Council on matters for which information had been sought by members of Council: 1. Report re Orono Estates Cash in lieu payment made in the amount of $10,000.00. Blocks Band C (Valley lands) dedicated to the Municipality. 2. Report re Pits and Quarries By-Law Director of Planning and Town Solicitor have discussed and mutually agreed to defer review of a by-law, pending enactment of new Pits and Quarries legislation. 3. Report re Henderson Rezoning Discussion with Mr. Henderson indicate that he will contact the Town at his convenience. Planning staff have requested that Mr. Henderson arrange an appointment to discuss the matter within the next week. 4. Information re Pro ert t~atter discussed at an "In Camera" meeting Pine Ridge. Mr. Edwards advised that all relevant information had been distributed to members of Council on July 22 1981. Resolution #C-875-81 Moved by Councillor Taylor, seconded by Councillor Hubbard THAT the verbal report presented by Mr. Edwards of the Planning Department be received for information. "CARRIED" Council Mi nutes . 81-89 81-90 81-91 81-92 81-93 81-94 81-95 . 81-96 . -11- July 27 1981 Resolution #C-876-81 Moved by Councillor Hamre, seconded by Councillor Hubbard THAT leave be granted to introduce the following by-laws: 81-89 being a by-law to confirm the proceedings of the Council of the Town of Newcastle at this meeting held on the 20th day of July 1981, 81-90 being a by-law to authorize the entering into an Agreement with G. F. Saller (Salco Sand and Gravel), 81-91 being a by-law to authorize the approval of a Site Plan by the Director of Planning and the Director of Public Works, 81-92 being a by-law to amend Restricted Area By-Law Number 79-44, as amended, of the former Village of Newcastle, 81-93 being a by-law to amend By-Law Number 76-25, as amended, of the Corporation of the Town of Newcastle, 81-94 being a by-law to authorize the execution of a Site Plan Agreement with Graham Rubber Company Limited, 81-95 being a by-law to establish a policy for the compensation for all non-affiliated staff, 81-96 being a by-law to amend Restricted Area By-Law Number 1587, as amended, of the former Town of Bowmanville, and that the said by-laws be now read a first time. "CARRIED" Resolution #C-877-81 Moved by Councillor Hamre, seconded by Councillor Hubbard THAT the second reading of the following by-laws be approved: 81-89, 81-90, 81-91, 81-92, 81-93, 81-94,81-95 as amended, and 81-96. "CARRIED" Resolution #C-878-81 Moved by Councillor Hamre, seconded by Councillor Cowman THAT By-Law 81-95 "being a by-law to establish a policy for the compensation for all non-affiliated staff" be amended by the addition of the following phrase to the heading entitled "SALARIES OUTSIDE THE RANGE": ESTABLISHED DURING THE REVIEW UNDERTAKEN IN 1981. The heading as amended now reads "SALARIES OUTSIDE THE RANGE ESTABLISHED DURING THE REVIEW UNDERTAKEN DURING 1981." "CARRI ED" . . . Council Mi nutes -12- July 27 1981 Resolution #C-879-81 Moved by Councillor Woodyard, seconded by Councillor Cowman THAT Section (iii) (b) be amended by the addition of the fo11.owing statement: "That sections (iii) (a) and (b) shall be in effect only for the year 1981. Section (iii) (b) as amended now reads: "If, as a result of the initial pay survey, some positions are underpaid, salary increases shall be provided retroactively to January 1st 1981 at the revised rate. That Sections (iii) (a) and (b) shall be in effect only for the year 1981." "CARRIED" Resolution #C-880-81 Moved by Councillor Taylor, seconded by Councillor Hamre THAT Section (iv) (c) (d) and (e) be renumbered to read (iv) (a), (b) and (c) and that the words "/her" be added to section (c) following the word "his". Section (c) as amended now reads: (c)"An employee may request a re-evaluation of his/her position which re-evaluation shall be undertaken by the Evaluation Committee in consultation with the employee's Department Head, subject to an appeal to the appropriate Committee of Council." "CARRIED" Recorded Vote: Councillor Cowman.......yea Councillor Hamre........yea Councillor Hubbard......yea Councillor Prout........yea Councillor Taylor.......yea Councillor Woodyard.....yea Mayor Rickard...........yea Resolution #C-881-81 Moved by Councillor Hamre, seconded by Councillor Hubbard THAT the third and final reading of the following by-laws be approved: 81-89, 81-90, 81-91, 81-92, 81-93, 