HomeMy WebLinkAboutFinance and Administration Advisory Board 1986
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the metropolitan toronto and region conservation authority
minutes REPO~T n/86
FINANCE AND ADMINISTRATION 5-~1ARCH-1986 #1/86.
ADVISORY BOARD \ The Finance and Administration Advisory Boakd met in the Humber Room, at the
Authority Head Office, 5 Shoreham Drive, Downsview, on Wednesday, March 5, 1986
at 10.00 a.m.
PR ESENT
Chairman Gordon Patterson
Vice Chairman Brian HarrisOn
Clarence Jessop
William Kelly
Rocco Maragna
Clarkson Gordon Colin Lipson
ABSENT
Members William Barber
Robert Gillespie
Eldred Ki ng
Jack Layton
Richard O'Brien
MINUTES
Res. n Moved by: Brian Harrison
Seconded by: Clarence Jessop
THAT the Minutes of Meeting #7/85 be approved.
CARRIED
SECTION I
FOR CONSIDERATION
1985 AUDITED FINANCIAL STATEMENTS
Mr. Colin Lipson, audit partner of Clarkson Gordon, introduced the draft
Financial Statement for 1985.
Res. #2 Moved by: Brian Harrison
Seconded by: Clarence Jessop
THE BOARD RECOMMENDS THAT
1. the transfers of funds into and from the reserves during 1985, as
outlined on Statement 3, be approved;
2. the 1985 Audited Financial Statements be approved as presented, be
signed by the Chairman and the Secretary-~reasurer of the Authority,
and distributed in accordance with Section 39 (3) of the Conservation
Authorities Act.
CARRIED
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1986 SALARY AND WAGE SCHEDULE
The following recommendation from the Finance and Administration Advisory Board
was approved by the Executive Committee, Resolution i220, item i2, at Meeting
n 5/8 5, held on December 13, 1985
"THAT the 1986 Salary and Wage Schedule, . . . . ,be recommended
to the 1986 Authority for consideration at the 1986 budget
me e t i ng . . . . II
The proposed 1986 Salary and Wage Schedule represents a 4 5% across-the-board
increase over 1985 rates. There are no recommended increases to the employee
benefit package for 1986.
The proposed 4.5% is based on a review of provincial and member municipality
settlements for 1985/86. Those member municipalities with two-year collective
agreements for 1985 and 1986 have a combined average increase of 8.9%. With the
approval of 4.5% for 1986, the combined 1985/86 ~ncrease for Authority staff will
be 8 2% (3 7% in 1985). Provincial settlements for 1985 averaged 5% for
non-management staff.
Res. #3 Moved by Brian Harrison
Seconded by Clarence Jessop
THE BOARD RECOMMENDS THAT the 1986 Salary and Wage Schedule, appended as Schedule
~'A It of these Minutes, be approved, effective January 1, 1986;
AND FURTHER THAT this salary adjustment be applicable to those who have left the
employ of the Authority since January 1, 1986
CARRIED.
POST-RETIREMENT SERVICE
At Meeting i4/85, this Advisory Board directed that
"The General Manager prepare a report for the consideration of
the Board concerning the proposal that the General Manager/
Secretary-Treasurer be authorized to deal with all staff
requests for post-retirement ser.,ice at his discretion II
The Personnel Policy of the Authority provides that the normal retirement of an
employee occurs at the end of the month in which the employee attains the age of
65 Employment beyond age 65 is permitted with the approval of the Executive
Committee
It has been the practice of the Executive Committee to permit post-retirement
service in instances where
(a) an employee requests it to attain completion of service to some specific
anniversary (job date, year end);
(b) there is no one immediately available to replace the retiring employee, or
there are specific tasks the Authority wishes the employee to complete
before retiring
Each approval for post-retirement service has been granted for periods of one
year or less
The primary requirement for administering post-retirement service extensions is
that the criteria used to evaluate requests be fair, consistent, in good faith,
and take into consideration the operational needs of the work unit to continue a
satisfactory level of work performance The criteria presently being used
satisfy this requirement
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Res. J4
Moved by:
Seconded by:
Rocco Maragna
Clarence Jessop
THE BOARD RECOMMENDS THAT Section A-13(c) of the Personnel policies be amended to
provide that post-retirement employment extensions may be pe~itted with the
approval of the General Manager/Secretary-rreasurer for periods not to exceed 12
months.
CARRIED.
1986 BODGET
The Authority, at its Meeting t8/85, approved for discussion with member
municipalities and the Province of Ontario, preli~inary budget estimates of
$24,474,941. This represented a 27.4% increaSe in total expenditures. The
majority of this increase is accounted for by the funding of the Conservation arid
Hazard Land Acquisition Project, and the inclusion of the Keating Channel
Dredging Project, both Metropolitan Toronto benefiting projects.
Excepting the capital projects, and the Keating Channel project, the
increase in general levy in the preliminary budget was 15.1%.
Discussions have now been held with officials of al~ member municipa-
lities, and we have been advised of the gra'nts available from the Province of
Ontario for 198,6. The results of these discussions indicate a need for the
Authority to reduce the C1eneral levy from the 15.U to 4.'5%.
To achieve current budget reductions to 4.5%, consideration has been given
to:
1) tax adjustments arising from actual 1985 taxes paid to regional
municipalities on revenue producing properties outside of Metro
Toronto;
2) shifts in equalized assessment (discounted);
3) the application of $200,000 levies on hand, raised in prior years, as
per policy.
In addition, the following amendments to the current budget are
recommended:
REDUCTIONS
Gross General
.lli!!. Page Ref. Ex~end Levy
$
1. Administration IV-5 26,440 13,220
2. Rental properties - maintenance IV-7 25,500 25,500
3. Water and related taxes IV-9 15,000 6,750
4. Urban/rural drainage V-7 10,000 4,500
5. Program administration (W& RLM & C&RLM) V-5
VI-5
VI 1-5 114,731 56,568
VI II-5
6. Conservation area operations VI-ll 98,400 98,400
7. Marketing VII-9 25,000 25,000
8. Conservation area development VII-ll 100,000 50,000
9. Black Creek Pioneer Village - operation VII 1-7 64,450 64,450
10. Vehicle & Equipment acquisition IX-3 21,100 21,100
500,621 365,488
.=-..... ....~:aa
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ADDITIONS
1. P.C. Surveys & Studies V-13 8,000 3,GOO
(Computer data transfer)
2. F.C. Major maintenance V-13 28,500 12,825
3. Kortright Centre - maintenance VI-9 6,000 6,000
42,500 22,425
...... ..~...
The following changes have been introduced to the 1986 capital budget:
Gross General
Item Page Ref. Expend Levy
$ $
1. Land acquisition project IV-9 (56,000) (25,200)
2. Metro land acquisition IV-9 20,800,000 6,550,000
3. Waterfront hazard land IV-9 (99,682) (44,857)
4. Waterfront open space acquisition IV~9 (300,000) (150,000)
5 Highland Creek V-ll (36,200) (16,290)
6. Shoreline management V-ll 36,000 16,200
7. Flood warning communication system V-13 (20,000) (9,000)
8. Metro erosion control project V-ll (117,500) (52,875)
9. Peel erosion control V-ll (30,000) (13,500)
10. York erosion control V-ll (34,700) (15,615)
11. Keating Cqannel V-13 (327,273) (147,273)
12 Waterfront program V-16,18 (249,368) (103,184)
13. Black Creek Pioneer Village development VIII-ll (138,500) --
14. Bellamy Road V-ll -- (157,500)
19,426,777 5,830,906
.......... .........
