Loading...
HomeMy WebLinkAboutFinance and Administration Advisory Board 1988 ~ , C-l the metropolitan toronto and region conservation authority minutes FINANCE & ADMINISTRATION ADVISORY BOARD 2-MARCH-1988 #1/ 88 The Finance & Administration Advisory Board met at the Authority Office, 5 Shoreham Drive, Downsview, on Wednesday, March 2, 1988, at 1:30 p.m. PRESENT Chairman Gordon Patterson Members Catherine Dowling Brian Harrison William Kelly Richard O'Brien Joyce.Trimmer ABSENT Members Clarence W. Jessop Robert S. Gi llespie Eldred King MINUTES Res. #1 Moved by: Brian Harrison Seconded by: Richard O'Brien THAT the Minutes of Meeting #6/87 be approved. CARRIED. ROLE OF THE AUTHORITY'S AUDITOR Mr. Colin Lipson, C.A. , Partner, of the firm Clarkson Gordon, gave a brief overview of the principal objective of the Auditor and the steps taken to achieve it, from the initial discussion with Authority staff in September of each year to set up a tentative strategy to provide the assurances required by the Authority. In October, staff of Clarkson Gordon performs tests to evaluate internal controls and transactions. At the year-end, inventory counts are attended, and towards the end of January, Authority staff will have prepared the first draft of the set of Financial Statements. At that point, the auditors perform the year-end tests of the existence of liabilities and assets. This brings the audit function to the point of presenting the statements to this Board. Res. #2 Moved by: William Kelly Seconded by: Joyce Trimmer THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT the report on the role of the auditor be received. CARRIED. 1987 AUTHORITY FINANCIAL STATEMENTS Mr. Lipson presented the 1987 Financial Statements to the Board. Res. #3 Moved by: Brian Harrison Seconded by: Catherine Dowling THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT: (1) A Major Maintenance Reserve be established, and that staff report to the Board on a policy and program for administration of funds placed in and expended from this reserve; C-2 -2- (2) The transfer of funds into and fcom the reserves during 1987, as outlined in in Statement 3 of the Financial Statements, be approved; (3) The 1987 Audited Financial Statements, as presented, be approved, signed by the Chairman and the Secretary-Treasurer of the Authority, and distributed In accordance with Section 39 (3) of the Conservation AuthorIties Act. CARRIED. 1987 FINANCIAL PROGRESS REPORT NO. 4 Financial Progress Report No. 4 was presented, describing budgetary varIances as of December 31, 1987. Res. #4 Moved by: Brian Harrison Seconded by: William Kelly THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT Financial Progress Report No.4, dated December 31, 1987, be received. CARRIED. 1988 BUDGET The General Manager informed the Members that because Provincial grant information was received on the morning of this meeting, the Budget as presented to the Board requires amendments. The necessary changes will be made and presented to the Executive Committee at its meeting to be held on Friday, March 11, 1988. Res. #5 Moved by: Brian Harridon Seconded by: Richard O'Brien TAAT the 1988 Operating and Capital Budget, as submitted to Meeting #1/88 ~f the Finance & Administration Advisory Board on March 2, 1988, be reviewed by staff in view of the recently received Provincial grant information; AND FURTHER THAT staff report to the Executive Committee on necessary changes and adjustments resulting from this review, and make appropriate recommendations for the adoption of the 1985 Operating and Capital Budget. CARRIED. INTERIM POLICY ON FREEDOM OF INFORMATION A report was presented advising that the legislation and regulations pursuant to the Ontario Freedom of Information Legislation, proclaimed January 1, 1988, do not cover Ontario Conservation Authorities. It is anticipated that when the legislation is amended or new regulations are proclaimed covering Ontario municipalities, Conservation Authorities will also be included. The 'Interim Policy' recognizes existing practices and proposes guidelines for staff in dealing with requests for information. Res. #6 Moved by: Joyce Trimmer Seconded by: Brian Harrison THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT the Interim Policy on Freedom of Information be approved; AND FURTHER THAT staff report to the Executive Committee on charges made by Municipalities for reproduction of documents. CARRIED. -3- C-3 PERSONNEL POLICY A-14 -Clothing Policy: Safety Footwear A report was presented stating that the above-noted policy provides a contributIon of 50%, to a maximum of S30.00, for Regular Staff, and SlO.OO for Supplementary Staff, towards the cost of appropriate safety footwear required to meet safety legislation requirements. The maximum reimbursement has remained unchanged since prior to 1982. Res. #7 Moved by: Brian Harrison Seconded by: Catherine Dowling THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT Personnel Policy A-14, Clothing Policy, be amended as follows: Regular Staff Categories whose job requires footwear to be worn which meets safety legislation requirements will be provided with a contribution of 50% of the cost to a maximum of $50.00 a pair. Initial issue will consist of one pair of summer and one pair of winter safety footwear meeting the CSA green patch standard. This standard requires foot- wear to have both a steel toe and a puncture-resistant sole. Supplementary Staff Categories whose .lob requires footwear to be worn which meets safety legislation requirements will be provided with a contribution of 50% of the cost to a maximum of $25.00 per pair. This contribution usually applies to a summer pair, but may also include additional contribution towards the cost of winter footwear if necessitated by the period of employment. Footwear to qualify must meet the CSA green patch standard. This standard requires footwear to have both a steel toe and a puncture-resistant sole. CARRIED. 1988 ECONOMIC ADJUSTMENTS TO SALARY & WAGE SCHEDULE This item was considered in closed session. Res. #8 Moved by: Brian Harrison Seconded by: Joyce Trimmer THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE: THAT the 1~87 Salary and Wage Schedule be increased by a factor of 4.5%, which will become the 1988 Salary and Wage Schedule; THAT the 1988 Supplementary Wage Schedule indicated in Schedule IIBlI of this report be approved; AND FURTHER THAT such increase be effective upon Authority approval of the 1988 Budget, with the change being retroactive to January l, 1988. CARRIED. TERMINATION On motion, the meeting was terminated at 4.10 p.m. , March 2. G.W. Patterson W.A. McLean Chairman SecretaryTreasurer KC. ~ C-4 , the metropolitan toronto and region conservation authority minutes PINANCE AND ADMINISTRATION April 27. 1918 12/88 ADVISORY BOARD The,Finance and Admin~stration A~visory Board met at the Authority Head Offlce, 5 Shoreham Drlve, Downsvlew, on Wednesday, April 27, 1988 at 1. 30 p.m. PRESBR'!' Chairman Gordon Patterson Vice-Chairman Clarence Jessop Members Catherine Dowling Brian Harrison William Kelly Eldred King RiChard O'Brien Joyce Trimmer vice-Chairman of the Authority Lois Hancey ABSEN'!' Member Robert Gillespie MIRU'!'ES Res. 19 Moved by: William Kelly Seconded by: Catherine Dowling THAT the Minutes of Meeting 11/88 be approved. CARRIED ACCOOftlNG All members of the Accounting Section of the Finance and Administration Division were present and were introduced to the members of the Board. Staff made a presentation outlining the duties and responsibilities of each position in the Accounting Section and pointing out the areas where improve- ments can be made. - - : - - - - . - - SBC'!'IOB I - 1'l'EIIS FOR AU'!'BORl'1'1' CONSIDERATION 1-1 OVER'll'" POLICY (A-I) presentation of a report on this item was deferred until Meeting #3/88. c-s FII!IANCB AND ADMINISTRATION ADVISORY BOARD MEETING 12/88 , APRIL_1.7 , 1988 SECTION II - ITEMS FOR EXECUTIVE COMMITTEE CONSIDERATION 11-1 PROVIRCIAL RETAIL SALES TAX AUDIT The Ministry of Revenue, Retail Sales Tax Branch, conducted an audit of the tax collection, remittance and payment systems of The Metropolitan Toronto and Region Conservation Authority from the period April l, 1985 to December 31, 1987. As a result of that Audit, a number of deficiencies were identified and this has resulted in an assessment of $46,952.93. Attached is the Report prepared by the Ministry of Revenue staff, outlining the results of the Audit. proviSion was made in the 1987 Budget to pay the assessment. Also, all Authority Divisions affected by the Report have been notified of the results and appropriate action has been taken to ensure compliance in future. To assist with this, a list of provincially and federally tax-exempt items will be available for distribution later this year. It is essential that Authority staff comply with the requirements set out in the Sales Tax Audit Report because, in the normal course of events. the Authority will be subject to post-audit review to ensure that compliance is achieved. The Ministry of Revenue staff who conducted the Audit did so in a very professional and reasonable manner. Mr. sgambelluri and Mr. Lam worked closely with them and were able to clarify a number of issues which initially were of interest to the auditors but were dropped in the final analysis. There are always "grey areas" in the application of the provincial legislation surrounding sales tax and the Ministry staff proved quite reasonable in making interpretations. Staff is comfortable with the results of the Audit and satisfied that we can make all the necessary adjustments to ensure future compliance. Res. '10 Moved by: Eldred King - Seconded by: William Kelly THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT the Report on the provincial Retail Sales Tax Audit be received. CARRIED. 