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REPORT
General Purpose and Administration Committee
Meeting: File#
Date: February 7 1994 Res. # � f� -L -c(4
Report##: ADMIN_ 1-94le#: Hy-Law#
Subject: Status Report of Economic Development Activities
Recommendations:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. That Administrator's Report ADMIN. 3 - 94 be received;
2. THAT the actions identified in the table which forms the body of Report ADMIN.
3 - 94 be endorsed; and
2. That the Economic Development Liaison Team be provided with a copy of Report
ADMIN. 3 - 94.
REPORT:
At the meeting held on December 13 1993, Council passed the following resolution #C-
8.58-93:
That the correspondence dated December 1, 1993, from Michael Patrick, Chairman,
Economic Development Liaison Team, requesting a Status Report of the Economic
Development Activities, be received and forwarded to the Acting Chief
Administrative Officer for review and preparation of a report to be submitted to the
General Purpose and Administration Committee; and
That Michael Patrick be advised of Council's decision.
1101
PAPER AE."TAE
Ill S IS PR EFTED P1 RECYCLED PAPER
In accordance with the above resolution, the attached table identifies the recommendations
and indicates the actions taken to date by the appropriate staff.
As Council is aware, the leaving of the Chief Administrative Officer and the delay in the
hiring of the Economic Development Officer has resulted in some unavoidable delays in
actions taken in response to the recommendations made through Report PD-44-93.
However, as the table reflects,a significant number of resolutions have been acted upon and
have been incorporated into the administrative or operative functions of the Municipality.
The table also identifies the fact that some of the recommendations have been an ongoing
practice of the Municipality and staff commend the Mayor's Task Force for identification
of these same topics that have been the focus of staff's attention in cost effective service
provision.
Mr. Todd Letts, the newly hired Economic Development Officer, has had an opportunity
to review Report ADMIN. 3 -94 and he looks forward to adding his own unique style to the
economic development focus for the Municipality.
It is respectfully recommended that the actions taken to date and the proposed future
responses to the recommendations on the table included in ADMIN. 3 - 94 be endorsed.
=Marano,
., ons. B.Sc., A.M.T.C.,
Treasurer/Acting Chief Administrative Officer
MAM:nof
att.
Att.
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ADMIN„ 3 - 94
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1. That the Chief Administrative Officer be To be addressed in the staff
directed to develop a program of Staff training in development program included
customer service and to report back including in the 1994 budget in
suggestion of a Corporate Mission Statement. conjunction with the
"Excellence In Service"
approach to Municipal service
established over the past four
years.
2. That the Director of Planning and The Director has advised that
Development proceed to co-ordinate among all the project has not been started
departments and to prepare a booklet on the as this is a large undertaking
Development Process, requirements, guidelines requiring very significant staff
and standards. This booklet should be organized time. Planning staff are
so that the pending name change will not require a extremely busy at present with
complete re-write. the Official Plan, but will add
this project to their list of
priorities. The Director will
liaise with the EDO as required
in the preparation of this
booklet.
3. That the Director of Planning and The Director has advised that
Development proceed to set target dates for staff have established target
various types of standard building permit dates for a few months now
applications. and are monitoring their
performance. He intends to
That the Director also prepare a suitable format to report to Council in the spring
track and report these target dates. when he has accumulated
sufficient time to assess these .
target dates.
4. That all Department Heads and all staff deal This has been and will continue
with Commercial and Industrial applications as top as an ongoing administrative
priority. policy and priority.
S. That the By-law Enforcement Officers take the The Clerk indicated that this is
necessary steps to enforce the Town's Property an ongoing administrative
Standard By-law and other applicable by-laws with policy.
the objective of improving the visual appearance of
all industrial areas with the co-operation of the
property owners.
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ADMIN„ 3 - 94
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6. That Council's previous position with respect to Council passed Resolution #C-
Highway 407 and the technically preferred routes 439-93 at its meeting held on
for both Highway 407 and the Connecting Link be June 14 1993.
referred to the Council meeting of May 31 1993. Refer to Attachment #1.