81-94, 81-95 and 81-96. "CARRIED" Council Minutes . Via Rail Servi ce . . -13- July 27 1981 Resolution #C-882-81 Moved by Councillor Taylor, seconded by Councillor Woodyard THAT leave be granted to present the following resolution: WHEREAS there are unconfirmed reports that VIA RAIL SERVICES operating under the Minister of Transport in conjunction with CNR and CPR, plans to drop seventeen (17) lines this fall; AND WHEREAS the dayliner carrying commuters from Havelock to Toronto on the CPR rail lines passing through the Town of Newcastle and stopping for passengers at Burketon and Pontypool, on a daily basisk has been posted with a declaration notice saying that this service will be dropped in the near future; AND WHEREAS this service is being utilized by residents of the Town of Newcastle to commute daily to downtown and suburban Toronto, and to other points in Ontario; AND WHEREAS the coaches are regularly filled to standing capacity; AND WHEREAS the Town of Newcastle has approved certain developments, and approved in principle further developments in the Burketon area needing this rail service for their successful implementation; AND WHEREAS there is a desperate need for economic develop- ment and growth in this part of the Town of Newcastle; AND WHEREAS the ratepayers and users of this service are currently circulating and signing a petition to VIA RAIL SERVICES requesting the continuation and upgrading of this valuable and economical service; NOW THEREFORE BE IT RESOLVED: THAT the Council of the Town of Newcastle, on behalf of the ratepayers and users of this service, hereby petition VIA RAIL for the continuation and upgrading of the dayliner commuter service on the CP Rail line through Burketon in the Town of Newcastle; and BE IT FURTHER RESOLVED: THAT a copy of this resolution, as approved, be forwarded to Federal Transport Minister, Jean-Luc Pepin, Allan Lawrence, M.P., Sam Cureatz, M.P.P., Mr. George Carter of R. R. #2 Blackstock, Ontario and Mr. Jack Sinclair of R. R. #2 Blackstock, Ontario. "CARRIED AS AMENDED" Resolution #C-883-81 Moved by Councillor Woodyard, seconded by Councillor Cowman THAT in addition to the Ministries, M.P.s, M.P.P.s, Boards and Agencies named, the resolution be circulated to the Regional Municipality of Durham and other municipalities and organizations affected by a possible reduction in VIA RAIL Services. "CARRIED" . . . Council Mi nutes -14- July 27 1981 Resolution #C-882-81 as amended now reads as follows: WHEREAS there are unconfirmed reports that VIA RAIL SERVICES operating under the Minister of Transport in conjunction with CNR and CPR, plans to drop seventeen (17) lines this fall; AND WHEREAS the dayliner carrying commuters from Havelock to Toronto on the CPR rail lines passing through the Town of Newcastle and stopping for passengers at Burketon and Pontypool, on a daily basis, has been posted with a declaration notice saying that this service will be dropped in the near future; AND WHEREAS this service is being utilized by residents of the Town of Newcastle to commute daily to downtown and suburban Toronto, and to other points in Ontario; AND WHEREAS the coaches are regularly filled to standing capacity; AND WHEREAS the Town of Newcastle has approved certain develop- ments, and approved in principle further developments in the Burketon area needing this rail service for their successful implementation; AND WHEREAS there is a desperate need for economic development and growth in this part of the Town of Newcastle; AND WHEREAS the ratepayers and users of this service are currently circulating and signing a petition to VIA RAIL SERVICES requesting the continuation and upgrading of this valuable and economical service; NOW THEREFORE BE IT RESOLVED: THAT the Council of the Town of Newcastle, on behalf of the ratepayers and users of this service, hereby petition VIA RAIL for the continuation and upgrading of the dayliner commuter service on the CP Rail line through Burketon in the Town of Newcastle; and BE IT FURTHER RESOLVED: THAT a copy of this resolution, as approved, be forwarded to Federal Transport Minister, Jean-Luc Pepin, Allan Lawrence, M.P., Sam Cureatz, M.P.P., Mr. George Carter of R. R. #2, Blackstock, Ontario and Mr. Jack Sinclair of R. R. #2, Blackstock, Ontario, the Regional Municipality of Durham and other municipalities and organizations affected by a possible reduction in VIA RAIL