Most of the changes above are consistent with the level of provincial cash
flow that has been made available to the Authority The Metro Hazard and
Conservation Land Acquisition Project, item 2, has been increased substantially
to include additional acquisitions as well as the estimated value of lands to be
transferred from the Province, in lieu of cash contributions. Over the course of
the project, both the Metro and Provincial contributions will be equal. Item 7,
the Flood Warning Communication System, is now deleted from the budget as the
funds are no longer required. The reductions to Black Creek Pioneer Village
development budget, item 13, have been introduced to better reflect anticipated
funding from the Foundation and other sources. The levy request for 1986 for the
Bellamy Road Ravine Project is reduced to correspond to the municipal portion of
land sales revenue expected in 1986
Because of the tax adjustments which affect the regional municipalities,
changes in equalized assessment and projects in which member municipalities are
designated benefiting, the overall levy change affects individual member
municipalities to varying degrees. The following summarizes the levy changes for
member municipalities, as compared to the 1985 actuals:
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19.86 1985 %
Municipality Budget Actual Chanqe
G G
. Adjala - General 396 382 3.7
Capital ..ll ...ll (14.3)
Tota.1 420 410 2.4
... ... ......
Durham - General 117,728 155,168 (24.1)
Benefiting 43,000 -- --
Capi tal 15,902 14,653 8.5
Total 176,630 169,821 4.0
....... ....... ......
Metro - General 4,131,904 3,935,390 5.0
Capital 10,072,620 1,646,475 ~
Total 14,204,524 5,581,865 254.5
.......... .......:ia. .....
Mono - General 330 329 0.3
Capital ~ ....ll (16.7)
Total 350 353 (0.8)
... ... ......
Peel - General 546,153 516,078 5.8
Capital 25,916 40,242 (35.6)
Total 572,069 556,320 2.8
......a ....... ......
York - General 5-S1,30l 511,840 7.7
Capital 31,563 48,118 (34.4 )
Total 582,864 559,958 4.1
..a..... ....a.. ..a...
GENERAL 5,347,812 5,119,187 4.5
.......... ......... ......
CAPITAL (excl. 10,146,045 1,749,540 579.9
Durham benefiting)
.......... .a.a..... ......
Res. ts Moved by: Brian Harrison
Seconded by: William Kelly
THE BOARD RECOMMENDS THAT the 1986 Current Budget, as amended, and the 1986
Capital Budget be adopted by the full Authority, with the following action being
taken:
1. All current projects included in the 1986 Current Budget be a~proved and
adopted;
2. And whereas the Conservation Authorities Act provides that, for the carrying
out of any project, an Authority shall have the power to determine the
portion of total benefit afforded to all municipalities that is afforded to
each of them, The Metropolitan Toronto and Region Conservation Authority
therefore enacts as follows:
(i) that all member municipalities be designated as. benefiting for all
Current projects included in the 1986 Budget;
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(i i) the Authority's share of the cost of the Current projects included in
the 1986 Budget shall be raised from all member municipalities as part
of the 1986 General Levy;
(i i i) the 1986 General Levy for Current programs be apportioned to the
participating municipalities in the portion that the equalized
assessment of the whole is under the jurisdiction of the Authority,
unless otherwise provided in the levy;
(iv) the appropriate Authority officials be instructed to advise all
municipalities pursuant to the Conservation Authorities Act and to levy
the said municipalities the amount set forth in the 1986 budget for
Current programs;
(v) the Executive Committee be authorized to reduce the said budget and
levy, should such action be deemed expedient;
3. The 1986 Capital Works Program and the 1986 Capital Levy for projects
included therein be adopted by the full Authority, with the following action
being taken
(a) All member muncipalities be notified of the amount of such monies they
are required to raise in 1986, on the basis set forth on the 1986 Capital
Works Program for
(i) Land Acquisition Project 1986
(ii) Lake Ontario Waterfront Development Project 1986
(b) The Municipality of Metropolitan Toronto be levied for
(i) Highland Creek Erosion Control Project 1986
(i i) Erosion Control and Slope Stabilization Project 1986
(i11) Lake Ontario Shoreline Management Project 1986
(iv) Hazard and Conservation Land Acquisition Project within
the Municipality of Metropolitan Toronto, 1986
(v) Project for the Dredging of the Keating Channel 1986,
subject to the receipt of Environmental Assessment approval and
the approval of Municipality of Metropolitan Toronto Council.
(cl The Regional Municipality of Durham be levied for the Waterfront, Durham
Benefiting Project, subject to the receipt of approval from the local
municipality, if required.
(d) The appropriate Authority officials be instructed to advise all
municipalities pursuant to the Conservation Authorities Act, and to levy
the said municipalities the amounts set forth in the 1986 Capital Works
pr ogram.
(e) The Executive Committee be authorized to reduce the said budget and levy,
should such action be deemed expedient.
CARRIED
PURCHASING POLICIES AMENDMENT
The present "Purchasing policies and Procedures", adopted at Authority meeting
#3/85 and amended at Authority Meeting t8/85, provide that, after appropriate
Authority approval is obtained, designated staff can initiate a purchase order or
authorize payment for goods and services received.
In the interests of efficiency, additions designated by * on the attached
Appendix 1 and Appendix 2 are recommended.
Res. #6 Moved by Clarence Jessop
Seconded by Rocco Maragna
THE BOARD RECOMMENDS THAT Appendix 1 and Appendix 2 of the Authority'S Purchasing
policies and Procedures, as amended and appended as Schedule "B" of these
Minutes, be approved.
CARRIED
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SECTION II
NEW BUS INESS
Schedule for Future Meetings
IT WAS AGREED THAT the absent members of this Advisory Board will be called to
ascertain if Wednesdays at 1.30 p.m. will be a convenient time for meetings to be
scheduled. Tentative dates are:
Apr il 23
June 4
September 17
October 29
November 19
Parking Lot at Black Creek Pioneer Vill.,age
Res. #7 Moved by: William Kelly
Seconded by: Brian Harrison
THAT staff be directed to consult with York University and parking lot management
experts, and report back to the Board on the possible joint management with York
University of a portion of the parking lot at Black Creek Pioneer Village, or any
other proposal that appears feasible.
CARRIED.
Taxes on Authority Property
f
Res. t 8 Moved by: Brian Harrison
Seconded by: Rocco Mflragna
THAT staff report to the Board on all the lands on which we pay taxes, with a
description of the property and the amount of taxes paid.
CARRIED.
TERMINATION
ON MOTION, the meeting terminated at 11.45 a.m., Wednesday, March 5, 1986.