7. That the Treasurer liaise with the Fair Tax The Fair Tax Commission was
Commission to investigate the possibility of contacted and staff were
adjustment, if any, to the Provincially governed advised of their Report to be
assessment process. released in January 1994, which
would address the assessment
process. Treasury Dept. will
report to Council in the near
future on the extent of the
changes proposed through the
Fair Tax Commission Report.
8. That the Chief Administrative Officer take all Work on Committee Room #2
necessary actions to establish an Economic is in progress and should be
Development Office in committee Room #2 on complete by February 1994.
the ground floor of the Municipal Administrative Refer to Attachments #2 and
Centre by September, 1993; and #3.
That the proposed budget referred to in Table 1 of
Report PD-44-93 not exceed $20,000. These
proposed changes will be brought as a report to
Council for approval.
9. That Recommendation No. 9 pertaining to a No action required
one-time kick-off reception and the Tourist
Information Centre, be deleted.
10. That Ontario Hydro be requested to create a Correspondence sent by CAO
floral garden and welcoming sign including annual May 20 1993. Ontario Hydro
maintenance responsibility, on the south side of responded and postponed
Highway 401 on the hill at Darlington Generating consideration of project. Refer
Station. This display must consider the proposed to Attachment #4.
name change.
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ADMIN_ 3 - 94
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11. That the Chief Administrative Officer refine The 1994 budget preparation
the five-year operating plan and capital program as will continue to incorporate this
part of the annual budgeting exercise. The goal direction. Effective reduction
will be to control cost and take steps to reduce the has been achieved over the past
operating budget. two years by the reduction in
Provincial and other revenue
combined with maintaining a
municipal tax impact of 1.4% in
1992 and -0.05% in 1993 while
municipal non-controllable
costs (hydro, etc.) have been
increasing and roads and
parklands have been added to
maintenance and construction
expenditure requirements.
12. That the Phase I Implementation Program Recommendation #8 addresses
contained in Table 1 of Report PD-44-93 be Table 1, item #10
revised as follows: (Item #10 and #11) not to (construction). Refer to
exceed $20,000. Furthermore, Item #13 and #19 Attachment #2 for complete
must be co-ordinated to coincide with the name costs for furniture and
change. The exact budget will be brought to construction within the
Council for approval. allocations of $20,000 for
construction and $20,000 for
office furniture, equipment and
computer requirements. Table
1, item #13 re brochure, to be
co-ordinated by E.D.O. Table
1, item #19 re advertising of
name change complete as of
July 1 1993.
13. That the Phase 2 Implementation Program 1995, 1996 and 1997 budget
contained in Table 2 of Report PD-44-93 be tabled discussions will address Phase
for future budget discussions. 2. Refer to attachment #5 -
Table 3.
14. That Council approve the contracting of an Mr. Todd Letts, Economic
Economic Development Officer effective Development Officer
September 1993 for a period of one year. This commenced employment on
position will be reviewed as part of the annual January 4 1994.
budgetary process. The position will be at level 14
non-affiliated staff.
ADMIN 3 - 94
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15. That the budgetary requirements contained in 1994 and future budget
Table 3 of Report PD-44-93 for Economic deliberations. Refer to
Development for 1993 be approved as revised; and Attachment #5 - Table 3.
That the future (1994-1997) budgetary forecasts be
considered as part of the Council's budgetary
process.
16. That effective immediately the following Administrative and budgetary
functions be transferred from the Planning and functions have been reallocated
Development Department as follows: as recommended.
a) By-Law Enforcement and Parking
(Enforcement Function only) to Clerk's
Department;
b) Parking lot, meter, signage, equipment
maintenance, etc., to Public Works Department;
c) Animal Control to Community Services
Department; and
d) School crossing guard request and need study
to Public Works Department.