Services. "CARRIED" . . . Council Minutes Security of Town Buildings Windsweep Farms and Waltonna Park Courtice Heights Storm Drainage Project Special Meeting of Public Works -15- July 27 1981 Councillor Prout requested that Council identify the person that was to occupy the position of Director of Planning. In response, the Chair advised, that Mr. Smith would continue as the Director of Planning for the time being and would also function as Chief Administrative Officer from August 1 1981. Resolution #C-884-81 Moved by Councillor Hamre, seconded by Councillor Prout THAT the security of the various Town buildings be reviewed by the Management Committee of Staff. "CARRIED" Re: Windsweep Farms and Waltonna Park Councillor Hamre inquired as to the status of certain developments proposed for the area of Newcastle Village. In response to the inquiry, Mr. Edwards advised, that the Planning Department had expressed concerns with respect to the long term maintenance required for the developments. As of this point in time, the Town has not taken a firm position regarding ejther of the proposals. Councillor Taylor referring to a memorandum from the Director of Public Works respecting Tenders for Courtice Heights storm drainage projects requested that a Special Meeting of the Public Works Committee be called for August 31st or September 1st 1981 to open tenders for the project. After a brief discussion, it was determined that a special meeting of the Public Works Committee would be held on Monday, August 31st 1981 at 2:00 p.m. for the purpose of opening tenders with respect to the Courtice Heights Storm Drainage project. All members of Council are requested to take note of this date. Resolution #C-885-81 Moved by Councillor Cowman, seconded by Councillor Hamre THAT tenders with respect to the Courtice Heights Storm Drainage project be opened at a Special Meeting of the Public Works Committee to be held on Monday, August 31st 1981 at 2:00 p.m. in the Bell Building; and that the Rules of Procedure be suspended for this tender opening; . . . Council Mi nutes Saint Francis of Assisi Church rezoning Board of Di rectors of A.M.O. Speci a 1 Council Meeti ng -16- July 27 1981 and that two members of staff and one member of Council be designated as a Committee sufficient to open the tenders; and that following the opening of tenders they be referred to staff for review; and further that a report with recommendations on the tenders be presented to Council for consideration at the meeting scheduled for September 8th 1981. "CARRIED" Resolution #C-886-81 Moved by Councillor Hamre, seconded by Councillor Taylor THAT the report from the Planning Department dated July 24 1981, respecting the proposed rezoning and site plan agreement for the Roman Catholic Episcopal Corporation be received for information. "CARRIED" Resolution #C-887-81 Moved by Councillor Woodyard, seconded by Councillor Hamre THAT the report from Mayor Rickard dated July 24 1981 respecting his interest in serving on the restructured Board of Directors of the Association of Municipalities of Ontario (A.M.O.) be approved; and that all members of Council go on record as supporting Mayor Rickard in his efforts to secure a position on the new Board of Directors; and further that the Association of Municipalities of Ontario c/o Mr. Robert E. Rutherford, President, A.M.O., Suite 902, 100 University Avenue,Toronto, Onto M5J lV6 be so advised. "CARRIED" Mayor Rickard requested that all members of Council take note, that a Special "In Camera" meeting of Council win be convened on August 5th 1981 at 9:30 a.m. in Court Room #2 for the purpose of receiving the report of the Consultants with respect to compensation for all non-affiliated staff. . . . Council Mi nutes New Soccer Pitch By-Law 81-97 Adjournment -17- July 27 1981 Resolution #C-888-81 Moved by Councillor Hamre, seconded by Councillor Hubbard THAT the Director of Community Services prepare a report relating to the establishment of the new soccer pitch announced by Councillor Prout; and further that the said report be presented to the Community Services Committee at the next regularly scheduled meeting on September 17th 1981. "CARRIED" Resolution #C-889-81 Moved by Councillor Cowman, seconded by Councillor Woodyard THAT leave be granted to introduce By-Law 81-97 being a by-law to confirm the proceedings of the Council of the Town of Newcastle at this