Gordon W. Patterson William A. McLean
Chairman General Manager/Secretary-Treasurer
em
198"6.03.05
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THE METROPOLITAN TORONTO AND REGION CONSERVATION AUTHORITY
PERSONNEL MANUAL
SCHEDULE B contd. Executive Mtg.
Resolution No.
SALARIES/WAGES Da te :
1986 CLASS LEVEL RANGES
Hourly Rate
Class Mid Job I I Mid Job
Level Entry Point Rate Entry Point Rate
G01 15,822 16,701 17,581
G02 17,247 18,205 19,162
G03 20,490 21,627 22,766
G04 22,335 23,575 24,817
G05 24,345 25,697 27,051
GF1 20,432 21,540 22,692 9.82 10.36 10.91
GF2 22,279 23,497 24,736 10.71 11. 30 11. 89
GF3 24,279 25,627 26,953 11. 67 12.32 12.96
TP1 18,799 19,844 20,887
TP2 23,588 25,062 26,537 28,010 29,486
TP3 28,025 29,776 31,527 33,279 35,030
TP4 33,295 35,378 37,458 39,539 41,620
SM1 25,710 27,317 28,926 30,532 32,138
SM2 30,544 32,455 34,364 36,274 38,183
SM3 33,295 35,378 37,458 39,539 41,620
SM4 36,293 38,561 40,829 43,097 45,367
SM5 39,557 42,035 44,502 46,976 49,447
SM6 41,709 44,187 46,653 49,126 51,598
SM7 46,645 49,560 52,476 55,390 58,306
SM8 50,842 54,020 57,197 60,375 63,553
SM9 57,452 61,045 64,634 68,225 71,816
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THE METROPOLITAN TORONTO AND REGION CONSERVAT'ION AUTHORITY
PERSONNEL MANUAL
SCHEDULE B contd. Executive Mtg.
Resolution No.
SALARIES/WAGES Date:
,
~986 Wage Rates - Suppl eme t.1t a ry Service Staff
Students $4.00-4.50-5.00-5.50-6.00/hr
Student rates are applicable to those supplementary employees who
are currently students, or who have been students wi thin the ,four
month period preceding the date of hire. These rates do not apply
to recent post-secondary gradua.nts. Rates apply to students
performing general service duties .such as gate/build~n9 attendants,
shop sales/rentals, or unskilled labour.
General Service (non-student)
(gate/bui1ding attendants,
cleaners, unskilled labour) $4.20-4.70-5.20-5.70-6.20/hr.
Labourer (machinery/equipment) $6.65-7.50-8.30
Lead Hand (seasonal) $8.90
Junior Clerk/Sec.retary $6.65-7.50
Senior Clerk/Secretary $8.30-8.90
Gift Shop Clerk (seasonal) $6.65-7.50-8.30
Gift Shop Clerk (part-time) $5.45-6.00-6.55
1986 WageR~tes - Supplement.ary Program Staff
Recreation Programs
Campground Supervisor (Albion) $82-86.00/diem
Campground Supervisor (Claireville) $86-90.00/diem
Recreation Program Supervisor $82-86.00/diem
Assistant Recreation Program Supervisor $7.80-8.l0/hr.
Recreation Program Instructor $6.80-7.10-7.40/hr.
Lead Hand, Recreation (GF 2 ) $lO.7l-11.30-l1.89/hr.
Water Safety Coordinator $63-68.00/diem
Head Lifeguard, Level I $6.l0-6.30-&.50/hr.
Level II $6.30-6.50-6.70/hr.
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THE METROPOLITAN TORONTO AND REGION CONSERVATION AUTHORITY
PERSONNEL MANUAL
SCHEDULE B contd. Executive Mtg.*
Resolution No.
SALARIES/WAGES Date:
1986 Wage Rates - Supp1a~entary Program Staff contd.
Recreation Programs contd.
Assistant Lifeguard, Level I $S.35-S.S0-S.65/hr.
Level II $S.SO-S.65-S.80/hr.
Lifeguard, Level I $4.90-S.05-5.20/hr.
Level I I $S.OS-S.20-5.3S/hr.
Range Officer $6.l0-6.S0/hr.
Ski Patroller, Level I $4.75-S.0S/hr.
Level II $4.90-S.20/hr.
Education Programs
Education Program Coordinator $66-72.00/diem
Education Assistants (Level I) $28-30-32.00/diem
Education Assistants (Levels II - IV) $46-5l-58-66.00/diem
Guest Lecturers $60. to $200./diem
Interpreter/Artisan Programs
Administrative Assistant, Interpreters $lO.7l-l1.30-1l.89/hr.
Interpreter/Artisan (seasonal) 1. $lO.7l-l1.30-ll.89/hr.
2. $ll.69-l2.32-l2.96/hr.
Artisan (part-time) $7.l0/hr.
Interpreter (seasonal) $7.40-7.70-8.70-9.35/hr.
Interpreter (part-time) $6.00/hr.
Technical Positions
Technical (undergraduate) $6.l0-6.40-6.75/hr.
Technical (gradua te) (TP) * $lO.30-l0.85-ll.40/hr.
* where greater skills are required, other TP levels may be used.
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THE METROPOLITAN TORONTO AND REGION CONSERVATION AUTHORITY
PERSONNEL MANUAL
SCHEDULE B contd. Executive Mtg.#
Resolution No.
SALARIES/WAGES , Date:
.
1986 Wage Rates - Supplementary F09Q Servic~ Staff
Bus Person $4.00-4.40-4.80/hr.
Cleaners $4.20-4.70-5.20-5.70-6 ..20/hr.
Counter Server $4.00-4.40-4.80/hr.
Dining Room Server $4.00 (+ gratuities)
Cashier, Snack Bar $4.00-4.60-4.85/hr.
Cashier, Dining Room $4.60-4.85-5.20/hr.
Bartender $4.00 to 6.25/hr.
Assistant Cook $4.00 to 6.25/hr.
Cook - I $5.70 to 7.90/hr.
Cook - II $16,432 to $22,672/year
Chef $24,440 to $29,120/year
Supervisory Personnel:
Level I $4.80-6.20-7.35/hr.
Level II $7.3S-7.90-8.55/hr.
Level III $17,247-l8,205-l9,162/year
Level IV $20,490-2l,627-22,766/year
Field Supervisor $22,335-23,575-24,8l7/year
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APPENDIX 1
DESIGNATED STAFF AUTHORIZED TO PURCHASE GOODS OR SERVICES
Staff position ~
General Manager $25,000 and under
Secretary-Treasurer $25,000 and under
Director, $25,000 and under
Administrator, BCPV $25,00~ and under
Manager, $10,000 and under
Curator, BCPV $10,000 and under
Planner, Program Services $10,000 and under
Supervisor, $ 2,500 and under
Administrative Assistant, BCPV $ 2,500 and under
Accounting Assistant, BCPV $ 2,500 and under
Erosion & Sediment Control
Technician, Water Resource $ 2,500 and under
Planning Technician,
Program Services $ 2,500 and under
11 Planner, Resource Management Programs $ 2,500 and under
Superintendent, Projects, W.R. $ 2,500 and under
Project Engineer, W.R. $ 2,500 and under
11 Assistant Manager, Food Services $ 2,500 and under
Superintendent, $ 500 and under
Asst. Superintendent, $ 500 and under
Design Draftsperson, W.R. $ 500 and under
Project Biologist, W.R. $ 500 and under
Resource Management Foreman, W.R. $ 500 and under
Lead Hand, Water Resource $ 200 and under
The delegation of authority to authorize purchase orders for
staff at the Director level and lower does not extend to
purchases of goods and services that are not related to the
programs under which the staff is employed. The above
delegation does not remove the requirement of obtaining
Executive Committee or Authority approval as required under
approved Purchasing Policies.