It is understood that these organizational changes Staff of the Planning and
will not result in any promotions or Development department are
reclassifications resulting in salary increases either aiming towards delivery of the
through grid changes or pay equity issues. The Official Plan in the fall of 1994.
intent in reducing the workload in the Planning
and Development Department is to facilitate the
following changes:
Spreading the responsibility throughout the
organization to accommodate the economic
challenge within existing staff levels;
To allow the official plan process to be completed
by September, 1994; and
To allow the position of Economic Development
(currently in Planning and Development) to be
assigned to the CAO/EDO activity reporting to the
CAO.
17. That Recommendation No. 17 pertaining to No action required.
the salary range of the Economic Development
Officer be deleted.
18. That Recommendation No. 18 pertaining to a No action required.
separate title of Director of Economic
Development be deleted.
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ADMIN, 3 - 94
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19. That effective immediately the Chief The recommended change was
Administrative Officer will temporarily carry the put into practice until the CAO
additional title of Director of Economic left the municipality.
Development. This will empower the CAO/EDO Subsequently Council hired an
to allocate the necessary resources as may be EDO with employment to
necessary to prioritize commitments of time and commence January 4 1994.
money, subject to Council approval.
20. That the Chief Administrative Officer will This is an ongoing
commit such time as necessary to actively support administrative practice. In the
and promote this important new priority. In the absence of a full-time CAO the
absence of the CAO, the Treasurer will assist with Treasurer has been assigned
the daily administrative matters reporting to the the duties and responsibilities
CAO. of the office as Acting Chief
Administrative Officer.
21. That the Chief Administrative Officer with A statement of goals and
responsibilities for Economic Development will objectives is being prepared by
bring forward a strategic plan by September 1993. the EDO for the consideration
The plan will identify among other issues: of Council. In addition, an
Current Businesses - how to support and retain; update on the "Approach
Business Organizations - targeted segments of Outline for Economic
related area strengths: Agriculture, Resource Development" submitted to
Industries, Auto Industry, Transportation, Tourism, Council previously by the EDO,
etc. will be provided on a semi
annual basis.
22. That the Chief Administrative Officer/EDO These are ongoing
will form strategic alliances and networks. administrative duties which will
Establish function working partnerships with a be carried out by both the
community wide base of contacts not limited to the CAO and the EDO. Specific
following suggestions: strategies to accomplish some
-the Mayor's Task Force or similar representatives of these recommended
of the business, commercial, unions, agricultural, networks will be addressed by
institutional organizations, the local media as well the EDO in his submission and
as MP's and MPP's, will form part of his action plan
-Provincial Economic Organizations; for Economic Development.
-Greater Toronto Area Participants;
-Regional Economic Development; and
-Chamber of Commerce and BIA groups.
ADMIN 3 - 94
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23. That the Chief Administrative Officer/EDO be The EDO will address this
directed to bring to Council monthly activity recommendation through the
reports. The intent is to monitor results; a action plan and/or his goals and
suggested list is not limited to the following: objectives statement with
-Inquiries handled; specifics on an effective
-Contact made with existing business visits; reporting mechanism to keep
-Contacts made with new opportunities; Council informed of the
-Follow-up strategies and results; activities relating to Economic
-Functions attended and planned (ie Montreal or Development.
Las Vegas etc.);
-Number of contacts made at Trade Shows or
other events;
-Current industrial Commercial Assessment base
(monthly tracking);
-Building Permits Issued, etc. and
-Newspaper and media reports (Clipping or
reports) of how we are being seen in the market.
All members of Council must be kept informed of
current activities. The confidential nature of
some inquiries must be respected by Council.
Any failure of this confidence places the entire
Council and administration at risk.
24. That the Chief Administrative Officer follow Name of Town of Newcastle
up immediately with the Province to establish the changed to Municipality of
status of the name change and report back to Clarington effective July 1
Council. 1993.