meeting held on the 27th day of July 1981 and that the said by-law be now read a first time. "CARRIED" Resolution #C-890-81 Moved by Councillor Cowman, seconded by Councillor Woodyard THAT the second reading of By-Law 81-97 be approved. "CARRIED" Resolution #C-891-81 Moved tyCouncillor Cowman, seconded by Councillor Woodyard THAT the third and final reading of By-Law 81-97 be approved. "CARRIED" Resolution #C-892-81 Moved by Councillor Cowman, seconded by Councillor Taylor THAT the meeting be adjourned at 5:25 p.m. "CARRIED" David W. Oakes Clerk / / L~ i.... ...., / .. . .z4~~....o ~( l1.juJ.Cd.. , Garnet B. Rickard Mayor .It . . Conrni ttee of the Whole Convened to Review and Consider the Report on the Review of the Financial and Budgetary Control of the To.vn of Newcastle. July 27, 1981. In Attendance: Mayor Garnet Rickard and all menbers of Council. Staff: Mr. T.1\.. Fanning -- Director of Conmunity Services. Mrs. K. Campbell -- Deputy Treasurer. Mr. T. Edwards -- Planner. Mr. D. Gray ----- Deputy Director of Public Works. Mr. D.W. Oakes --- To.vn Clerk. Municipal Budget Accounts Branch, Ministry of Municipal Affairs and Housing: Mr. Kevin McDiarmid, Project Leader. Mr. Harry Connolly. Mr. Gary Michin. Purpose: To consider the report and discuss its contents with the project team; Mr. McDiarmid in his opening remarks stated, that he and rnenbers of the review project team were prepared to respond to any questions posed by menbers of Council and Staff as they might relate to the report and their findings. He indicated further, that the review had been undertaken, and the report prepared in accordance with the tenns of reference established by the To.vn of Newcastle, prior to the Ministry being invited to undertake the review. Generally, Mr. McDiarmid noted, the report reflects conditions in place in the To.vn as of 1981. Fbllowing a recap of the report by Mr. McDiarmid, Mayor Rickard invited the maniJers of Council to direct questions to the project team. Councillor Taylor: On page 5 the report suggests that the budget guidelines are established by staff, not Council. - 2 - July 27, 1981. . Mr. McDiarmid: Budget Guidelines are established by Council, however, there should be specific instructions for staff re- lating to the manner in which the information is to be prepared and utilized during the review process. Councillor Taylor: On page 6 the report states, "ex- penditures that generate offsetting revenues are included in the Fire Depa:rt:lrent but not in the Public Works Depa:rt:lrent.". D:Jes this Irean that miscellaneous expenditures are not being properly identified? and; the back-up material on budget items is not being used? Mr. McDiarmid: Council should look at the back-up material this would assist them in arriving at a decision respecting the various segIrents of the budget as they are dealt with. Councillor Taylor: On page 6, recaIllEndation 5; why establish a separate COlWl1ll in the budget doCUIrent for the purpose of identifying the impact certain ser- vices have on the TCM'Il' s financial operations? . Mr. McDiarmid: Such information would be of use in Ireasuring the deli very of prograJIE and in identifying areas of service which might require adjustIrent in an increase of service caused by an emergency condition. Funds could be reallocated from other areas of the budget if necessary. On page 6, recaIllEndation 1 suggests that the budgetary guidelines would set the priori ties. How do politicians establish these guidelines? Councillor Cowman: Mr. McDiarmid: Guidelines would be established at the tiIre budgets are being prepared. Each depa:rt:lrent should prepare full budget docUIrentation.#Council would establish the budgetary limits and these would be staff's guidelines in preparing the budget. . - 3 - July 27, 1981. . Mr. McDiarmid Con't. Of particular benefit and importance to the preparation of a current budget would be the preparation of a five year capital budget which would identify the To.vn 's goal respecting its conrni tIrent to long range projects. Councillor Hubbard: If each conrni ttee were to Ireet and work out the budgetary requirements for their particular area of responsibility, would this prove to be nnre effective than the current practice; that is of having all budgets reviewed by the Finance and Admin- istration conrnittee? Mr. McDiarmid: Yes, such a system would assist in the processing of the budget. The