86.02.27
Page 6 C-13
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APPENDIX 2
DESIGNATED S~AFF AUTHORIZED TO APPROVE INVOICES FOR PAYMENT
IN RESPECT OF GOODS OR.SERVICE~
Staff Position ~
Secretary-Treasurer O'nlimi ted
.
General Manager O'nlimi ted
Director, anlimi ted
Administrator, BCPV O'niimi ted
Manager, $10,000 and under
CUrator, BCPV $10,000 and under
Planner, Program Services $10,000 and under
* Assistant Manager, Food Services $ 2,500 and uhder
Delegation of authority at the Director level and lower applies
only to payment of goods or services for programs under which
staff is employed. It is the responsibility' of desig.nated
staff to ensure purc~asing policies have been adhered to prior
tQ submitting invoices for payment.
86.02.27
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the metropolitan toronto and region conservation authority
I minutes
FINANCE AND ADMINISTRATION
ADVISORY BOARD 23-APRIL-l986 #2/86
The Finance and Administratio.n Advisory Board met in the Humber Room, at the
Authority Head Office, S Shoreham Drive, Oownsview, on Wednesday, April 23, 1986
at 1.30 p.m.
1 PR ESENT
Chairman Gordon Patterson
Vice Chairman Brian Harrison
William Barber
Robert Gillespie
WilliaTII Kelly
Eldred King
Rocco Maragna
Richard O'Brien
Chairman of the Authority William Foster
Vice Chairman of the Authority Lois Hancey
ABSENT
Members Clarence Jessop
Jack Layton
MIUUTES
Res. #9 Moved by: Rocco Maragna
Seconded by: William Barber
THAT the Minutes of Meeting #1/86 be approved.
CARRIED
ADVISORY BOARD TERMS OF REFERENCE
Res. no Moved by: Eldred King
Seconded by: Robert Gille'spie
THE BOARD RECOMMENDS THAT the Terms of Reference for the Finance and
Administration Advisory Board, as set out below, be adopted:
To initiate, study, report on and recommend a comprehen'sive program of
financial, perso,n'nel and administrative management for the Authority and,
withQut restricting the foregoing, the
SPECIFIC"TERMS OF REFERENCE SHALL IUCLUDE:
- budget policy, guidelines and annual recommendations
- personnel policy
- banking and insurance policy
- safety and security policy
- purchasing policy
- program performance appraisal
- administrative regulations and rules of conduct of- the Authority
- audit and legal
CARRIED
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1986 SCHEDULE OF MEETINGS
Res #11 Moved by Brian Harrison
Seconded by Eldred King
THE BOARD RECOMMENDS THAT the following schedule of meetings for the Finance and
Administration Advisory Board be adopted for the balance of the year
Meeting i3 - Wednesday, June 25, 1986 at 1.30 p m.
Meeting #4 - Wednesday, September 24, 1986 at 1.30 p m.
Meeting #5 - Wednesday, October 22, 1986 at 1 30 p.m
Meeting #6 - Wednesday, November 26, 1986 at 1.30 p m
CARRIED
APPLICATIOtI TO THE OnTARIO MUNICI PAL BOARD
FOR 1986 HonORARIA AND PER DIEM
At its meeting of March 21st, 1986, the Authority approved the 1986 Salary
and Wage Schedule which reflected a 4 5% increase over 1985 A separate
resolution of the Authority is required to apply the 4 5% increase to the
Chairman's and Vice Chairman's honoraria and the members' per diem. Once
approved by the Authority, the 1986 honoraria and per diem must be approved by
the Ontario Municipal Board pursuant to S 38 of the Conservation Authorities Act
Applying the 4 5% increase will result in a 1986 members' per diem of
$52.25 The Chairman's 1985 honorarium was $19,684 00 and this would become
$20,569 78 in 1986 The Vice-Chairman's honorarium was $7,666 40 in 1985 and
would become $8,011 39 in 1986 The new rates are to be effective January 1,
1986
Res. H2 Moved by Eldred King
Seconded by Robert Gillespie
THE BOARD RECOMMEnDS THAT, pursuant to Section 38 of the Conservation Authorities
Act, the 1986 per diem for Authority members be $52 25;
THAT the 1986 honorarium of the Chairman be $20,569 78;
THAT the 1986 honorarium of the Vice-Chairman be $8,011 39;
THAT the foregoing rates be effective January 1st, 1986;
AnD FURTHER THAT staff be directed to have the Authority's solicitors take such
~ction as is necessary to obtain the approval of the Ontario Municipal Board for
the 1986 members' per diem and honoraria of the Chairman and Vice-Chairman
CARRIED
LEAD HAlID POSITIOn - FIELD OPERATIONS
Res. H3 Moved by Eldred King
Seconded by William Barber
THE BOARD RECOMMENDS THAT one labourer complement position at Cold Creek
Conservation Area be eliminated and that it be replaced with a Lead Hand
complement position, to be effective May 1, 1986.
CARRIED
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PERSONnEL POLICIES
Res. U4 Moved by Eldred King
Seconded by Rocco Maragna
THAT the Personnel Policies, as preSented, be receIved;
AnD THE BOARD RE~OMMENDS THAT a meeting of this Board be held in September, to
which all Authority members will be invited, and at which staff will present a
comprehensive report on these Policies.
CARRIED
CLAIREVILLE GOLF COURSE AGREEMENT
Res. #15 Moved by: Rocco Maragna
Seconded by: Eldred King
THAT the report of the Secretary-Treasurer pertaining, to the negotiations wi th
the Kleinburg Golf and Country Club, with respect to an agreement for development
and construction of a golf course at Claireville Conservation Area, be received.
CARRIED
FINANCIAL PROGRESS REPQRT #1
Res. #16 Moved by: Eldred King
Seconded by: Robert Gillespie
THE BOARD RECOMMEHDS THAT the Financial Progress Report #1 be received and
forwarded to the Executive Committee.
CARRIED
REVI SIOU OF RULES FOR THE COtlDUCT OF THE AUTHORITY
At Authority Meeting #2/86 beld on March 21., 1986, by Resolution #34, revised
Rules for the Conduct of the Authority were adopted. Below the resolution, the
following ,notation appeared in the Minutes:
"UOTE: It was agreed that the question of cutting off dlebate by calling
for the question be referred to the Finance and Administration
Advisory Board for consideration and possible amendment to the
Rules for the Conduct of the Authority."
, In keeping with the direction of the Authority, revised Rules have been prepared
by Mr. John G. Parkinson, Solicitor, and, in order to implement same, it will be
necessary to have two recommendations to the Executive Committee and the
Authority which will ultimately require two separate resolutions by the
Au thori ty .