11-2 AUDI~RS'RBP02r -Opportuaitie. for I~ro...eat in Internal Controls Each year the Authority'S appointed auditors. Clarkson Gordon, report to Management on areas where internal controls can be improved. Attached is the Report from Clarkson Gordon which includes Management's comments on the suggested improvements. The opportunities for improvement identified in the auditors' Report and the Management comments are largely self-explanatory. Essentially, staff of the Authority agreed with the suggested impro~emen~s and will be pursuing them in 1988. This effort will be greatly asslsted by the creation of an Audit Assistant position which was approved in the 1988 Budget. Res. III Moved by: Clarence Jessop -- Seconded by: Joyce Trimmer THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT the Auditors' Report on Opportunities for Improvement in Internal Controls ~e received. CARRIED C-6 FINANCE AND ADMINISTRATION ADVISORY BOARD MEETING '2/88, APRIL 27t_!!!! SECTION II - ITEMS FOR EXECUTIVE COMMITTEE ~Q!!!PERATIO! II-3 FINANCIAL PROGRESS REPORT tl As Members are aware, staff will be submitting quarterly budget progress reports which identify major variances and anticipated year-end results. The Financial progress Report III covers the first three months of 1988, during which time the 1988 Budget was not yet approved. Accordingly, expenditures are largely house-keeping activities, with the exception of major land acquisition items identified in the Report. The total budget for 1988 is as approved by the Authority on March 25. ~~~-!ll Moved by: Catherine Dowling Seconded by: Joyce Trimmer THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT the Financial progress Report '1 be received. CARRIED TBRIIINA'!'ION ON MOTION, the meeting terminated at 3.27 p.m., April 27, 1988. Gordon W. Patterson W.A. McLean ---- Chalrman Secretary-Treasurer em ; ~ C-7 , the metropolitan toronto and region conservation authority minutes FINANCE AND ADMINISTRATION June 22, 1988 13/88 ADVISORY BOARD The Finance and Administration Advisory Board met at the Authority Head Off ice, 5 shoreham Drive, Downsview. on Wednesday, June 22, 1988 at 1.30 p.m. PRESER'!' Chairman Gordon Patterson Members Catherine Dowling Brian Harrison William Kelly Richard 0' Brien Joyce Trimmer Chairman of the Authority William Foster ABSEII'1' Vice Chairman Clarence Jessop Member Robert Gillespie Eldred King MINUTES Res. 113 Moved by: Brian Harrison Seconded by: Catherine Dowling THAT the Minutes of Meeting 12/88 be approved. CARRIED , C-8 FINANCE AND ADMINISTRATION ADVISORY BOARD MEETING 13/88. JUNE 22. 1988 SECTION I - ITEMS FOR AUTBORITY CONSIDERATION I-I 1989 BUDGET GUIDBLINES 1. 1989 Budgetary Process The Authority will be continuing the budgetary process begun in 1986. which identifies. in the preliminary estimates, priority ranking of expenditures over and above an appropriate base compared with the 1988 approved expenditure level. As was done with the 1988 preliminary estimates, explanations will be provided as to what is included in the so-called 'base' budget and additional explanations for each level of spending over and above this base. In 1987 and 1988, the preliminary estimates represented the consolidation of divisional and program budgets with an overview of priorities on a corporate-wide basis. While this is a useful method of viewing expenditure information, it is frequently difficult to evaluate corporate priorities unless they are related to the various provincial funding programs. Accordingly, for the 1989 preliminary estimates, staff will be presenting the priority ranking in terms of the various types of grant funding for which the Authority is eligible. In this way, we can anticipate the provincial grant and evaluate program and divisional priorities in terms of available provincial funding. 2. 1989 Budget Schedule Appendix FA.147 highlights the key dates within the budgetary process timetable. The budget process commences in June 1988 and concludes with the approval of the 1989 final budget at Meeting 12 in March of 1989. The schedule is designed to ensure that preliminary estimates are available for discussion with our municipal funding partners and the Ministry of Natural Resources as required in their own budgetary processes. 3. Inflationary Guidelines The following inflationary forecasts for 1989 have been identified: McLeod Young Weir 4.2% Royal Bank 4.5' Conference Board of Canada 4.8\ Woods Gordon 4.8% The average inflationary rate predicted for the Metropolitan Toronto area is 4.6%. In its recent request for a ten-year financial forecast, the Municipality of Metropolitan Toronto has suggested a rate of 5%. In 1988. the estimate of inflation for budget purposes was 4.5%. Given the (oregoing, staff is prepared to recommend that we use 4.5' as a guideline except where more specific revenue and expenditure estimates are available. 4. 1989 Fee Schedule The proposed fee schedule for admissions, programs and services will be presented in time for consideration by the Authority at its meeting on October 28, 1988. As has been the Authority's practice, the fee schedule will not address pricing for retail goods, for which pricing is determined by wholesale costs and other market conditions. Res. 114 Moved by: Catherine Dowling Seconded by: William Kelly THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT the report on 1989 budget guidelines be received, AND FURTHER THAT a 4.5' general inflationary guideline be applied in the preparation of the 1989 preliminary estimates, except where more specific revenue and expenditure estLmates are available. CARRIED C-9 PINANCE AND ADMINISTRATION ADVISORY BOARD MEETING '3/88. JUNE 22. 1988 SECTION I - ITEMS FOR AUTHORITY CONSIDBRATION 1-2 EMPLOYEE COMPUTER PURCHASE PLAN The use of micro computers has grown rapidly in recent years. Staff identified, in the Employee Attitude Survey conducted last year, that they would welcome the opportunity to learn more about computers. A number of respondents suggested that the Authority provide some form of assistance to enable employees to purchase their own computer equipment for home use. There are advantages to the Authority in providing some assistance to employees. Given the growing number of computerized functions, staff training on computers is becoming increasingly important. Experience shows that people who have their own computers are much more creative in investigating new applications. new software and new approaches to solving computer problems. Once the basic computer literacy threshold is achieved, the learning curve diminishes greatly and the employer's "cost of learning" declines. The Authority is in a position to offer to employees computer equipment at the same price paid by the Authority, a price reflecting volume discount and the desire of our chosen supplier. Best Computers. to continue to do volume business with the Authority. Appendix FA.149 illustrates the equipment which would be offezed. Employee Commitment . Employees would be asked to identify a package of equipment they wish to purchase. . The employee will accept full responsibility for the equipment from the time it is delivered, including maintenance, training, software, etc. . The employee would also have to agree that the equipment would not be resold for one year. Authority Commitment . The Authority would facilitate the ordering of the employee equipment from Best Computers. . The Authority would arrange delivery of the equipment to one location . An orientation session may be organized to instruct employees on how to set up and operate the equipment they have purchased. . To be eligible to participate in the payroll Deduction Plan, the employees would have to be full-time staff and would sign an undertaking that, should they leave the employ of the Authority prior to the conclusion of the payroll deduction, they would reimburse the Authority fully for the remaining payments, and failing that, they would allow the Authority to deduct outstanding payments from their vacation or other outstanding wages/salary. . Each full-time employee participating in the payroll Deduction Plan would be eligible to receive up to $1500, to be repaid over 26 regular pay periods. . The Authority would accept no responsibility for equipment purchased by the employee. Computer Supplier. Commitment . Best Computer Systems would agree to provide equipment to the staff of the Authority at ~e same price as offered to the Authority. . The computer supplier would agree to provide warranties and support to each employee as set out in their standard contract. C-IO FINANCE AND ADMINISTRATION ADVISORY BOARD MEETING '3/88. JONE 22. 