preparation of a capital budget prior to considering the Annual budget would also assist in establishing a nnre effective process. Mrs. Campbell Deputy Treasurer: This procedure would certainly be of benefit. However, the problem of imple- Irenting the process is significant. There is currently a study in process and it is a matter of determining what can and can't be done; what our :imnadiate needs are and what can be done in the future. . Mr. McDiarmid: It is up to the C.A.O. and DepartIrent Heads to determine the :imnadiate and the long tellll requireIrents of the To.vn and also to establish the tiIrefraIres for impleIrentation. The Finance Depa:rt:lrent has the largest burden. The other De- partIrents will have to establish their priorities. Councillor Hamre: It appears that the irnpleIrentation of the report's recaIllEndations are not a long range program. Can the majority of the recaIllEndations be impleIrented. Mr. McDiarmid: Implementation can take place if staff persons are available to put the pro- graJIE together. It does take tiIre and people. An additional problem here is that there is geographic dislocation and staff is not available to deal with problems as they arise. . . . . - 4 - July 27, 1981. Mr. Michin: There is a need for the TCM'Il to establish priorities and having done so impleIrent them in an orderly fashion. Councillor Cowman: If I read the report correctly it out- lines the need for a personnel officer, a purchasing agent and a person to :iJn-- plement the program. Mayor Rickard: On page three the report identifies the area of focus. The report addresses the need for a C.A.O. and procedures for the orderly approving and paying of accounts. Mayor Rickard noted, that it was 12:10 p.m. and it was; M:wed by Councillor Prout, Seconded by Councillor Taylor that the Conmittee adjourn and reconvene at 1:00 p.m. CARRIED 1: 10 P .nl. the Conrni ttee reconvened; absent were: Councillor Cowman, returned at 2:35 p.m. Councillor Woodyard, returned at 2:25 p.m. Councillor Taylor: The report suggests that staff have a greater opportunity for :iJ1put in the preparation of the budget. Mr. McDiarmid: When the budget is forwarded to the Finance and Administration Conrni ttee Irenbers of staff involved in the bud- get preparation have little opportunity to conrnent. It could be of benefit if each depart- Irent 's budget were reviewed by their respective conrni ttee. Councillor Taylor: What type of policy is contemplated by the report respecting reserve funds? A policy which would identify capital requirements and would prevent the use of funds such as those generated by the Hydro project being used to provide capital assets. Mr. McDiarmid: . . . -5- July 27, 1981. Councillor Taylor: Hydro funds are not reserves. Mr. McDiarmid: It is important to create reserves and establish how much will be in the reserve funds as a matter of policy. The To.vn should avoid using other revenues to keep the taxes dCM'Il. Taxes should be established to Ireet current and long range requirements and should accurately reflect those needs. Councillor Taylor: On page 14, recaIllEndation 3 refers to "variances in the budget"; are you saying there are variances in the budget that Council doesn't see? Mr. McDiarmid: It is possible to have offsetting ex- pendi tures. The reallocation of resources within departIrental budget are not always formally docUIrented and, brought to the attention of CounciL Councillor Taylor: Do you have any idea what figure would be acceptable as a variance in the TCM'Il' s budgets? Mr. McDiannid: You can never know what the variances are, or will be. If they are too high, or too low the C.A.O. should be in a position to explain the variance to Council. Councillor Hamre: The budget printout shows a particular account being overspent in every depart- Irent. Will new procedures prevent this happening in the future? Mr. McDiarmid: Yes. This will be addressed in the new procedure . Councillor Hamre: As an example of areas that can be ad- versely affected by circUIIEtance, I would cite the dust abateIrent program; it was a problem in 1980 and the account was overspent. Mr. McDiarmid: Guidelines would address the manner in which resources are allocated initially and reallocated as required during the year. Councillor Hubbard: How is an equipoont reserve budget es- tablished? The Town has recently pur- chased two vehicles at a cost