Res. U7 Moved by: Eldred King
Seconded by: Brian Harrison
THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE AilD TO THE AUTHORITY
THAT the Rules for the Conduct of the Authority be amended by the addition of a
new paragraph 68 which shall read as follows
"68. A motion that the question be put to the vote
must be moved and seconded by members who have not spoken
to the question and requires a two-thirds majority of
those present and voting to carry."
CARRIED
C-17
- 4 -
Res U8 Moved by Rocco Maragna
Seconded by Robert Gillespie
In the event that the foregoing Resolution is carried by the Executive Committee
and the Authority;
THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE MID TO THE AUTHORITY
THAT paragraph 68 of the Rules for the Conduct of the Authority be amended by
changing the number "69" to the number "70";
THAT paragraph 81 be amended by changing the number "82" to "83";
THAT paragraph 82 be a.."l\ended by changi ng the number "81" to "82";
AnD FURTHER THAT paragraphs numbered 68 to 90 ( inclusive) be re-numbered to
paragraphs 69 to 91 ( i ncl us i ve )
CARRIED
TERMInATIOtl
O~l MOTION, the ~eeting tecninated at 2 55 p.m , Wednesday, April 23, 1986
Gordon W Patterson Warren E Jones
Chairman Acting Secretary-Treasurer
em
1986 04.24
~ C-18
,
the metropolitan toronto and region conservation authority
mi'nutes
FINANCE AND ADMINISTRATION #3/86
ADVISORY BOARD 2S-JUNE-l986 The Flnance and Administration Advisory Board met in the Humber Room, at the
Authority Head Office, 5 Shoreham Drive, Downsview, on Wednesday, June 25, 1986
at 1. 30 p.m.
PRESEtlT
Chairman Gordon Patterson
Vice Chairman Brian Harrison
William Barber
Robe:t: Gillespie
Clarence Jessop
William Kelly
Eldred King
Richard O'Brien
Vice Chairman of the Authority Lois Hancey
ABSENT
Members Jack Layton
Rocco Maragna
MInUTES
Res. !Jl9 Moved by Brian Harriso,n
Seconded by Richard O'Brien
THAT the Minutes of Meeting ~2/86 be approved.
CA~RIED
1987 BUDGET GUIDELINES
The Director, Finance and Administration Division made a presentation to the
Board covering various aspects of Corporate Planning, Zero Base BUdgeting,
Program Review and Evaluation, Audit and Evaluation Committee and the 1987 Budget
Process.
Res. ~20 Moved by: William Barber
Seconded by: Eldred King
THE BOARD RECOMMENDS
THAT the Finance and Administration Advisory Board meet o.n Wednesday, October 1,
1986, at 1.30 p.m. to deal with the 1987 budgetary proposals;
THAT 4% be used as a general .factor to be applied for the 1987 budget except
where more specific revenue and expenditure estimates are available;
.
THAT staff review the Authority's Employee Benefits Program and present
recommendations to the Finance and Administration Advisory Board at the earliest
opportunity;
THAT the presentation by the Director, Finance and Administration, on the Budget
Process be received;
THAT staff be directed to pursue a ~odified approach to zero base budgeting as
part of the 1987 Budget process;
C-19
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ArID FURTHER THAT the Chairman of the Authority and the Chairman of the Finance
and Administration Advisory Board work with the General Manager and senior staff
to develop detailed terms of reference and operating procedures for an Audit and
Evaluation Committee, and return with recommendations to the Finance and
Administration Advisory Board
CARRIED
PERSOnNEL POLICY A-9, HEALTH AND SAFETY
Res '121 Moved by Clarence Jessop
Seconded by William Barber
THE BOARD RECOMMENDS THAT Personnel Policy A-9, Health and Safety, as amended and
appended as Schedule "A", be approved
CARRIED
REASSIGNMENT OF COMPLEMEnT POSITION
- Black Creek Pioneer Village
Res 1122 Moved by Eldred King
Seconded by Clarence Jessop
THE BOARD RECOMMEUDS THAT the vacant complement position "Artisan - BCPV" be
deleted;
AUD FURTHER THAT the complement ?osition "Exhibit/Design Co-ordinator - BCPV" be
established.
CARRIED
CLARKSON GORDON MANAGEMENT LETTER
Res 423 Moved by William Barber
S~conded by Robert Gillespie
THAT Clarkson Gordon's annual Management Letter, dated May 28, 1986, be received
CARRIED
TAXES Otl AUTHORITY PROPERTY
Res 1124 Moved by Brian Harrison
Seconded by Robert Gillespie
THAT the report of the Director of Finance and Administration, pertaining to
taxes on Authority property be received
CARRIED
1985 PROGRAM PERFORMANCE REVIEW
Res ~25 Moved by William Barber
Seconded by Clarence Jessop
THAT the 1985 Program Perfor~ance Review be received.
CARRIED
C-20
- 3 -
TERMIUATIon
on MOTIOtJ, the meeting 'terminated at 3.5S p.m., Wednesday, June 25, 1986.
.
Gordon W. Patterson James W. Dillane
Chalrman for Secretary-Treasurer
- em
1986.06.30
#
-
"
_:-21 SCHEDULE"A"
THE METROPOLITAN TORONTO AND REGION CONSERVATION AUTHORITY
PERSONNEL MANUAL
SECTION A - WORKING CONDITIONS Executive Mtg.
PERSONNEL POLICY A-9 Resolution No.
HEALTH AND SAFETY Date:
HEALTH AND SAFETY POLICY
The Authority, t.hrough its comprehensive Health and Safety
Programme, is committed to the implementation of appropriate
remedial and preventative measures to ensure the elimination or
reduction of health hazards and employee injuries in the workplace
thus providing safe and healthful working conditions for all members
of staff.
To ensure that the objectives of the Health and Safety Programme are
met, the Authority will:
- Comply with all applicable occupational health and safety laws,
standards, codes and regulations;
- Assign corporate responsibility for the Health and Safety
Programme to the Director, Field Operations;
- Delegate and/or assign specific health and safety
responsibilities to all levels of management, supervision and
employees;
- Review the Safety Programme periodically, through the Senior
Staff Committee;
- Support and conduct occupational health and safety training
programmes;
- Report and investigate all accidents and incidents of loss time
or medical aid claims and take prompt corrective action;
- Provide suitable physical and mechanical safeguards and personal
protective clothing {as per Authority Clothing Policy)/equipment
and ensure its proper use/maintenance;
- Support the work of, and work in concert with the Occupational
Health and Safety Committee;
- Initiate an Authority-wide Safety Recognition Programme.
All employees of the Authority, at all levels and functions, must
accept their responsibilities in achieving the objectives of the
Safety Programme.
