HomeMy WebLinkAboutTM-121-79 TM-121-79
TO: The Mayor and Members of Council
FROM: A. C. Guiler, Town Manager
DATE: November 2nd, 1979
SUBJECT: Position of Deputy-Clerk/Committee Secretary
At our meeting of February 2nd, 1979 we discussed the above position presently
held by Mrs. Gray and you authorized me to inform Mrs. Gray that this position
would be split in the second half of 1979 and that the necessary by-laws would
be prepared and presented to Council. At that time we also discussed the wages
of the new position of Committee Secretary and based on the Job Fact Sheet
completed by Mrs. Gray a salary was set at $16,210.00 for 1979 which was based
on the premise that Mrs. Gray would hold the position of Deputy-Clerk/Committee
Secretary for the full year. This information was relayed to Mr. McIlroy who
inturn advised Mrs. Gray of the position taken by Council at that time.
On July 23rd, 1979 I presented to Council Report TM-69-79 which was the next
step in the process of setting up the position of Deputy-Clerk which was amended
to having the Deputy-Clerk hired for January 1st, 1980. As a result of this
recommendation being approved by Council, resolution #C-951-79 as amended, Mrs.
Gray was advised by the Town Clerk that the position was going to be split effective
August 30th, 1979 and the by-laws setting-up the position and rescinding the
appointment of Mrs. Gray would be placed on the Agenda of the last Council meeting
in August. The by-law was prepared and presented to Council and defeated on first
reading.
On September 12th, 1979 I received a memorandum from the Town Clerk with a
copy of Mrs. Gray's memorandum addressed to him dated September 5th, 1979 setting
out her concerns and requests, and you will note in the final two paragraphs of
Mrs. Gray's memorandum that she feels that she is entitled to further compensation
for the position of Deputy-Clerk and also asks for additional consideration for
overtime.
With regard to her request for additional compensation, I feel that a decision
made by Council in April 1979 based on Mrs. Gray's job content in the position
of Deputy-Clerk/Committee Secretary is fair and equitable.
In speaking to Mrs. Gray's request for consideration of overtime, I feel that
Council has considered this matter in the Policy for Non-Union employees
and in the case of Administrative Personnel,with the exception of Foremen
and secretarial staff, I feel the policy is fair and equitable and no further
consideration be given in this matter.
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It is my feeling that persons in administration are fully aware at the time of
hire that there is overtime involved in their jobs and I believe that Council
allowing one week in additional vacation for overtime is fair. We all realize
when a policy statement is written no all Members of Staff will be happy, however,
I feel the statement passed by Council is fair and has considered overtime.
With the retirement of Mr. Mcllroy in April 1981 it is imperative that we bring
someone on stream now to familiarize themselves with the background of this
Municipality in order to provide an easy transition into the senior position
of Town Clerk. This will also provide continuity with the Clerk's Department
and lessen the impact of Mr. Mcllroy's retirement.
I feel the Clerk's Department has not in the past been able to carry out some
much needed projects and with the employment of a Deputy-Clerk these projects
would be able to be undertaken. For example, a records maintenance program,
a complete review of the municipality's by-laws should be undertaken. The
implementation of an Administrative Records Maintenance Program would lay the
foundation for years to come. With the incorporation of the four Municipalities
we all realize the difficulties that have been incurred in trying to piece
together actions taken by former Councils and we have found that the present
administration system in the Clerk's Department because of the sheer volume
of work, we have been unable to undertake this kind of project but with qualified
people in the Clerk's Department we will be able to institute such a program that
will benefit the Municipality in future years.
As a result of the action taken by Council we are now in a position that the
authority to advertise for a Deputy-Clerk is no longer in effect and I would ask
Council to give some direction as to what action they wish to take in this
matter in the next few months.
In conclusion, to prepare an efficient administrative framework in this growing
Municipality, I believe that Council should reconsider the actions taken at
the meeting of August 27th, 1979 and the by-law to split this position be passed
and the recommendations in report TM-69-79 be followed.