of $83,000.00 - 6 - July 27, 1981. . and paid for them out of equirxoont re- serves. Where besides through the sale of surplus equirxoont do these funds coma from? Mr. McDiarmid: When the To.vn uses its o.vn equipIrent to perform road repairs, or works subsidized by the Ministry of Transportation and Conmunications the M.T.C. allows the municipality to bill for the use of their o.vn equipIrent. PayIrents are made on that basis and the portion relating to vehicle and equirxoont use are then set aside to provide funds to pay for equipIrent replaceIrent at a later date. Mayor Rickard: The dollars in the equipnent reserve fund comas about as a result of the TCM'Il charging for the use of its CM'Il equipIrent. Replacement of equirxoont is then scheduled on the basis of age, mileage and/or hours of use. Mayor Rickard: I agree with the recaIllEndations listed on pages 10 and 11. Budget approval used to be done at Comni ttee and then forwarded to Council of the Whole where conrni ttee decisions were reviewed and approved. . Councillor Taylor: On page 16, recaIllEndation 1 addresses the need for the developIrent of a five year capital forecast for the municipality. What is your concept of the form and content of the docUIrent? Mr. McDiarmid: -All capital projects should be included in the capital budget; -It should be seen as being a shopping list of the Town's long range needs; -The budget should identify all capital equirxoont replaceIrent, facility projects, etc. -All expenditures and all revenues should be included in the forecast. Fbrecasting through a capital budget insures that the future needs of the Town are recognized and brought on stream in an orderly fashion. Mayor Rickard: There has been a tendency to misuse te= when dealing with budgetary matters. The . . . . - 7 - July 27, 1981. teI'llJ3 need to be redefined: - Capital = project financed over the long tenn. - Finance = projects or activities paid for out of current operating revenues. Mayor Rickard: The Town's proposed Administrative facility is not included in the capital forecast. Mr. McDiarmid: The Regional forecast makes note of the To.vn's facility and the fOrIrer Treasurer Mr. DeGroot has had the Region show $1.8 million in its five year forecast for this purpose. Mayor Rickard: Could the TCM'Il do budget forecasting for current budget purposes, so that except for an inflation factor we could avoid a peaks and valley effect? Mr. McDiarmid: The Ministry did have a three year fore- cast paper and it was sent out to all municipalities. It could be a valuable project. Councillor Hamre: Are you suggesting that reserves should be created to cover all possibilities? Mr. McDiarmid: Five years ago, you should have realized the possibility and developed a reserve account policy. It is important that: (a) you stop making short tenn decisions; and (b) you str)p deferring 'things. Councillor Hamre: A Capital Budget is really a plan for the future. Mr. McDiarmid: Yes. It will identify things that will happen in the future and allow for their ordering in tenns of priority. Councillor Hamre: A Capital Budget will be difficult to establish. Mr. McDiarmid: Yes, initially. It is really a Town projects shopping list. While it might take tiIre to prepare the first tiIre, it is worthwhile and also a good learning process. . . . - 8 - July 27, 1981. Councillor Tayler: On page 24, paragraph one deals with the developIrent of by-laws for approving new staff. This has never been considered. Mr. McDiarmid: By-laws have been passed to establish a position and confinn an appointIrent but, these by-laws have never been in a con- solidated format for ready reference. As a result, it could be implied that Council doesn't know how many people the To.vn employs in all departIrents, or their function. Mr. McDiarmid: The Annual budget should include a state- Irent with respect to the staff complement of each depa:rt:lrent. Councillor Hamre: On page 25, paragraph one refers to the fact that in 1979, 37% of current ex- pendi tures went to staff. D:Jes this Irean salaries only? Mr. McDiarmid: No. This Ireans everything paid to, or paid for employees, i.e. wages, benefits, equirxoont, unifonns where applicable etc. This does not include the cost of pro- viding office space. Mayor Rickard: Administrative staff costs are lower here than a nunber of other municipalities. Mr. McDiarmid: This occurs because SOlIE services