1988 SECTION I - ITEMS FOR AUTHORITY CONSIDERATION 1-2 EMPLOYEE COMPUTER PURCHASE PLAN contd. With regard to the foregoing proposal, the Authority would incur some costs in terms of the staff time necessary to organize the ordering and delivery of equipment. In addition, the Authority's systems analyst might provide an initial two- or three-hour orientation seminar during which purchasers would have the opportunity to set up the equipment at an Authority facility and learn the basics of how to connect the various pieces and start the machine working. This contribution of staff time is a reasonable investment in training of a large number of Authority staff. In terms of actual costs, the Payroll Deduction Program would be minimal and could be absorbed by the Accounting Section. The Authority would lose some interest earnings on the monies paid to the supplier when the equipment is purchased. If. for example, 30 employees were to utilize the $1500 payroll deduction. the Authority would lose over one year interest revenue of about $2.000. Given the benefits to the Authority of increased computer Skills. this investment of approximately $70. per person seems reasonable. The ~mployee Purchase Plan would be made available to full-time staff who could participate in the Payroll Deduction Program and to part-time and seasonal staff and Members who could participate but would have to make an outright purchase of the equipment. Employees and Members would have to agree to participate before a certain close-off date. The program would conclude within one year and a decision as to whether it would be offered in 1989 would depend on pricing received from the Authority's computer equipment suppliers. Res. US Moved by: RiChard O'Brien Seconded by: Brian Harrison THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT the Authority support an Employee Computer Purchase Plan as a one-time opportunity to be extended to all staff and Members of the Authority, THAT full-time staff of the Authority be offered the opportunity to use a Payroll Deduction Program to a maximum of $1500. and covering not more than 26 pay periods to assist in the purchase of computer equipment, AND FURTHER THAT staff report to the Finance and Administration Advisory Board on participation in the program and the final cost involved in the Payroll Deduction part of it. CARRIED 1-3 PEBSOIIIIBL POLICY A-I - OVBRTIIIB 1-4 1989 SALAU ADJUS'!'IIB1ft'S Res. 116 Moved by: Catherine Dowling Seconded by: Joyce Trimmer THAT the Boar~ consider the above two items in closed session. CARRIED The Board rose from closed s~sion. C-ll PINANCE AND ADMINISTRATION ADVISORY BOARD MEETING '3/88. JUNE 22, 1988 SECTION I - ITEMS FOR AUTHORITY CONSIDERATION 1-3 PERSONNEL POLICY A-S - OVERTIME Re s. Itl 7 Moved by: Brian Harrison Seconded by: Joyce Trimmer THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT Personnel Policy A-8 be amended as set out in Appendix FA.151 herewith. CARRIED 1-4 19S9 SALARY ADJUS'lIIBR'!'S Re s. U 8 Moved by: Brian Harrison Seconded by: Catherine Dowling THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT staff report and recommendations on 1989 Salary Adjustments, dated June 15, 1988 and as submitted to the Finance and Administration Advisory Board June 22, 1988, as set out in attached 'Confidential' report. be approved. CARRIED , C-l2 FINANCB AND ADMINISTRATION ADVISORY BOARD MEETING '3/88, JUNE 22. 1988 SECTION II - ITEMS FOR EXECUTIVE COMMITTEE CONSIDERATION II-I REPORT ON AUTHORITY AUCTION At the April 8. 1988 Executive Meeting. approval was given to dispose of surplus equipment and miscellaneous items via public auction. The Authority's first auction of surplus equipment was subsequently held on Saturday, May 28, 1988 at Don Reinhart's Auction facility on Hwy.10. north of Brampton. Approximately 150 registered bidders were in attendance for the auction. Two members of the Equipment Committee were also in attendance to monitor/audit the sale of items. The auctioneer was extremely co-operative and professional and was pleased with the sale from his business point of view. The auction included a list of 430 items, the majority of which were disposed of at the sale. A few items of no value did not sell and the auctioneer agreed to dispose of same in his garbage container. Staff in attendance at the auction were pleased with the sale and revenues exceeded the estimates projected. The sale generated a gross revenue of $37,245.00. The net proceeds (less 15% commission) of $31,658.25 have been credited to the reserve account and to the accounts of the locations from which the item originated, as per the Disposal pOlicy. The following represents the breakdown between the chargeback system and miscellaneous surplus items supplied from various locations. GROSS REVENUE NET REVENUE Equipment Reserve $29,820.50 $25,347.43 Various Locations 7.424.50 6,310.82 $37,245.00 $31,658.25 A lot of work was required in organizing the auction, especially the transfer of items to the auction site. The cooperation of each location was appreciated providing a list of surplus items and transferring these to the auction. The Boyd Conservation Area and Conservation Services Staff deserve a special thanks for the extra effort and support provided in coordinating the transfer of equipment from various locations, especially' Central Stores. Res. 119 Moved by: Joyce Trimmer Seconded by: Richard O'Brien THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT staff report on the Authority Auction of surplus equipment held Saturday, May 28, 1988, be received. CARRIED TERKIOTION ON MOTION, the meeting terminated at 4.20 p.m., June 22, 1988. " Gordon W. Patterson W.A. McLean Chairman Secretary-Treasurer em ~ C-13 , the metropolitan toronto and region conservation authority minute. FINANCE AMD ADMINISTRATION July 29, 1988 14/88 ADVISORY BOARD The Finance and Administration Advisory Board met in the Board Room at Black Creek Pioneer village Visitors Centre on Friday, July 29. 1988 at 8.00 a.m. PRBSERT Chairman Gordon patterson vice Cha~rman Clarence Jessop Members Catherine Dowling Robert Gillespie Brian Harrison Eldred King Richard O'Brien Chairman of the Authority William Foster ABSEIft Members' William Kelly Joyce Trimmer MIIIU'fES Res. 120 Moved by: Brian Harrison se~~nchld" b,1 Clarence Jessop" ... . THAT the Minutes of Mee~in~ '3/88 be approved. .' CARRIED " . FINANCE ANn ADMINISTRA~ION ADVISORY BOARD MEETING '4/88. JULY 29, 1988 SEC~ION I - ITEMS FOR AUTHORITY CONSIDERATION 1-1 MAJOR MAIII'RNARCE RESERVE In the course of finalizing the 1987 Financial Statements, a decision was made to place a portion of the 1987 surplus, $30,000, into a reserve fund for major maintenance. In discussions with the Metropolitan Toronto Budget Sub-Committee Member, Mr. Moorish, Metro agreed that this was a reasonable use of surplus funds but requested that we clarify how the reserve would be used. Major maintenance is defined as significant repair, replacement or upgrading of existing facilities beyond routine maintenance carried out on an annual basis. In 1987 the Authority began to evaluate major maintenance requirements of all its facilities. Staff is continuing this evaluation and is now in a position to recommend a policy regarding future major maintenance funding. The Authority operates a growing number of buildings and facilities. This property is now valued at about $23,200,000 for insurance purposes. The valuation of this property grows annually as a result of inflation and facility improvements. Provision should be made to accommodate extraor- dinary items which are of high cost and those of an emergency nature. While the Authority maintains a vigorous program of routine maintenance, at some point major maintenance is required. For example, the Authority'S Head Office is now more than 15 years old and will soon require a new roof at a cost of about $100,000. Similarly, Field Centres and the Kortright Centre for Conservation may require major roofing repairs in the tens of thousands of dollars. The Black Creek Pioneer Village Visitors Centre at some point in its future will require a new roof and new air conditioning equipment. The cost of such repairs will be well beyond the ability of the Black Creek budget to support in anyone year. The purpose of the Major Maintenance Reserve is to facilitate emergency repairs that are unbudgeted and to reduce the budgetary impact of major maintenance. A recent example of emergency repairs is the need for a new electrical transformer at Petticoat Creek. The $30.000 cost of repairing the transformer was not budgeted and had to be absorbed in the Field Operations budget by deleting other maintenance items. Emergencies which occur at the beginning of the year may be absorbed in the Budget by deleting other items. This could have a negative impact on planned major maintenance. However, the same emergency repair occurring late in the year when maintenance budgets have been fully expended could not be absorbed and would result in the Budget being overspent. The Major Maintenance Reserve acts as a contingency fund for such emergency repairs. AlSO, the Reserve would be used to match dollars to alleviate the single year impact of a high c08t maintenance project, such as a new roof. While it ia aifficult to. e8timate the actual amount needed to sustain the Reserve, staff has uaed' ,1' of total in8ured property value as a rough target against which to mea8ura-growth of the Reserve. Based on current insured values, the target is in the order of $232,000. It is recommended that new projects, involving creation of capital facilities that will eventually have major maintenance requirements, should be budgeted in such a way that l' of the initial capital coat of the facility is contributed to the Reserve. ALso, contributions based on known existing major maintenance requirements would be required to ensure the fund reaches its target of l' of insured value. Staff has prepared a list of high cost major maintenance items that are likely to occur over the next ten years. This list will be used to forecast needs and to establish contribution levels required to ensure that sufficient funds are available in the Reserve. Finally, where in a given year the Authority found itself in a significant surplus position, it is recommended that a portion of that surplus, at the direction of the Authority, might be placed in the Major Maintenance Reserve. C-15 FINANCE ARD ADMINISTRATION ADVISORY BOARD MEETING .4/88. JULY 29. 