- 12 -
~ C-22
,
the metropolitan toronto and region conservation authority
minutes
FINANCE AND ADMINISTRATION #4/86
ADVISORY BOARD 24-SEPTEMBER-l986 Prior to Meeting #4 of the Finance anQ Administration Advisory Board, a Seminar
on Personnel Policies was held in the Theatre, Visitors Centre, Black Creek
Pioneer Village at 1 30 p.m
PRESENT FOR THE SEMINAR
Vice Chairman of Authority Lois Hancey
MemberS! Frank Andrews
Robert Gillespie
Eldred King
Rocco Maragna
John McGinn.is
William G McLean
Richard O'Brien
Gordon Patterson
Helen ~Jh i te
The seminar, conducted by the Authority's Personnel Officer, covered the
following subjects
Divisional Structure .
Job Classification System
Salary/Wage Schedule
Performance Appraisal System
Paid Benefits
Hours of Work and Overtime
Appeal Procedure
Any member of the Authority who would like to have a copy of the hand-out
should call the Personnel Officer
-
PRESENT FOR THE MEETING
Chairman Gordon Patterson
Robert Gillespie
Eldred King
Rocco Maragna
Richard 0 'Brien
Vice Chairman of the Authority Lois Hancey
ABSENT
Vice Chairman Brian Harrison
Members William Barber
Clarence Jessop
William Kelly
Jack Layton
The Finance and Administration Advisory. Board Meeting commenced at 3.25 p.m.
MINUTES
Res *26 Moved by Eldred King
Seconded by Robert Gillespie
-
THAT the Minutes of Meeting #3/86 be approved
CARRIED
C-23
- 2 -
1986 SALARY/WAGE SCHEDULE ADJUSTMENTS
Staff reported, for the information of the members, that the Provincial
Minimum Wage increases from $4 OO/hour to $4 35/hour, effective October 1, and
the Authority's 1986 Salary/Wage Schedule has been adjusted accordingly
Res *27 Moved by Rocco Maragna
Seconded by Richard O'Brien
THAT the staff report on 1986 Salary/Wage Schedule be received
CARRIED
FINANCIAL PROGRESS REPORT #2
~his Report was directed to the Finance and Administration Advisory Board
by the Executive Committee, and some discussion followed on holding meetings of
this Board next year to coincide with the issuance of the quarterly reports
Res #28 Moved by Robert Gillespie
Seconded by Rocco Maragna
THAT Finance Progress Report #2, covering the quarter ending June 29, 1986, be
received
CARRIED
PURCHASING POLICIES AND PROCEDURES
Members of the Finance and Administration Advisory Board are of the opinion
that, whenever possible, a member of this Advisory Board should be present at
tender openings
Res #29 Moved by Eldred King
Seconded by Eobert Gillespie
THE BOARD RECOM/1ENDS TO THE EXECUTIVE COMMITTEE THAT item 4 of paragraph (g)
Purchases over $25,000, on page 2 of the Authority's Purchasing Policies and
Procedures be dmended to read as follows
Tenders shall be opened in the presence of a Tender Opening
Commi~tee, which Committee shall be comprised of a member of the
Executive Committee, a member of the Finance and Administration
Advisory Board (if available), the Secretary-Treasurer/General
Manager or his designate, and at least two other senior staff
members
CARRIED
Res #30 Moved by Richard O'Brien
Seconded by Robert Gillespie
THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT staff prepare a
report on tendering of items under $25,000, with a view to making a
decision on whether a member of the Executive Committee and the Finance
and Administration Advisory Board should be present at these Tender
Openings
CARRIED
TERMINATION
Oti MOTION, the meeting terminated at 3 55 pm, Wednesday, September 24, 1986
Gordon W Patterson William A McLean
Chairman Secretary-Treasurer
em
~ C-24
,
the metropolitan toronto and region conservation authority
minutes
FINANCE AND ADMINISTRATI.ON 1-OCTOBER-l986 #5/86
ADVISORY BOARD The Finance and Adoinlstration Advlsory Board met in the Humber Room, at the
Authority Head Office, on Wednesday, October 1, 1986 at 1.30 p.m.
PRESENT
Chairman . Gordon Patterson
Vice Chairman Brlan Harrison
Robert Gillespie
Clarence Jessop
Rocco Maragna
Richard O'Brien
Chair.nan of the Authority Wllllam Poster
ABSENT
Members William Barber
William Kelly
Eldred King
Jack Layton
MINUTES
Res. #31 Moved by Clarence Jessop
Seconded by Richard O'Brien
THAT the Minutes of Meeting #4/86 De approved.
CARRIED
PARKING AT BLACK CREEK PIONEER VILLAGE
At the flrst meeting of this Advisory Board in 1986, staff was requested to look
into joint management wlth York Universlty of a portion of the Black Creek
Pioneer Village parking lot, with a Vlew to derivlng some income from the use of
the lot by university students.
For two extensive periods staff has been placed at the entrance to collect a fee
froo the students. As SOon as this is done, the students move their cars to the
University or park on Shoreham Drive, and within a short time there are very few
cara in the Village lot. The last time thlS measure was taken the cars were
parked on Shoreham in such a manner that it caused a very dangerous situation for
vehicles leaving the head office parking lot. Also, the funds derived from the
parking dld not cover the attendant's wages.
York Unlverslty has written expreSSing no interest in a joint management of this
parking area.
Res. #32 Moved by Robert Gillespie
Seconded by: Clarence Jessop
- -
THAT the staff report on parking facilities at Black Creek Pioneer Village be
received.
CARRIED
C-25
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1987 ECONOMIC ADJUSTMENTS TO SALARY AND WAGE SCHEDULE
BENEFIT PLAN IMPROVEMENTS
REVIEW OF BENEFITS
Res #33 Moved by Robert Gillespie
Seconded by Richard O'Brien
"'HAT this item be considered at the end of the meeting
CARRIED
PROPOSED AMENDMENTS TO ONTARIO REGULATION #139/80
- 1987 Fee Structure
This item was presented to the Finance and Administration Advisory Board after
consideration by the Conservation and Related Land Management Advisory Board
Res #34 Moved by Clarence Jessop
Seconded by Robert Gillespie
"'HE BOARD RECOMMENDS TO THE EXECUTI~E COMMITTEE THAT the fee schedule for the
1987 operating season be approved;
AND FURTHER THAT staff be directed to make a report to the Authority on
comparable fees for commercial filming, as set out in item 16 (a) , (b) ano (c)
CARRIED
1987 PRELIMINARY ESTIMATES
,
At r:1eetings of the water and Related Land Management and Conservation and
Related Land Management Advisory Boards, the 1987 preliminary operating and
capital estimates were considered The Advisory Boards' recommendations were
forwarded to the Finance and Administration Advisory Board as detailed in the
following resolutions
Approval of Finance and Administration, Water Resource, Program Services,
Field Operations, Black Creek Pioneer Village, and Vehicle and Equipment
Estimates constitutes approval of the Authority's 1987 Preliminary Estimates
FINANCE AND ADMINISTRATION DIVISION
- 1987 PRELIMINARY ESTIMATES
Res #35 ~loved by Brian Harrison
Seconded by Clarence Jessop
THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT the 1987 Preliminary
Estimates of the Finance and Administration Division be approved and included in
the 1987 Preliminary Estimates of the Authori ty
CARRIED
-
~
1
C-26 I
I
- 3 - I
WATER RESOURCE DIVISION
- 1987 PRELIMINARY OPERATItlG ESTIMATES &
- 1987 PRELIMUIARY CAPITAL ESTIMATES
Res #36 Moved by Robert Gillespie
Seconded by Rocco Maragna
THE BOARD RECOMMEtlDS TO THE EXECUTIVE COMMITTEE
a) THAT Item #22, Black Creek at Weston Road, of the Priority Reduction list of
the Preliminary Operating Estimates, be referred to staff for further review
and report to the next meeting of the Water and Related Land Management
I Advisory Board;
I should it be determined that Item #22 not be .carried out by the
i b) THAT,
Authority, it be replaced by Item #17, Crescentwood Major Maintenance, which
I has an equivalent dollar value;
i c) THAT the Priorit~ Reduction list be amended to include Fill Line Mapping
Extension, and that the recommended Preliminary Operating Estimates be
increased accordingly to a total net figure of $2,076,080.00;
0) THAT the 1987 Preliminary Operating Estimates of the Water Resource Division,
as amended above, be approved and included in the 1987 Preliminary Estimates
of the Authority;
e) THAT the 1987 Preliminary Capital Estimates of the Water Resource Division
be approved and included in the 1987 Preliminary Estimates of the Authority
CARRIED
1987 PRELIMINARY ESTIMATES
(a) Program Services
(b) Field Operations
(c) Black Creek Pioneer Village
I (d) Vehicle and Equipment Reserves -..