are purchased rather than provided by To.vn Staff. Councillor Taylor: On page 28, recanrendation 2 refers to the establishing of expenditure limits, is that correct? Mr. Michin: This recaIllEndation refers to over-ex- pendi tures where the nnney was not au- thorized in advance. Mr. McDiarmid: There should be a mechanism for going to Council for authorization of over- expendi tures . The controlling should occur prior to the ordering of the goods and/or service. Once the order has been placed, the 'Ibwn is obliged to pay the supplier. Councillor Taylor: What about an allocation for emergency purposes? . . . - 9 - July 27, 1981. Mr. McDiarmid: It would be possible to establish an allocation in the C.A.O. 's budget for eIrergency use and define the criteria that would permit the use of such con- tingency funds. Councillor Taylor: On page 28, recomrendation 3 proposes the elimination of the present system of purchasing. Would a single purchase order system work? Mr. Michin: Fbr control purposes it is better and it will work. There is a need to have SOIreone in-house to see that purchases Ireet guidelines. Good control of pur- chasing is necessary. Councillor Hubbard: Would the establishIrent of a central purchasing system inprove the letting of contracts etc.? Mr. McDiarmid: You can establish as tight a control system as you think necessary. Councillor Hamre: To establish a purchasing departIrent would be expensive. Presently, for example, if Public Works orders sOIrething does a copy of the order go to Finance? Mr. Michin: No. Finance does not beCOIre involved until the account is authorized for payIrent. Councillor Hamre: Would a four-part purchase order form help in developing conrni tIrent accounting? Mr. Michin: It would help, but a nuni:ler of other controls on purchasing are necessary. Mr. McDiarmid: lt~uldc;also require .thalt, 'redx;rrdsc6lltrols be established in the Finance DepartIrent. Councillor Hamre: At present the Mayor checks all accounts; he has a heavy work load; if Finance were advised of all purchases would this reduce the Mayor's role? Mr. Michin: No. He checks accounts after the fact. Accounts require checking but not by the Mayor of the rrnmicipali ty, necessarily. This is really a clerical function. - 10 - July 27, 1981. . Councillor Hamre: All purchases are not controlled by a purchase order. If there is no purchase order, who in the administration has a handle on such purchases? Mayor Rickard: These are reviewed after the fact, not before the fact. Mr. Michin: For control purposes there must be ac- countability. A careful purchaser can control the budgetary impact of a purchase by altering the date of purchase to cor- respond to the nnst favourable t~-d;l"l!llle. and avoid either an over expenditure, or a budgetq.ry surplus showing up in the budget reporting system. Mayor Rickard: There is a need to instal a master control system as well as assign the responsibility to a particular location. This would not be difficult to implement. What happens when an employee makes a small purchase? Mayor Rickard: . Mr. McDiarmid: Introduce an open Purchase Order system wi th dollar limits for this purpose at selected establishIrents. Mr. Michin: Or in the al ternati ve use a petty cash vouchering system for small purchases. Mayor Rickard: Hem do you see the Audit Conmi ttee being set up? Mr. Michin: Audit Committee is a private sector term. Such a comnittee in the Town's case would be comprised of: - The Audit partner in charge of the TCM'Il' s Audit function; - The To.vn Treasurer; - one elected member of Council. Mr. McDiarmid: These three people would be fonnally ap- pointed and charged with checking the system and call1Enting on each departIrent~ budgetary activity. Mrs. Campbell: The fonnation of such a conrnittee is expected to be included as a recaIllEndation in the TCM'Il's post-audit letter. It was included last year also. . - II - July 27, 1981. . Councillor Woodyard: Do you feel the present conrni ttee structure is adequate? Mr. McDiarmid: The eJlamination of the TCM'Il's conrnittee structure was not part of the tenns of reference and we are not prepared to corrmmt on it. There being no further questions, Mayor Rickard thanked the project team for their efforts and their attendance. L(Lu'Ju. ,rei/:, ,- David W. Oakes, To.vn Clerk. . cc: Mayor Rickard and all ment>ers of Council and; all Depa:rt:lrent Heads. DW/l .