1988 SECTION I - ITEMS FOR AUTHORITY CONSIDERATION I-I MAJOR MAIRTEIIAIICE RESERVE contd. Funds from the Reserve would only be expended at the direction of the Authority. At the beginning of each fiscal year, as part of the budget process. expenditures from the fund for high cost items would be identified. On approval of the Budget, staff would be authorized to spend up to these amounts. Emergency situations would require approval of the Executive Committee where the expenditure exceeded the spending limits of staff (e.g. in excess of $25,000). Emergency situations involving major maintenance would be tabulated at year end and, if existing budget conditions could not cover them, a request would be made of the Authority for approval to transfer the necessary funds from the Reserve. Creation of the Major Maintenance Reserve serves to enable the Authority to plan its future major maintenance requirements and reduce the budgetary impact of significant projects on a year over year basis. This would smooth the budgetary increases normally required which is something desired by the Authority's funding partners - particularly Metropolitan Toronto. Res. '21 Moved by: Robert Gillespie Seconded by: Brian Harrison THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE that the following policy for a Major Maintenance Reserve be adopted: . the target value of the Reserve be equal to not less than l' of the total insured property values of the Authority, . funds from the Reserve may be used to finance emergency major maintenance items for which funding was not budgeted and for which annual operating budgets are insuffiCient, . funds from the Reserve be expended upon major maintenance items identified by staff as high cost items requiring funding in addition to that which may be provided for in the annual operating budget, . contributions to the Reserve be made by Operating Divisions on the basis of a formula relating to known major maintenance requirements, . for new capital projects which will have future major maintenance requirements, an amount equal to l' of the total capital cost of such facilities be contributed to the Reserve in the year following that in which the capital cost is incurred, . in a given year where the Authority has a surplus of revenues over ~xpenditures, the Authority may direct that all or a portion of that surplus be dir~t.d to the Major Maintenance Reserve, . staff report to, the Authority at least annua~ly on the status of the Major Maintenance' Reserve. CARRIED i " C-16 PINARCE AND ADMIRISTRATION ADVISORY BOARD MEETIRG '4/88. JULY 29, 1988 SECTION II - I'l'BIIS FOR BXECUTIVE CORSIDERATION II-l FINANCIAL PROGRESS REPORT '2 Res. 122 Moved by: Eldred King Seconded by: Richard O'Brien THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT the Financial Progress Report #2. Appendix FA.153 herewith, covering the period to June 26. 1988. be received. CARRIED SBC'!'ION I II - I'l'IIIIS REPBlUtBD TO ARO'1'IDIR BOARD NO items " 1" ,. . . . " C-17 FINANCE AND ADMINISTRATION ADVISORY BOARD MEETING '4/88. JULY 29. 1988 l SBCTION IV - ITEMS FOR INFORMATION OF BOARD IV-1 1987 PROGRAM PERPORllARCB REVIB1I Res. #23 Moved by: Robert Gillespie Seconded by: Clarence Jessop THAT the 1987 Program Performance Review, Appendix AM.21, be received. CARRIED TERMINATION ON MOTION, the meeting terminated at 8.40 a.m., Friday, July 29, 1988. Gordon W. Patterson W.A. McLean Chairman Secretary-Treasurer em " ~ C-1B , the metropolitan toronto and region conservation authority minutes FINANCE AND ADMINISTRATION september 28, 1988 15/88 ADVISORY BOARD The Finance and Administration Advisory Board met in the Humber Room at the Authority Head Office on Friday. September 28. 1988. at 1.30 p.m. PRESENT Chairman Gordon Patterson Vice Chairman Clarence Jessop Members Robert Gillespie Richard O'Brien Joyce Trimmer Chairman of the Authority William Foster ABSENT Members Catherine Dowling Brian Harrison William Kelly Eldred King MINUTES Res. '24 Moved by: Clarence Jessop Seconded by: Robert Gillespie THAT the Minutes of Meeting #4/88 be approved. CARRIED C-19 FINANCE AND ADMINISTRATION ADVISORY BOARD MEETING 15/88. SEPTEMBER 28, 1988 SECTION I - ITEMS FOR AUTHORITY CONSIDERATION I-I 1989 PRELIMINARY ESTIMATES Res. #25 Moved by: Robert Gillespie Seconded by: Clarence Jessop THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT the 1989 Preliminary Operating and Capital Estimates. which include those approved by the Conservation and Related Land Management Advisory Board and the Water and Related Land Management Advisory Board, be approved, AND FURTHER THAT appropriate representatives of the Authority, including the Chairman of the Finance and Administration Advisory Board, meet with appropriate officials of the member municipalities and the province to present and discuss the Authority's 1989 Preliminary Operating and Capital Estimates prior to submission of the final budget. CARRIED ITEM REFERRED FROM WATER AND RELATED LAND MANAGEMENT ADVISORY BOARD MEETING 16/88 1-2 ADMINISTRATIVE SERVICE CHARGE FOR WRITTEN RESPONSES REGARDING AUTHORITY POLICIES AND REGULATIONS The purpose of this report is to review the current administrative service charge for written responses regarding Authority policies and regulations and to discuss a process within which this service charge can be reviewed and updated annually, based on increased costs for providing this service. BACKGROUND The issues providing the rationale for the initiation of the administrative service charge are: I. The tremendous volume of correspondence received annually by the Plan Review Section of the Authority, in excess of over 2,000 title search requests, 1986. 2. The limited human resource base of the plan Review Section to expeditiously process the high volume of correspondence. processing time approximately l-3 months behind schedule. 1986. 3. Continued provincial underfunding of Authority preventative and enhancement programs. particularly, funding of administration for augmenting staff resources. 4. The trend developing in other conservation authorities to implement a user pay approach for similar functions of their plan input and review programs. Further, the administrative service charge was to be implemented for the recovery of some of the costs associated with these written responses such as photocopying, stationery, postage, typing, etc. The fee was not being charged for the information itself nor would it be charged for requests requiring verbal responses only. Revenue generated by the administrative service charge would be allocated to improve the overall efficiency of the plan Review Section and to shorten the response time for title searches and other plan input and review activities. The above administrative service charge of $20 per request for written responses was implemented, effective June I, 1987. A contract position within the plan Review Section was established to facilitate the process. C-20 FINANCE AND ADMINISTRATION ADVISORY BOARD MEETING 15/88, SEPTEMBER 28. 1988 SECTION I - ITEMS FOR AUTHORITY CONSIDERATION 1-2 ADMINISTRATIVE SERVICE CHARGE FOR WRITTEN RESPONSES REGARDING AOTBORITY POLICIES AND REGULATIONS contd. DISCUSSION As a direct result of implementing the administrative service charge, there is no current backlog in the response for title searches. The contract technician who was retained to expedite this process has responded to approximately 3,000 lawyers' letters within the last twelve months. This figure compares to the 2,100 lawyers' letters that were processed in 1986. The increased volume and the increased administrative costs, both real and inflationary, associated with the processing of the lawyers' letters have necessitated a review of the $20.00 fee. In this regard: - it is expected that the volume of lawyers' letters received will be maintained or will continue to increase gradually, - costs associated with the processing of the lawyers' letters. such as photocopying, stationery. postage, typing, etc., are expected to increase over time as a result of inflation and increased costs of materials, - it is expected that current shortfalls in provincial funding for program administration will continue, - since adjoining conservation authorities currently implement a similar administrative service charge. there may be merit in establishing some consistency in the fee structure itself. It is, therefore, recommended that the administrative service charge for lawyers' letters be increased to $30.00 effective January 1, 1989. In addition, it is recommended that a review of this fee be made annually as part of the Authority's budget preparation process. The Authority's approval of the $20.00 administrative fee did not include a process for on-going review and/or fee adjustment. For this reason, the recommended fee increase and process for review are being brought forward now as a separate item from the 1989 Authority Budget. The approval of the Preliminary Estimates would, in the future, address any proposed change in fee. It is recognized that the user pay approach for conservation authority plan input and review programs covers a much larger range of issues. In this regard, staff will be bringing to water and Related Land Management Advisory Board Meeting 17 a report on the establishment of a processing fee for applications received under the Fill, Construction and Alteration to waterways Regulations. Res. 126 Moved by: Clarence Jessop Seconded by: Robert Gillespie THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT the proposed increase to the Administrative Service Charge for Written Responses Regarding Authority policies and Regulations to $30.00, effective January 1, 1989, be approved, AND FURTHER THAT a review of the Administrative Service Charge be approved as part of the Authority's annual budget preparation process. CARRIED C-2l FINANCE AND ADMINISTRATION ADVISORY BOARD MEETING 15/88. SEPTEMBER 28. 