\ Res if37 Moved by Brian Harrison
! Seconded by Robert Cillespie
THE BOARD RECOMMEtlDS ~o THE EXECUT.IVE THAT the 1987 Preliminary Estimates of the
Program Services Division, Field Operations Division, Slack Creek Pioneer
Village, and Vehicle and Equipment Reserves b~ approved and included in the 1987
Preliminary Estimates of the Authority
CARRIED
-
LIABILITY INSURANCE
i - .
Res #38 Moved by: Richard O'Brien
Seconded by Clarence Jessop
i THE BOARD RECOMMENDS TO THE EXECUTIVE THAT staff investigate and prepare a report
) for the Finance and Administration Advisory Board on the advisability of joining
the Metro Croup on liability insurance
I
I CARRIED
I
-
I
-- - - ~-~ - ~--- -" '--~---~- -
--
- - - - ...--- .----- ~ -- ----
C-27
- 4 -
DISPOSAL OF VEHICLES AND EQUIPMENT
Res #39 Moved by Rlchard O'Brien
Seconded by Robert Gillespie
THE BOARD RECOMMENDS TO THE EXECUTIVE THAT staff investigate and prepare a report
for the Flnance and Adminlstratlon Advisory Board on various means of disposal of
vehicles and equipment
CARRIED
STAFF COMPLEMENT INCREASE - FINANCE AND ADMINISTRATION DIVISION
In 1985, a contract employee was engaged to develop a long-range
malntenance schedule for Authority dwelling units, to supervlse on-golng
maintenance and, where feasible, to do actual repair work. This contract
po~itlon was funded from rental property revenues The ~ontract positlon,
"Property Tradesperson", lS classified at the GF3 level and has functioned on a
full-tlme basis for the past 20 months
Res #40 Moved by Clarence Jessop
Seconded by Robert Gillespie
THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT the Finance and
Administration Divlslon complement be lncreased by the addition of a full-tlme
posltion entitled "Property Tradesperson" (at the GF3 salary level), to be
effective upon approval by the Executive Committee
CARRIED
1987 ECONOMIC ADJUSTMENTS TO SALARY AND WAGE SCHEDULE
BENEFIT PLAN IMPROVEMENTS
REVIEW OF BENEFITS PACKAGE
Res #41 Moved by Brian Harrison
Seconded by Robert Glllespie
THAT thlS item be considered in closed session.
CARRIED
The Board rose from closed session.
Res #42 Moved by Richard O'Brien
Seconded by Clarence Jessop
THAT thlS item be deferred to Meeting #6 of the Finance and Administratlon
Advlsory Board to be held on October 22, 1986
CARRIEO
TERMINATION
Oll MOTION, the meetlng terminated at 5 15 pm, Wednesday, October 1, 1986.
Gordon W Patterson Wllliam A McLean
Chairman Secretary-Treasurer
em
~ C-28
,
the metropolitan toronto and region conservation authority
mi,nutes
FINANCE AND ADMINISTRATION 26-NO~~ER-1986 #6/86
ADVISORY BOARD
The Finance and Administration Advisory Board met in the Visitors Centre, Black
Creek Pioneer Village, on Wednesday, November 26, 1986 at 1.30 p m.
PRESENT
Chai man. Gordon Patterson
Vice Chairman Brian Harrison
William Barber
Robert Cillespie
Clarence Jessop
Eldred Klng
Chairman of the Authority Wlll1at'1 Foster
Vice Chairman of the Authorlty L01S Hancey
ABSEtlT
Members William Kelly
Jack Layton
Rocco Maragna
Richard 0 'Brien
MINUTES
Res ~43 Moved by Brian Harrlson
Seconded by William Barber
. THAT the Mlnutes of Meeting #5/86 be approved.
CARRIED
. STATUTORY RESOLUTIONS FOR THE THIRTY-FIRST ANNUAL MEETING OF THE AUTHORITY
Res #44 Moved by Clarence Jessope
Seconded by Robert Gillespie
THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE
(a) Appointment of AUditors
THAT Clarkson, Gordon be re-appointed as Auditors of the Authority for the
year 1987;
(b) Borrowing Resolution - 1987
WHEREAS it is necessary for The Metropolitan Toronto and Reglon
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;
C-29
- 2 -
BE IT THEREFORE RESOLVED
1 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 municipa-
lities at such rate of interest as the Minister of Natural Resources
approves;
2. 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 1 hereof and to
affix thereto the Corporate Seal of the Authority;
3 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;
4 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
mun ic i pali ties
CARRIED
FINANCIAL PROGRESS REPORT 13
Res #45 Moved by William Barber
Seconded by Brian Harrison
THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT Financial Progress Report
tlo 3, covering a lO-month period to October 30, 1986, bo received
CARRIED
-
AUDIT OF 1985 EXPENDITURES BY THE INTERNAL AUDIT SERVICES BRANCH
OF THE MINISTRY OF NATURAL RESOURCES
This report was presented to the Advisory Board for information The Authority
does not intend to contest the recommended adjustments
Res 1t46 Moved by Clarence Jessop
Seconded by Robert Gillespie
THAT the Audit Report of 1995 Expenditures by the Internal Audit Services Branch
of the Ministry of Natural Resources be received
CARRIED
~
~ .
,
- 3 - C-30
PURCHASING POLICIES AND PROCEDURES
1 Opening of Tenders
At its meetlng of September 24, the Finance and Administration Advisory
Board approved Resolution #30
"The Board recommends to the Executive Committee that staff prepare a
report on tendering of items under $25,000, with a Vlew to making a
decision on whether a member of the Executive Committee and the Finance and
Administration Advisory Board should be present at these tender openings "
To ensure that all tenders, regardless of the dollar value, can be opened
in the presence-of a member of the Executive Committee and, if available, a
member of the ~inance and Administration Advisory Board, scheduling of
tender openings will cOlncide wlth meetings of the Authorlty, the Executive
Committee Or the Flnance and Admlnistration Advisory Board to ensure that
members of both parties can be in attendance. Scheduling of tender
openings is a procedural matter and all staff will be notified of the above
intention.
