HomeMy WebLinkAboutADMIN 03-81REPORT TO COUNCIL
CORPORATION OF THE TOWN OF NEWCASTLE
CLERK'S REPORT 3 81
OFFICE OF THE TOWN CLERK
40 TEMPERANCE STREET
BOWMANVILLE, ONTARIO
Ll C 3A6
TELEPHONE 623-3379
Report #9
MEETING OF OCTOBER 5 1981
SUBJECT: Appointment of Confidential Secretary
to the Town Clerk
Our File #10,10,99 By -Law #81-166,
RECOMMENDATION:
It is recommended:.
1. That this report be rece.Cved; and
2. That Mrs. Margaret E. Simpson he confirmed in the
position of Confidential Secretary to the Town
Clerk; and
3, That the by-law attached establishing the position and
defining the responsibi'liti'es be approved.
BACKGROUND AND COMMENTS:
The position of Confidential Secretary to the Town Clerk was
advertised internally during the period September 22nd to
September 25th 1981 inclusive, One application was received
and the applicant interviewed on October lst 1981.
I would advise at this time, that Mrs. Margaret E. Simpson
is the successful candidate, Mrs. Simpson has been employed
as the Switchboard Operator since January 1979, and during
the past several months has undertaken a number of tasks of
a secretarial and clerical nature and performed them most
satisfactorily.
It is anticipated, that Mrs, Simpson will officially commence
her new duties in the Clerk's Department on Tuesday, October 6th 1981..
Respectfully submitted,
kcz,e�, oI.
David W. Oakes, A.M.C.T.
Town Clerk
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REPORT TO COUNCIL - SPECIAL COUNCIL MEETING OF AUGUST 21st, 1981
REPORT: ADMIN. 3-81
RE: Staffing, Confidential Secretary to the Chief
Administrative Officer
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RECOMMENDATIONS:
1. That this report be received for information, and
2. That the position of "Secretary to the Chief Admin-
istrative Officer" be established as described in the
attached job description, and
3. That the attached by-law be now approved to give
effect to recommendation (2) above.
BACKGROUND AND COMMENT:
As members of Council are aware the 1981 Current
Budget includes funds for the creation of a Confidential Secretary
for the Chief Administrative Officer.
Discussions have taken place in the past regarding
the possibility of establishing this position in addition to the
Executive Secretarial position (Mayor's Secretary) already in
existence.
It is recommended that a Confidential Secretarial
position be now established for the following reasons:
1. Administrative matters can be separated for non -administrative
matters (ie; overlapping roles can be avoided.)
2. The recommendations of the Ministry of Housing and Municipal
Officer's Report can be implemented in part by giving some
personnel responsibilities to the proposed new position. These
-2-
2. Con' t.
responsibilities can be expanded in the future.
3. The position can provide additional support for existing
non-union secretarial positions at peak periods (ie; support
for the Clerk's Department and Treasury).
4. The position provides needed support for the Administrator's
position and will allow for a better co-ordination of staff
activities.
It is suggested that this position be rated at salary
grade (5), (similar to the Executive Secretarial position) and
that the Administrator be authorized to hire a Confidential
Secretary according to the attached job description in accordance
with established practice.
Respectfully submitted,
D. N. Smith, M.C.I.P.
Town Administrator