1988 SECTION I - ITEMS FOR AUTHORITY CONSIDERATION ITEM REFERRED FROM CONSERVATION AND RELATED LAND MANAGEMENT ADVISORY BOARD MEETING '4/88 1-3 1989 FEE SCHEDULE Res. #27 Moved by: Clarence Jessop Seconded by: Robert Gillespie THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT the fee schedule, Appendix CR.23, for the 1989 operating season, to become effective January 1, 1989 except where noted, be approved. CARRIED 1-4 RECORDS RETENTION POLICY A centralized filing system to store and maintain the Authority's records has been implemented. The centralized system provides for storage of documents in a proper facility within Head Office and frees up valuable floor space by eliminating inefficient filing cabinets. We now have about 17,600 files in the Central Filing System. Eventual capacity is about 20,000 files. Documents are also held in storage at a number of Authority facilities including BlaCk Creek pioneer Village. the Bolton Records Centre and various other locations. The Central Filing System deals only with records stored at Head Office. Documents stored at other sites will be dealt with as time permits. Staff is in the process of establishing a computerized inventory of records stored in the Central Filing System. This inventory will be extended to include records held in inactive storage and those held off-site. In addition, we have been introducing a system of microfilming which meets standards set by the Government of Canada to enable the documents recorded in this format to be legally recognized. To continue the development of the Authority's record management system. it is necessary to adopt a Records Retention policy which will provide specific retention pe~iods for various categories of documents. The Records Retention Policy gives staff authority to destroy those records which are no longer needed. The policy attached to this report has been reviewed by senior staff and the Authority's solicitors. The Policy was prepared after study of Records Retention policies generally in use in Ontario municipalities and as recommended by the provincial government. The policy is a conservative one which ensures that records cannot be destroyed without permission from the Director responsible or the General Manager, and provides that, if there is any doubt as to the appropriateness of the destruction of the document, it can be retained as long as necessary. As staff works with the system and our review of existing documents continues, further refinements are anticipated resulting in the destruction of some documents now designated as being required for lengthy periods. For example, the Authority has maintained its financial records well beyond any legal requirement. This has been done because there was no authoriza- tion from the Authority to destroy these records. The retention schedule takes into account the requirements of agencies such as Revenue Canada and the Ontario Ministry of Revenue in terms of the time frame for keeping records. Wherever necessary, we have consulted provincial legiSlation governing records and staff has been sensitive to the need to keep records in areas where future litigation may result. It is anticipated that this policy and the attached schedule, Appendix FA.175, will be amended from time to time as the system is used and refined. Res. #28 Moved by: Robert Gillespie Seconded by: Joyce Trimmer THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT Records Retention policy, Appendix FA.l75, be approved. CARRIED C-22 FINANCE AND ADMINISTRATION ADVISORY BOARD MEETING 15/88. SEPTEMBER 28. 1988 SECTION I - ITEMS FOR AUTHORITY CONSIDERATION 1-5 ADJUSTMENTS TO PERSONNEL POLICIES 8-1, B-3 AND 8-6 Through the Authority's insurance brokers, the Alexander Group, staff has negotiated an adjustment to Employment Benefit Plans which provides improved benefits at no additional premium cost. The following changes to Employee Benefit policies are recommended: Group Insurance The life insurance benefit currently provides an amount of insurance equal to 200% of annual earnings to a maximum of $lSO,OOO. It is proposed that the maximum be increased to $200,000. Long Term Disability Full time employees are currently eligible to receive 75% of salary or wages up to a monthly maximum of $3.S00 provided the employee has been employed for a minimum of lS weeks and continuously disabled for lS weeks. It is proposed that the monthly maximum be increased to $4,000. Early Retirement provisions There is no provision in the Authority's personnel policy for employees taking early retirement to continue to participate in any of the Authority's benefit plans. Given the increasing trend towards early retirement and use of the "90 factor". it is prudent to offer employees some option to continue to participate in group plans. It is proposed that those employees who elect early or "gO factor" retirement may. at their own cost, continue to participate in the Authority's Dental Plan. MaJor Medical plan (with restrictions on the amount of "outside Canada" coverage) and life insurance plan at 100% salary at the date of retirement. This would cover those employees from the date of early retirement until age 65. Res. 129 Moved by: william Foster Seconded by: Robert Gillespie THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT personnel policy B-l, Group Insurance plan, be amended to provide for maximum life insurance benefits of $200,000, as in Appendix FA.189, THAT personnel policy B-3, Long Term Disability. be amended to provide for a monthly maximum benefit of $4.000, as in Appendix FA.191; AND FURTHER THAT personnel policy 8-6. Pension Plan. be amended to include an Early Retirement clause, as in Appendix FA.193. CARRIED C-23 FINANCE AND ADMINISTRATION ADVISORY BOARD MEETING 15/88. SEPTEMBER 28. 1988 SECTION II - ITEMS FOR EXECUTIVE CONSIDERATION 11-1 USE OF FAX MACHINES IN THE TENDERING PROCESS At its meeting on September 7, 1988, the Executive Committee approved the following resolution: "THAT staff prepare a report and recommendations for the Finance and Administration Advisory Board regarding the use of FAX machines in the tendering process; "AND FURTHER THAT a legal opinion be obtained in this regard." The use of FAX machines in the tendering process has been discussed with municipal staff involved in the Ontario Public Buyers Association. Accepted practice is to use FAX transmissions for informal quotations and proposals. Where sealed tenders are requested. FAX transmissions are not acceptable. There is no way to guarantee the integrity of the tender process using FAX transmissions. At the Authority's office. at least one individual would have an opportunity to see the tender price. No matter how careful we might be. the Authority could be open to allegations that a supplier's prices were known to staff in advance and possible collusion could occur. Given the general practice of the Ontario Public Buyers Association. and Authority staff review of procedures, it was decided not to go to the expense of obtaining a legal opinion. Res. #30 Moved by: Richard O'Brien Seconded by: Joyce Trimmer THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT the Authority's procedures for purchase of goods and services exclude the use of FAX transmission when sealed tenders are required, AND FURTHER THAT tender documents include a statement advising suppliers of this procedure. CARRIED ITEM REFERRED PROM CONSERVATION AND RELATED LAND MANAGBMBNT ADVISORY BOARD MEETING 14/88 II-2 NATURAL GAS PURCHASES Res. i31 Moved by: Richard O'Brien Seconded by: Joyce Trimmer THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT an investigation be made through the Association of Municipalities of Ontario or with Metropolitan Toronto of the savings to be effected by the purchase of natural gas from GASAMO. nCARRIED C-24 FINANCE AND ADMINISTRATION ADVISORY BOARD MEETING 15/88. SEPTEMBER 28. 1988 SECTION III - ITEMS REFERRED TO ANOTHER BOARD III-I FOOD SERVICE PERFORMANCE REVIEW Res. #32 Moved by: Clarence Jessop Seconded by: Robert Gillespie THAT staff report on Food Service performance Review be received, AND FURTHER THAT the report, Appendix FA.269 herewith, be forwarded to the Conservation and Related Land Management Advisory Board for information. CARRIED TERMINATION ON MOTION, the meeting terminated at 3.40 p.m., september 28. 1988. Gordon patterson James W. Dil1ane Chairman Acting Secretary-Treasurer em ~ , the metropolitan toronto and region conservation authority minutes C-25 FINANCE AND ADMINISTRATION Noveaber 23. 