Res ~4 7 Moved by: Robert Cillespie
Seconded by William Barber
THE BOARD RECOMMENDS TO THE EXECU~IVE COMMITTEE THAT the Purchaslng POlicies and
Procedures be amended by deletlon of paragrah 4 under section <g) , Purchases over
$25,000, on page 2;
AND FURTHER THAT the following be added as a new paragraph 2 under section 1
Purchasing Limits and Authorizatlon on page 1
All tenders shall be opened in the presence of a Tender
Opening Committee, which Commlttee shall be comprlsed of a
member of the Executive Committee, a member of the Flnance
and Administration Advlsory Board (if available), the
Secretary-Treasurer/Ceneral Manager, or his designate, and
at least two other senior staff members.
CARRIED.
2 Policy on Use of Consultants
At Authority Meeting i6/86, held on September 5, 1986, the followi ng
Resolution #127 was approved
"THAT the staff be directed to prepare a report, for consideration of the
Flnanc~ and Admlnistration Advisory Board and subsequent report to the
Authorlty, reviewing the pollcies allowing a firm to bid on requirements
arislng from a job for which it was hired as consultant. "
The Authority's purchasing pOlicy as it is presently constituted under
section 2 Procurement of Professional and Technic~l Consulting Services and
as outlined in Appendix EZ-l of the Ministry of Natural Resources Procedure
Manual ensures that the Authority receives competitive quotations while
being fair and equitable in its dealings wlth suppliers. To ensure members
of the Authority are kept informed about the tendering of consultant
services in situations where specifications are being prepared, the
following recomrroendation is made:
Res. U8 Moved by: Brian Harrison
Seconded by: Clarence Jessope
THE BOARD RECOMMENDS TO THE EXECUTIVS COMMITTEE THAT section 2
Procurement of Professional and Technical ConSUlting Services on page 3
of the Purchasing Policies and Prccedures be amended by the addition of
the following item iii:
"Where there is a reasonable expectation that a consultant being
hired to prepare specifications for a product or service is
likely to have a dlrect or indirect pecuniary interest in the
tendering of work based on that consultant's specifications,
staff shall so advise the Executive Committee prior to the
calling of tenders."
CARRIED
C-31
- 4 -
1987 ECmlOHIC ADJUSTMENTS TO SALARY AND WAGE SCHEDULE
BENEFIT PLAlI IMPROVEMENTS
REVIEW OF BENEFITS PACKAGE
Res #49 Moved by Brian narrison
Seconded by Robert Gillespie
THAT this item be considered, in closed session, at the end of the
meeting
CARRIED
OTHER BUSINESS
Health and Safety Report
The Director of Field Operations presented a verbal report on the
Authority's ongoing efforts to reduce its accident rate These include
post-accident discussions and reports on measures to be taken to prevent
a repetition, where possible, and increased emphasis on education on the
safe use of equipment and job performance
Res #50 ~loved by Eldred Ki ng
Seconded by Robert Gillespie
THAT the Health and Safety update report be received
CARRIED.
Schedule of Meetings for 1987
Since the timing of Finance and Administration Advisory Board Meetings is
governed by the issue of Progress Reports and budget consideration, it is
important that a schedule of meetings for 1987 be established.
Res #51 Moved by Brian Harrison
Seconded by Robert Gillespie
THE BOARD RECOMMENDS TO THE EXECUTIVE COMMI'i'TEE THAT the Finance and
Administration Advisory Board meet on the following dates in 1987
Wednesday, February 25 (Budget)
Wednesday, Apr i 1 29 (Progress Report #1)
Wednesday, July 29 (Progress Report #2)
Wednesday, September 30 (Preliminary Estimates)
Wednesday, October 28 (Progress Report #3)
Wednesday, November 25 (Statutory Resolutions)
and such other dates as may be determined by the Finance and
Administration Advisory Board;
AND FURTHER THAT the Metropolitan Toronto Clerk be so advised of these
meeting dates prior to Metro's appointment of members to the Authority
CARRIED
C-32
- 5 -
1987 ECONOMIC ADJUSTMENTS TO SALARY AND WAGE SCHEDULE
BENE~IT PLAN IMPROVEMENTS:
REVIEW O~ BENEFITS PACKAGE
Res JtS2 Moved by Eldred Kl ng
Seconded by: William Barber
THAT'this item be cons1dered 1n closed session.
CARRIED
The Board rose from closed session
Res. #53 Moved by Eldred King
Seconded by Clarence Jessop
THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE:
THAT the 1986 Salary and Wage Schedule be increased by a factor of 4% Wh1Ch will
become the 1987 Salary and Wage Schedule;
THAT such increase be effective upon Authority approval of the 1987 budget, w1th
the change being retroactive to January 1, 1987;
THAT the Dental Plan be improved from basic coverage to include basic coverage
pl~s endodontia, periodont1a, oral surgery, repairs, relining and rebasing of
dentures, removable prosthetic deV1ces (repairs. relining and rebasing of
dentures and removable prosthetlc dev1ces at 50% coinsurance);
THAT the Dental Plan coverage be based on the 1986 Ontario Dental Association Fee
Schedule;
THAT such coverage be updated annually to use the previous year's Ontario Dental
Association Fee Schedule;
THAT llfe insurance coverage remain at two times salary, and the maximum be
increased from $100,000 to $150,000;
THAT the benefit improvements take effect immediately followlng the approval of
the 1987 Budget by the Authority;
AND FURTHER THAT staff be diracted to conduct a complete review of the benefits
package 1n 1987 and report to the Finance and Admlnlstratlon Advisory Board for
possible inclusion 1n the 1988 budget.
CARRIED
PER DIEM AND HOtJORARIA - 1987
Res. #54 110ved by: Robert Gillespie
Seconded by: Eldred Ki ng
THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE:
THAT, upon Authority approval of the 1987 budget, application be made to the
Ontario Municipal Board, pursuant to Section 38 of the Conservation Authorities
Act, for a 4% increase in Per Diem and Honoraria, as follows
(a) the 1987 per diem for Authority members be $54.34;
(b) the 1987 honorarium of the Chairman be $21,808.57;
(c) the 1987 honorarium of the Vice Chairman be $8,331.8S;
(d) the foregoing rates be effective January 1, 1987;
C-32
- 6 -
AUD FUR?HER THAT, upon Authority approval of the 1987 budget, staff be directed
to have the Authority's solicitors take such action as is necessary to obtain the
approval of the Ontario Municipal Board for the 198i meobers' per diem and
honoraria of the Chairman and Vice-Chairman
CARRIED
.
TERMINATIOn
ON MO'i'ION, the meeting was terminated at 3 45 P rn , Wednesday, November 26, 1986
Gordon Patterson, Chairman William McLean, Secretary-'i'reasurer
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