25. That the Chief Administrative Officer be Privatization of services
directed to complete a Privatization Feasibility continued in 1993 with the
Study which includes innovative approaches and contracting out of grass cutting.
report back to Council before the end of 1993. Contracting of functions such
as garbage collection, snow
removal, engineering design,
etc. have been in place for a
number of years. Contracting
out of projects or functions will
continue to be explored on a
cost/benefit basis through
future budget discussions. It is
therefore recommended that a
feasibility study is not required
at this time.
' ADMIN_ 3 - 94
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26. That the Chief Administrative Officer be Staff have contacted members
directed to contact the Mayor's Task Force for the of the Mayor's Task Force and
purpose of reviewing their proposal on Total obtained information which has
Quality Training and report back to Council. been incorporated into the
1994 program for staff
development.
ATTACHMENT #1 TO REPORT —
ADMIN_ 3 - 94
Council Minutes - 7 - June 14, 1993
COMMUNICATIONS
D - 8 Resolution #C-438-93
D - 9
Moved by Councillor Hannah, seconded by Councillor O'Toole
St. Marys
Cement Application THAT the correspondence dated May 31, 1993, from D.F. and M.N. Lomas and
Drain West Side the correspondence dated June 2, 1993, from David Ashcroft, regarding St.
Creek Marsh Marys' Cement application to drain the west side creek marsh, Bowmanville,
E05.ST be*received and referred to the Planning and Development Department to be
included in their review of this matter.
"CARRIED"
MOTION
NOTICE OF MOTION
Resolution#C-439-93
Highway 407 Moved by Councillor Hannah, seconded by Councillor O'Toole
1. THAT the previous position of Council on the proposed Highway
407, be rescinded, and
2. THAT the Council of the Town of Newcastle endorse in principle
the proposed technically preferred route of Highway 407 up to and
including the connecting link to be located between Bowmanville
and Courtice, commonly known as the Courtice link between
Highway 401 and the proposed Highway 407.
"CARRIED LATER IN THE MEETING"
(SEE FOLLOWING MOTION)
Resolution#C-440-93
Moved by Councillor Hannah, seconded by Councillor O'Toole
THAT the foregoing Resolution#C-439-93 be divided to allow for consideration
of paragraph 1 and 2 separately.
"CARRIED"
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Paragraph 1 of Resolution#C-439-93 was then put to a vote and and
CARRIED.
Paragraph 2 of Resolution#C-439-93 was then put to a vote and CARRIED
ON THE FOLLOWING RECORDED VOTE:
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® ATTACHMENT ##2 TO REPORT
ADMIN„ 3 94
THE CORPORATION OF THE TOWN OF NEWCASTLE
Memorandum
To:
Mayor Hamre and Members of Council
From: Lou Ann Birkett, Purchasing and Supply Agent
Date: January 24, 1994
Subject: ECONOMIC DEVELOPMENT OFFICE -
CONVERSION OF MEETING ROOM #2
For information purposes, the following is an update to the schedule and pricing indicated in my
memo dated January 13, 1994.
.Total Pending
Expended
Construction $18,000.00
- carpet
- moveable wall
Furniture $ 6,300.00
-2 desks
- 1 chair
- 1 credenza.
- 1 table
Furniture $2,900.00
- secretarial chair
- 2 filing cabinets
- computer. table
Misc. Office Equipment $ 500.00
- calculator
- desk accessories etc.
Computer Equipment $8,886.00
- Laser Printer
- Two Computers
- Corel Ventura Publisher
- Node License
- Cable Instal. Parts/Labour
- Modem - Telebit
Total Expended $24,300.00 *Budget - Construction $20,000.00
Total Pending $12,286.00 Furn./Fix. $20,000.00
Total Cost $36,586.00 l $40,000.00
*Per PD-44-93 as amended.
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It is anticipated that conversion of the room will be completed by January 31, 1994.
Should there be any questions or concerns, please contact me.