1988 16/88 ADVISORY BOARD The Finance and Administration Advisory Board met in the Humber Room at the Authority Head Office on wednesday. November 23, 1988 at 1.30 p.m. PRESENT Chairman Gordon Patterson Vice Chairman Clarence Jessop Members Catherine Dowling Robert Gillespie Brian Harrison Chairman of the Authority William Foster ABSENT Members william Kelly Eldred King Richard O'Brien Joyce Trimmer MINUTES Res. 133 Moved by: Clarence Jessop Seconded by: Brian Harr ison THAT the Minutes of Meeting '#5/88 be approved. CARRIED C-26 FINANCE AND ADMINISTRATION ADVISORY BOARD MEETING '6/88, NOVEMBER 23, 1988 SECTION I - ITEMS FOR AUTHORITY CONSIDERATION ITEM REFERRED FROM WATER & RELATED LAND MANAGEMENT ADVISORY BOARD '7/88 I. PROCESSING FEE: FILL, CONSTRUCTION AND ALTERATION TO WATERWAYS REGULATION The purpose of this report is to discuss the introduction of a fee for processing applications under the Fill, Construction, and Alteration to Waterways Regulations. BACKGROUND The idea of initiating a processing fee for our Regulations has been discussed both at this Authority and at the Association of Conservation Authorities of Ontario (A.C.A.O.) level. These discussions have been precipitated by the growing demands on Authority plan Input and Review programs. To date, no consensus on this issue has been reached, however, two authorities in southwestern Ontario have a fee in place. The Credit valley Conservation Authority has also just recently received approval to implement a processing fee for its Regulations beginning January I, 1989. Currently. no other Central Region conservation authority has a fee in place. To put the issue into a local context, processing fees are commonplace with our member municipalities, in fact, its provided for in Section 68 (1) of The Planning Act. User pay has been in place for our recreation programs, education programs, and conservation services programs for some time. In 1987, we extended this principle to the plan Input and Review Program by initiating the processing fee for written responses to solicitors on property compliance - this fee will be adjusted upward effective January 1, 1989. In addition, there has been a recognized need for the Authority to explore new avenues of revenue generation in all program areas as reflected within our new strategic management plan "A Greenspace plan for the Greater Toronto Region" October 1988. RATIONALE FOR CHARGING A FEE The obvious reason for exploring alternative sources of revenue is the continuing struggle to meet the needs of our clients yet balance our annual budget. Our needs already exceed the level of program funding available. The Plan Input and Review program is exceptionally vulnerable to these types of constraints since the Program is labour intensive but client controlled. The demands on our plan review function have steadily increased. For example within the period from 1983 through 1987, the volume of Official plans and Official plan Amendments has increased by 55%, the volume of subdivisions has increased by 370%, applications and variances from land division committees and committees of adjustment has increased by 85%, and in the three years covering 1985 through 1987, the number of applications approved under the Regulations has increased by 30%. In 1987, we initiated a fee for written responses to solicitors on property compliance based on the user pay principle. We are recommending that this same principle be utilized by initiating a processing fee for applications under the Regulations. C-27 FINANCE AND ADMINISTRATION ADVISORY BOARD MEETING 16/88, NOVEMBER 23, 1988 SECTION I - ITEMS FOR AUTHORITY CONSIDERATION . ITEM REFERRED FROM THE WATER & RELATED LAND MANAGEMENT ADVISORY BOARD '7/88 1. PROCESSING FEE: FILL, CONSTRUCTION AND ALTERATION TO WATERWAYS REGULATION The revenue will support and maintain the current staffing of the plan Review Section. Without additional revenue, staffing will be pared down unless other Authority programs are discontinued or further constrained. In addition to the eight full-time staff complement, the plan Review Section has generally employed four technicians, on contract, since mid - 1987. One contract position has dealt with the solicitors' request/response on property compliance. The remaining three have assisted our plans Analysts in clearing a 6 to 12 month backlog in plan review activities. These positions are critical to service delivery, particularly as we carry out our Program and Section review. Staff is reco..ending tbe initiation of a processing fee for appliciations under tbe Fill. Construction, and Alteration to waterways Regulations. The balance of this report deals with the implementation of a fee. POLICY EXEMPTIONS There are three general categories of applicants: individuals, public agenc ies, including the municipalities, and all others. We have no reciprocal arrangements with any of these groups, therefore. no exemptions are recommended except for the following situation: An exemption is recommended for applications made by regional or local municipalities for projects on lands owned by the Authority but under management agreement with the municipality. POLICY IMPLEMENTATION DATE It is recommended that the fee be effective as soon as possible, either on or after January 1, 1989 pending adequate notification to all interested and affected parties. Approval of the policy now allows for the continuation of the current contract technician positions within the Authority's 1989 Budget based on the 1989 Budget Estimates previously reviewed. FEE STRUCTURE It is recommended that the fee be based on the cost of the service required to process an application under the Regulations. However, as with most of our other user fees we would not look, to recover 100% of all direct and indirect costs. ONE FEE POR ALL APPLICATIONS? Applications received under the Regulations are submitted for approval to (a) fill within a regulated area, (b) construct within a flood plain and/or (c) alter a watercourse. The majority of applications received involve combinations of the above. The only reason to consider a graduated fee schedule would be to fairly account for the tangible benefit of the work to the applicant and/or the variance in time (therefore cost) to process the different types of applications. In this regard, C-28 FINANCE AND ADMINISTRATION ADVISORY BOARD MEETING 16/88, NOVEMBER 23, 1988 SECTION I - ITEMS FOR AUTHORITY CONSIDERATION ITEM REFERRED FROM THE WATER & RELATED LAND MANAGEMENT ADVISORY BOARD 17/88 I. PROCESSING FEE: PILL, CONSTRUCTION AND ALTERATION TO WATERWAYS REGULATION all applications require the same base level of service: review of application, acceptance of design, processing through the committee and site inspection (s) . A graduated fee does not seem appropriate. Also, we don't want to implement a system that creates an in house information and administrative burden. ONE FEE FOR ALL APPLICANTS? The Credit valley Conservation Authority (CVCA) has adopted a fee schedule based on three categories of applicants: personal Residence/property Owners. Member Municipality and Others. ' The CVCA established a lower fee for personal Residence/ property Owners and Member Municipalities ($45.00 per application as opposed to $100.00 per application for Others) in recognition of their ongoing financial support to the Authority and the non-financial motive of the proposed work. A fee structure based on applicant seems reasonable and would be relatively easy to implement. We concur with the categorization of applicants as established by CVCA with minor modifications. We therefore propose the following: I. personal Residence: This category encompasses all of the watershed residents, or agents acting on their behalf, who make an application for work on their individual personal residence. 2. Regional & Local Municipalities: This category requires no further explanation. 3. Other: This category includes any application other than that made on behalf of an individual for work on their personal residence or regional or local municipality and would certainly include utilities, residential developers, contractors/developers/owners of industrial and commercial properties. This category title has been purposely left general so as to provide an umbrella for those applications that do not naturally fall into categories II and 12. A review of our applications processed for approval from 1985 to present indicates that approximately half of the permits issued are to corporations, etc., approximately one-quarter of those issued are to municipalities, and approximately one- quarter are for personal residence. AT WHAT AMOUNT SHOULD THB FEE BE SET? It is difficult to quantify the cost of the Authority's Regulations program. At any given time there are over nineteen full-time staff who are involved directly with the program, with varying levels of effort. Two Divisions, Water Resource and Field Operations, assign staff to the program on a routine basis. Three sections within the water Resource Division are directly involved in the program. Other operating costs such as printing, postage, travel, expenses. per diems, etc. add to the total cost of the program. C-29 FINANCE AND ADMINISTRATION ADVISORY BOARD MEETING 16/88. NOVEMBER 23. 1988 SECTION I - ITEMS FOR AUTHORITY CONSIDERATION ITEM REFERRED FROM THE WATER & RELATED LAND MANAGEMENT ADVISORY BOARD '7/88 I. PROCESSING FEE: FILL, CONSTRUCTION AND ALTERATION TO WATERWAYS REGULATION CONCLUSION In consideration of the above. and in consideration of the fees being initiated by the CVCA, the following fee schedule is recommended: #1 personal Residence: $4S.00 per application #2 Regional and Local Municipality: $4S.00 per application #3 Other: $lSO.OO per application RENEWALS: The process for permit renewal is similar to that for solicitors' enquiries and therefore, it is recommended that the renewal fee be tied to (the same as) the solicitors' enquiries fee. Approximately 10 to 20 renewals are issued annually. REVISIONS: The process for revising approved permits is similar to that for processing an application under the Regulations and therefore, it is recommended that the fee be discounted by 50% of the fee for processing applications under the Regulations. Approximately 10 to 20 permits are revised annually. EXEMPTIONS: Applications made by regional or local municipalities for projects on lands owned by the Authority but under management agreement with the municipality shall be exempt from the processing fee policy. FEE REVIEW: It is recommended that the fee for processing applications under the Regulations be reviewed annually, commencing 1990, as a component of the Authority's budget preparation process. Any change in the fee structure will be brought forward for approval as a separate item. Res.i34 Moved by: Robert Gillespie Seconded by: William Foster THAT the staff report on initiating a processing fee for applications under the Fill, Construction, and Alteration to waterways Regulations be received, THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT a processing fee be established for applications under the regulations, effective January 1, 1989. THAT the fee schedule be established as