Yours truly,
Lou Ann Birkett, A.M.C.T.(A)
Purchasing and Supply Agent
LAB*ld
cc: Marie Marano,Treasurer/Acting Chief Administrative Officer
Joe Caruana, Director of Community Services
1112
THE CORPORATION OF THE TOWN OF NEWCASTLE
Memorandum
To: Mayor Hamre and Members of Council
From: Lou Ann Birkett, Purchasing and Supply Agent
Date: Fred Horvath, Facilities Manager
Subject: January 13, 1994
ECONOMIC DEVELOPMENT OFFICE
For information purposes, please be advised of the following schedule and pricing of the
conversion of meeting Room #2 for the Economic Development Office.
Supplier/Contractor Detail Approx. Approx. Delivery
Price Date
Gerr Construction -supply & install carpet $13,000.00 -to commence
-external sprinkler system w/o Dec. 27/93
-provide new lighting fixtures -to complete
-lower ceiling approx Jan. 15/93
Mayhew Peterson -install moveable fabric $5,000.00 -w/o Jan. 24/93
covered wall for office (floor
to ceiling) and door
-office chair $1,000.00 w/o Feb. 21/93
SCI -office furniture $6,300.00 w/o Jan 17/93
TOTAL $25,300.00
Note, as the original estimate for the work to be completed by Gerr Construction was
estimated to be under $10,000.00, Council approval for this award was not obtained.
However, as time was of the essence, it was decided to issue one order for the complete
construction as well as the carpeting, which brings the total amount over $10,000.00
(normally $10,000.00 requires Council approval only - not a tender). As the Economic
Development Officer is to commence work on January 3, 1994, and as there are no
additional Council meetings scheduled until that date, a purchase order has been issued.
It is anticipated that the project will be substantially completed by the end of January.
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'. ATTACHMENT #3 TO REPORT
ADMIN„ 3 — 94
TABLE 1
Phase One (1993-94) Implementation Program
COST
Department/ ONE TIME COST ANNU�COST
Account Origin of
Task I Number Recommendation 1M7F1994A 1993 1994
1. Customer Service C.A.O. Chait's Report & $ 5,000 $ 5,000
training Task Force Report
2. Develop corporate C.A.O. Chait's Report & No Cost
mission statement Task Force Report
3. Prepare booklet for Planning Chait's Report $ 5,000
development
application
4. Set target date for Planning Chait's Report and No Cost
building permit Task Force Report
5. Treat industrial/ All Chait's Report and No Cost
commercial projects Departments Task Force Report
as top priority with
multi-department
team approach
6. Enforce Property Planning Chait's Report No Cost
Standard By-law in
industrial area
7. Install signage at 7710-X-520 Chait's Report and $ 20,000
entrance of Task Force Report
industrial park and
entrances to Town
8. Examine feasibility Treasury Chait's Report and No Cost
of reducing Task Force Report
business tax
9. Participate in GTA Economic Chait's Report and No Cost
Economic Development Task Force Report
Development
initiatives
10. Establish an C.A.O. Chait's Report $ 30,000
Economic
Development office
11. Furniture and 7710-X-0506 Staff $ 20,000
equipment for new
office
12. Hiring an 7710-X-0001 Chait's Report and $ 25,000 $ 45,000
Economic Task Force Report
Development
Officer
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® ATTACHMENT #4 TO REPORT
ADMIN„ 3 e 94
THE
iTOWasle
ONTARIO
May 20, 1993
Mr. A. G. Holt
Station Manager
Darlington Nuclear Generating Station
P.O. Box 1000
Bowmanville, Ontario
L1C 3W2
Dear Mr. Holt:
Re: Economic Develo ment - Town of Newcastle
As you are aware, the Council of the Town of Newcastle appointed
a Mayor's Task Force on Economic Development in 1992 . Since that
time, the Task Force has been studying ways of attracting new
businesses to the Town of Newcastle and encouragi
presently located here to remain. ng those
At the meeting held on April 26 1993, Council adopted numerous
recommendations related to this matter, part of reads as follows:
"THAT Ontario Hydro be requested to create a floral garden
and welcoming sign including annual maintenance
responsibility, on the south side of Highway 401. on the hill
at Darlington Generating Station. This display must
consider the proposed name change; "
In order to address this resolution of Council, I would
appreciate exchanging some ideas . Would you please call my
office so that a convenient time can be arranged.
Yours truly,
Lawre E. Rotseff
Chief A inistrative Officer
1116
CORPORATIOM nr Tum n j
COUNCIL INFORMATION
4111
Q�
JUN 18 11 50 Ali '93
Box 1000, Bowmanville, Ontario Ll C 3W2
DIST UTION
June 4, 1993 CLERK .M- ----------
ACK. By
Mr. Lawrence E. Kotseff
Chief Administrative Officer
Corporation of the Town of Newcastle
40 Temperance Street
Bowmanville, Ontario
L1C 3A6
Dear Mr. Kotseff:
Re: Economic Development Town of Newcastle
Your request that "Ontario Hydro create a floral garden and
welcoming sign including annual maintenance responsibility on the
south side of Highway 401 on the hill at Darlington Generating
Station" has come at a time when Ontario Hydro is in the midst of
restructuring. The aim of restructuring the Corporation is to
control costs to the electricity users of Ontario.
If we succeed in making electricity rates competitive with other'
energy sources once again, economic development throughout Ontario
will be stimulated.
In this context, we must postpone consideration of your request
until the structure of Ontaro Hydro's Nuclear Business is in place
and consideration can be given to the priority of your request in '
a revised Darlington budget. I will place this issue before the
new management team at Darlington headed by Bob Strickert,
Director Darlington.
A.G. Holt
Station Manager
Darlington Nuclear Generating Station
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® ATTACHMENT #5 TO REPORT
ADMIN, 3 - 94
TABLE 3
Budgetary Requirements for Economic Development
1993 - 1997
Description 1993 1994 1995 1996 1997 I
Cost related to works to be performed by the C.A.O. office 35,000 5,000
Cost related to works to be performed by C. Services Dept. ' 30,000 80,000 80,000
Cost related to works to be performed by Planning Dept. 5,000
Economic and Tourism Budget
FAccount No. Description
7710-X-0001 Salary Benefit 25,000 50,000 138,000 146,000 154,000
7710-X-0101 Office Supplies 2,000 2,000 2,500 2,500 2,500
7710-X-0110 Film, Photos 1,000 1,000 1,000 1,200 1,200
7710-X-0164 Trade Shows, Events 13,000 11,000 11,000 13,000 13,500
7710-X-0203 Postage 3,000 4,000 4,000 5,000 5,000
7710-X-0205 Printing, Reproduction 36,500 16,500 18,500 14,500 14,500
7710-X-0209 Advertising and Promotion 30,000 50,000 15,000 20,000 20,000
7710-X-0230 Membership 500 500 1,000 1,000 1,000
7710-X-0231 Conference __ __
7710-X-0232 Travel Expense 2,000 3,000 4,000 4,500 4,500
7710-X-0233 Staff Training __ __ __
7710-X-0299 Miscellaneous 3,500 3,500 3,500 4,000 4,000
7710-X-0403 Transfer to Reserve __ __ __ __
7710-X-0506 Furniture/Equipment 20,000 -- 8,000 -- --
7710-X-0520 Capitals -- 27,000 10,000 -- --
Total Economic Development & Tourism 136,500 168,500 216,500 211,700 220,200
Grand Total L201,500 178,500 296,500 211,700 300,200
1 Community Services Department will be charged with the responsibility of
implementing beautification projects at selected 401 interchanges. Cost of
these projects could be built into Economic and Tourism Budget Account
7710-X-0520 (Capital).
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