follows: #1 personal Residence: $45.00 per application #2 Regional and Local Municipality: $45.00 per application #3 Other: $lSO.OO per application C-30 FINANCE AND ADMINISTRATION ADVISORY BOARD MEETING '6/88, NOVEMBER 23, 1988 SECTION I - ITEMS FOR AUTHORITY CONSIDERATION ITEM REFERRED FROM THE WATER & RELATED LAND MANAGEMENT ADVISORY BOARD '7/88 I. PROCESSING FEE: FILL, CONSTRUCTION' AND ALTERATION TO WATERWAYS REGULATION RENEWALS: Equal to processing fee for solicitors' enquiries REVISIONS: 50% of processing fee for applications under the Regulations EXEMPTIONS: Applications made by regional or local municipalities for projects on lands owned by the Authority but under management agreement with the municipality shall be exempt from the processing fee policy. THAT the processing fee for applications under the Regulations be reviewed annually, commencing 1990, as a component of the Authority's budget preparation process. AND FURTHER THAT a report be prepared and submitted to the Water & Related Land Management Advisory Board in May, 1989 on the overall processing of ,applications. CARRIED. C-31 FINANCE AND ADMINISTRATION ADVISORY BOARD MEETING 16/88, NOVEMBER 23, 1988 SECTION I - ITEMS FOR AUTHORITY CONSIDERATION 2. REPORT OF THE SUB-COMMITTEE TO REVIEW THE DUTIES AND RESPONSIBILITIES OF MEMBERS OF THE AUTHORITY At meeting #16/88 of the Executive Committee, the above-noted Sub-Committee was established with the following terms of reference: "THAT a Sub-Committee of the Finance and Administration Advisory Board be appointed to study the duties and responsibilities of members of the Authority, "THAT said Sub-Committee report back to the Finance and Administration Advisory Board with recommendations for the Executive Committee during 1988, "AND FURTHER THAT the following members be appointed to the Sub-Committee: Brian Harrison William Kelly Robert Gillespie Eldred King" The Sub-Committee met on three occasions. At the first meeting of the Sub-Committee on April 27, 1988, staff were directed to prepare, for the consideration of the Sub-committee, suggested terms of reference for members of the Authority. .The estimated total cost of paying the Vice-Chairman of the Authority on a per diem basis, with payment of double per diem for those occasions when the Vice-Chairmap is taking the place of the Chairman, .The estimated cost of giving per diem plus 50% more to Chairmen of the three Advisory Boards when they are chairing a meeting, .Look into the possibilities of "Special project" funding for members who undertake a special task. In this regard, staff reported to the subsequent meetings of the Committee as follows: 1. The role of the municipally appointed member: An outline of duties as suggested by the Association of Conservation Authorities of ontario, attached herewith, 2. The role of the provincially appointed member: An outline of duties as suggested by the Association of Conservation Authorities of Ontario, attached herewith, 3. The estimated cost of paying the Vice-Chairman two times per diem: In connection with the financial remuneration for the Vice-Chairman, staff had been asked to estimate the total cost of paying the Vice- Chairman of the Authority on a per diem basis with payment of double per diem for those occasions when the Vice-Chairman is taking the place of the Chairman. In this regard, staff estimated a total honorarium for the Vice-Chairman in the amount of approximately $4,200. (The 1988 proposed honorarium is $8,706.78). Staff recommended that there be no change made in the honorarium paid the Vice-Chairman. C-32 FINANCE AND ADMINISTRATION ADVISORY BOARD MEETING '6/88, NOVEMBER 23, 1988 SECTION I - ITEMS FOR AUTHORITY CONSIDERATION 2. REPORT OF THE SUB-COMMITTEE TO REVIEW THE DUTIES AND RESPONSIBILITIES OF MEMBERS OF THE AUTHORITY 4. Extra remuneration for Chairmen of Advisory Boards: Staff were requested to estimate a per diem, plus 50% more, for the Chairmen of the three Advisory Boards when they are chairing a meeting. Staff estimated that this would result in an additional remuneration of $170 per year for each of the three Chairmen (1988 proposed per diem) . Staff recommended that there be no change in the present method of compensating Advisory Board Chairmen. 5. S~ecial project Funding for Members: Staff advised that under the present rules, members who are asked to take on special tasks are compensated when the task has been authorized by the Executive Committee or the Authority, and the members are compensated on a per diem basis. Staff recommended no change in this practice. Res.#35 Moved by: Brian Harrison Seconded by: Robert Gillespie THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT: (a) The attached two appendices, "The Role of the Municipally Appointed Member" and "The Role of the provincially Appointed Member" be approved as definitions of the duties and responsibilities of Members of the Authority, (b) The person selected as the Vice-Chairman of the Authority receive per diem for all regular meetings attended. and where the Vice-Chairman acts for the Chairman, at the Chairman's request, per diem shall be paid at the rate of two times the regular per diem payment, (c) There be no change in the current practice of paying Chairmen of the Advisory Boards the regular per diem rate, (d) When the Executive Committe authorizes the appointment of a Sub-Committee to deal with a specific matter, the current practice of paying members of such Sub-Committee a per diem for all meetings attended in connection with the matter, be continued, (e) The members' per diem be increased to $75 for 1989, and in each subsequent year, be increased in the same proportion as the economic increase authorized for staff. Res.#36 Moved by: Clarence Jessop Seconded by: Catherine Dowling THAT the Report of the Sub-Committee to Review the Duties and Responsibilities of Members of the Authority be referred back to staff to provide appropriate substantiating information with respect to the members' per diem. CARRIED. C-)) FINANCE AND ADMINISTRATION ADVISORY BOARD MEETING 16/88. NOVEMBER 23, 1988 SECTION I - ITEMS FOR AUTHORITY CONSIDERATION 3. CONVERSION OF TWO SEASONAL POSITIONS AT BLACK CREEK PIONEER VILLAGE TO PERMANENT STATUS: DELETION OF TWO POSITIONS . BlaCk creek pioneer village has two vacant full-time complement positions entitled "Artisan". These full-time positions have been vacant for several years because Artisans are now hired on a seasonal, rather than a full-time basis. In contrast, there are two "Interpretive Coordinator" positions which have functioned on a seasonal basis, but are required full-time. The "Interpretive Coordinator" positions function as assistant supervisors of 80 to 90 Artisans and Interpreters. In addition to the day-to-day supervisory responsibilities, the Interpretive Coordinators assist with the preparation (staff, materials. exhibits) for all special events. The 1989 preliminary budget reflects the complement adjustment to come into effect with the adoption of the budget at the end of March, 1989. The request for complement adjustment is being made now because the Coordinator positions are required over the winter period to prepare for the 1989 special events program and to assist with the care and cleaning of the artifacts. The additional benefit cost of the complement adjustment for the period December. 1988 to March, 1989 will be about $2,700 or $8,100 annually. Res.#37 Moved by: Catherine Dowling Seconded by: Clarence Jessop THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT the two Artisan complement positions at Black Creek pioneer Village be deleted and that two complement positions entitled "Interpretive Coordinator" be created. CARRIED. C-34 FINANCE AND ADMINISTRATION ADVISORY BOARD MEETING '6/88, NOVEMBER 23, 1988 SECTION 11- ITEMS FOR EXECUTIVE CONSIDERATION 4. 1988 FINANCIAL PROGRESS REPORT NO. 3 Res.#38 Moved by: Catherine Dowling Seconded by: Robert Gillespie THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT the Financial Progress Report No. 3, Appendix FA.275 herewith, covering the nine month period ending October 2, 1988 and variances and year end projections as contained in the appendix, be received. CARRIED. s. FOOD SERVICES 3-YEAR PLAN (1989-1990-1991) In March of 1987, the Authority established a Food Services Section and internalized its food service operation. Prior to 1987, this service was operated under a "Management Fee Contract" (1983 to 1986) and by a series of catering contracts prior to 1983. During the past one-and-a-half years, the quality of food and service has improved resulting in significant increases in gross sales especially in group functions. The result has been more program revenues to offset facility maintenance and service costs, increased reserve funds for improved facilities and equipment, and net revenues applied to the operations and maintenance of the public use facilities. See App.III (Bar Graph). This three-year plan has been prepared in response to a request from the Executive Committee. Res. #39 Moved by: Clarence Jessop Seconded by: Br'ian Harrison THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT the Food Services Plan, 1989-1991, dated November 23,1988. Appendix FA.293 herewith, be received and approved. CARRIED. NEW BUSINESS The Chairman advised that it would be necessary to have an additional meeting of the Finance & Administration Advisory Board. Res. #40 Moved by: Catherine Dowling Seconded by: Brian Harrison THAT the next meeting of the Finance & Administration Advisory Board will be held on Wednesday, January 18. 1989, commencing at 1:30 p.m. CARRIED. TERMINATION ON MOTION, the meeting terminated at 3:30 p.m., November 23, 1988. Gordon Patterson W. A. McLean Chairman Secretary Treasurer /L. ~ , C-35 the metropolitan toronto and region conservation authority minutes PINARCE AND ADMIRISTRA~ION January 20, 1989 17/88 ADVISORY BOARD The Finance and Administration Advisory Board met in the Theatre at Black Creek pioneer Village on Friday, January 20, 1989, immediately following an Authority meeting, at approximately 11:15 a.m. PRESERT Chairman Gordon Patterson Members Catherine Dowling Robert Gillespie Richard 0' Brien Chairman of the Authority William Foster Vice Chairman of the Authority Lois Hancey ABSER'!' Vice Chairman Clarence Jessop Members William Kelly Eldred King Brian Harrison Joyce Trimmer MIRODS Res. 141 Moved by: Robert Gillespie Seconded by: Catherine Dowling THAT the Minutes of Meeting 16/88 be approved. CARRIED C-36 FINANCE AND ADMINISTRATION ADVISORY BOARD MEETING 17/88. JANUARY 20. 1989 SECTION I - ITEMS POR AUTHORITY CONSIDERATION I. STATUTORY RESOLUTIONS FOR 33RD ANNUAL MEETING OF THE AUTHORITY (a) ApDOintaent of Auditors The appointment of an Auditor is required pursuant to Section 39 of The Conservation Authorities Act. Staff is satisfied with the performance and services of the firm of Clarkson Gordon and support their appointment as the Authority's Auditors for 1989. Res. 142 Moved by: Robert Gillespie Seconded by: Catherine Dowling THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT the following resolution be presented to the 33rd Annual Meeting of the Authority: THAT Clarkson Gordon, Chartered Accountants, be re-appointed as Auditors of the Authority for the year 1989. CARRIED (b) Borrowing Resolution - 1989 The Authority is required to adopt statutory resolutions relating to the borrowing of money. The Authority's rules of conduct, Section XVIII, Banking and Borrowing, require that the borrowing of money by the Authority shall be authorized by a resolution of the Authority. Res. 143 Moved by: Catherine Dowling Seconded by: Richard O'Brien THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT the following resolution be presented to the 33rd Annual Meeting of the Authority: WHEREAS it is necessary for The Metropolitan Toronto and Region Conservation Authority (hereinafter called "the Authority") to borrow up to the sum of TEN MILLION DOLLARS ($10,000,000.00) required for its purposes until payment to the Authority of any grants and of sums to be paid to the Authority by the participating municipalities designated as such under The Conservation Authorities Act, R.S.O. 1980, Chapter 85, as amended, THAT the Authority may borrow from The Royal Bank of Canada or the Authority's member municipalities up to the sum of TEN MILLION DOLLARS ($10,000,000.00) necessary for its purposes on the promissory note or notes of the Authority until payment to the Authority of any grants and of sums to be paid to the Authority by participating municipalities at such rate of interest as the Minister of Natural Resources approves, THAT the signing officers of the Authority are hereby authorized to execute for and on behalf of the Authority, a promissory note or notes for the sum to be borrowed under paragraph number I hereof and to affix thereto, the Corporate Seal of the Authority, THAT the amount borrowed pursuant to this resolution, together with interest thereon at the rate approved by the Minister of Natural Resources, be a charge upon the whole of the monies received or to be received by the Authority by way of grants as and when such monies are received and of sums received or to be received by the Authority from the participating municipalities as and when such monies are received, AND FURTHER THAT the signing officers of the Authority are hereby authorized and directed to apply, in payment of the monies borrowed pursuant to this resolution, together with interest thereon at the rate approved by the Minister of Natural Resources, all monies received by the Authority by way of grants or sums received by the Authority from the participating municipalities. CARRIED C-37 FINARCB AND ADMINISTRATION ADVISORY BOARD MEBTING '7/88, JANUARY 20, 1989 SBCTION II - ITEMS FOR BXECUTlVE COMMITTBB CONSIDBRATION 2. THB REPORT OF THB SUB-COMMITTBB TO REVIEW THE DUTIBS AND RESPONSIBILITIBS OF THB MEMBBRS OF THB AUTHORITY -Further information At its meeting on November 23, 1988, the Finance and Administration Advisory Board considered and discussed the following recommendations of the Sub-Committee to Review the Duties and Responsibilities of Members of the Authority: a) "The Role of the Municipally Appointed Member" and "The Role of the provincially Appointed Member" be approved as definitions of the duties and responsibilities of Members of the Authority: b) The person selected as the Vice-Chairman of the Authority receive per diem for all regular meetings attended and where the vice-Chairman acts for the Chairman, at the Chairman's request, per diem shall be paid at the rate of two times the regular per diem payment: c) There be no change in the current practice of paying Chairmen of the Advisory Boards the regular per diem rate: d) When the Executive Committee authorizes the appointment of a Sub- Committee to deal with a specific matter, the current practice of paying Members of such Sub-Committee a per diem for all meetings attended in connection with the matter, be continued: e) The Members' per diem be increased to $75 for 1989 and in each subsequent year, be increased in the same proportion as the economic increase authorized for staff. The Board decided that these recommendations should be referred back to staff to provide appropriate substantiating information with respect to the recommendation on the Members' per diem. On January 9, 1989, the General Manager received a letter (attached) from the ontario Municipal Board indicating that the Board was not prepared to approve the increase in the Chairman's honorarium as proposed by the Authority. The Ontario Municipal Board has requested and is awaiting direction from the Minister of Natural Resources concerning an appropriate mechanism to evaluate honoraria and per diems paid to Members of Authorities. Given this information, it is unlikely that a further request from this Authority to increase the Members' per diem to $75 would receive approval at the Ontario Municipal Board. Accordingly, it is suggested that the Board direct staff to prepare a submission to the Minister of Natural Resources which would set out, in detail, an appropriate system to properly evaluate honoraria and Members' per diems. Staff suggests that the Authority might use the same principles and . practices a~ are applied in determining the salary and wages of Authority staff. This system employs benchmark positions among comparable organizations. For the M.T.R.C.A., the comparable jurisdictions are the Towns of vaughan and Markham, the City of North York, the Municipality of Metropolitan Toronto and the Regional Municipality of peel. Res. '44 Moved by: Richard O'Brien Seconded by: Catherine Dowling THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT staff be directed to prepare, for the Finance and Administration Advisory Board, a detailed submission for presentation to the Minister of Natural Resources for the purposes of determining the honoraria and per diem of members of The Metropolitan Toronto and Region Conservation Authority: AND FURTHER THAT, following consideration by the Authority, the report be circulated to other authorities. CARRIED C-38 FINARCB ARD ADMINISTRATION ADVISORY BOARD MEBTING 17/88. JANUARY 20. 1989 SBCTION II - ITEMS FOR BXBCUTlVE COMMITTBB CONSIDBRATION 3. THB ROYAL BAR OP CARADA -Services Agreement Res. i4 5 Moved by: Robert Gillespie Seconded by: Catherine Dowling THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT the Report on Banking Services, Appendix FA. 319, be received: AND FURTHER THAT staff be directed to ensure that in the coming year the recommendation for acceptance of banking services be based on a proposal call to all acceptable financial institutions. CARRIED C-39 FlRARCB AND ADMINISTRATION ADVISORY BOARD MEBTING '7/88, JANUARY 20, 1989 SECTION III - ITEMS REPBRRED TO ANOTHBR BOARD 4. BLACK CREBK PIONBBR VILLAGB BUSINBSS PLAN In 1987, as part of its approval of the Authority's operating budget, Metropolitan Toronto Council made a resolution requesting that a multi- year Business plan be prepared for Black Creek pioneer village. The Authority had already embarked on a strategic management process, one outcome of which has been the Greenspace plan. In preparing a similar long-term strategy for Black Creek pioneer Village, it was necessary to consider a wide range of activities and to recognize the involvement of Authority staff from more than one division. The document prepared reflects the involvement and concerns of a number of divisions and recognizes the importance of Black Creek pioneer Village to the Authority. The plan is presented for the information of the members and will also be sent for information to the Conservation and Related Land Management Advisory Board. Res. '46 Moved by: Catherine Dowling Seconded by: Robert Gillespie THAT the report on the Black Creek pioneer Village Business plan be received and forwarded to the Conservation and Related Land Management Advisory Board for the information of its members. CARRIED C-40 FINANCB AND ADMINISTRATION ADVISORY BOARD MEBTING '7/88, JANUARY 20, 1989 SECTION IV - ITEMS POR INFORMATION OP BOARD 5. COMPUTER SYSTEMS UPDATB Res. i4 7 Moved by: Catherine Dowling Seconded by: Robert Gillespie THAT the Director of the Finance and Administration Division be thanked for the presentation to bring members of the Advisory Board up to date on the Authority's computer systems. CARRIED TBRMINATION ON MOTION, the meeting terminated at 1:l5 p.m., Friday, January 20, 1989. Gordon W. Patterson W.A. McLean Chairman Secretary-Treasurer em