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HomeMy WebLinkAboutFinance and Administration Advisory Board 1990 ~ , C-l the metropolitan toronto and region conservation authority minutes J FINANCE AND ADMINISTRATION 2-MARCH-1990 11/90 ADVISORY BOARD The Finance and Administration Advisory Board met in the Humber Room at the Authority Head Office on Friday, March 2, 1990. The Chairman called the meeting to order at 10:05 a.m. PRESENT Chairman Gordon Patterson Vice Chairman Scott Cavalier Members Eldred King John McGinnis Frank McKechnie Dick O'Brien Kip VanKempen ABSENT Members Patrick Abtan Richard Gilbert Jim Witty MINUTES Res. 11 Moved by: Dick O'Brien Seconded by: Scott Cavalier THAT the Minutes of Meeting 15/89 be approved. CARRIED . C-2 FINANCE AND ADMINISTRATION ADVISORY BOARD MEETING tl/90, MARCH 2, 1990 SECTION I - ITEMS FOR AUTHORITY CONSIDERATION 1. 1989 AUTHORITY FINANCIAL STATEMENTS KEY ISSUE The 1989 Financial-Statements of the Authority are presented for the Finance and Administration Advisory Board's approval and recommendation to the Executive Committee. Mr. Colin Lipson of Ernst and Young, the Authority's auditors, presented the 1989 Financial Statements to the Board. Res. t2 Moved by: Eldred King Seconded by: Scott Cavalier THE EXECUTIVE COMMITTEE RECOMMENDS THAT the transfer of funds into and from the reserves during 1989, as outlined in Statement 3 of the Financial Statements, Appendix FA.6, be approved: AND FURTHER THAT the 1989 audited Financial Statements, as presented, be approved, signed by the Chairman and Secretary-Treasurer of the Authority, and distributed in accordance with Sectin 39 (3) of the Conservation Authorities Act. 0 CARRIED BACKGROUND The 1989 final Financial progress Report, which provides greater detail on variance from budget, and the 1990 Budget, which outlines spending expectations for the coming year, are contained elsewhere in the Finance and Administration Advisory Board Agenda of March 2, 1990. ANALYSIS With the adoption of the Financial Statement, the Authority will be approving the transfer to surplus from reserves a net amount of $388,117, as follows: From Reserves: Vehicle and Equipment $ 45,074 Food Service Equipment 79,743 Revenue Sharing Policy Reserve 960,506 1,085,323 To Reserves: Data Processing Equipment 68,402 Recreational Development and Restoration 348,854 Major Maintenance 124,230 Lakefill Quality Control 155,720 697,206 $ 388,117 --------- --------- It is recommended that a new reserve be established whereby excess revenues from the Improved Lakefill Quality Control Program can be set aside to meet waterfront capital-related expenditures in future years. During the year, revenue generated under the program exceeded costs by $225,720. A detailed progress report on the Improved Lakefill Quality Control Program was presented to the Water and Related Land Management Advisory Board on March 2, 1990. This report will be available to members of the Au thori ty when they consider the Financial Statements at Authority Meeting 12/90 on March 23, 1990. C-3 FINANCE AND ADMINISTRATION ADVISORY BOARD MEETING tl/90, MARCH 2, 1990 SECTION I - ITEMS FOR AUTHORITY CONSIDERATION 1. 1989 AUTHORITY FINANCIAL STATEMENTS contd. There is a need to establish a reserve to be used to mitigate the impact of changes in environmental regulations affecting Lakefill Quality Control, economic changes which result in shifts in the volume of fill travelling from construction sites to the lakeshore, and to reduce the Authority's exposure to additional costs which may result from changes in policy by the Toronto Harbour Commission, the Province or other agencies. Of the total excess revenue from 1989, $155,720 will be allocated to the reserve and $70,000 is recommended to be placed in the Data Processing Equipment Reserve as a one time only non-program related provision to upgrade Authority telecommunication systems during 1990. As at December 31, 1989, the balance in the Recreation Development and Restoration Reserve was $895,320, which amount has resulted from the following transactions, all of which are made in accordance with the Authority's policy on the use of and contributions to the Recreation Development and Restoration Reserve: 1989 1988 Revenue: Rent from Lease Agreements: . Wild Water Kingdom 301,927 298,283 . Claireville Golf Course Limited 50,000 . Miscellaneous 700 Claireville Equine Operation 10,604 Interest 64,866 24,888 427,397 323,871 Expenditures: . Legal, Survey, etc. 26,558 18,020 . Cold Creek Concept Plan 25,667 27,003 . M.T.R.C.F. Study 13,593 . Bond Lake Study 8,250 . Miscellaneous 4,475 78,543 45,023 Excess of Revenue over Expenditures 348,854 278,848 Balance, Beginning of Year 1989 546,466 267,618 Balance, End of Year 1989 $895,320 $546,466 ------- ------- ------- ------- Appropriations to the "Funds held under Provincial Revenue Sharing Policy Reserve" are explained in Note 2 to the Financial Statements. A transfer of $124,230 to the Major Maintenance Reserve is also recommended. This amount is the proceeds of a law suit settlement initiated by the Authority in connection with design defects of the Petticoat Creek swimming facility. The funds have been previously classified as deferred revenue while staff investigated the work required to correct the design defects relating to the law suit. The work required is likely to exceed the settlement of $124,230 and either in 1990 or 1991 the reserve must be in a positi~n to provide all the funding required to correct the defects. All other transfers are in accordance with the Authority policies established for the reserves and are explained in the Notes to the Financial Statements. C-4 FINANCE AND ADMINISTRATION ADVISORY BOARD MEETING t1/90, MARCH 2, 1990 SECTION I - ITEMS FOR AUTHORITY CONSIDERATION 2. 1990 BUDGET KEY ISSUE This report recommends the 1990 Operating and Capital budgets. Res. t3 Moved by: Scott Cavalier Seconded by: Frank McKechnie THE EXECUTIVE COMMITTEE RECOMMENDS THAT the 1990 Operating and Capital Budget, Appendix FA.4l, be adopted: AND FURTHER THAT the following action be taken: 1. All current projects included in the 1990 Operating Budget be approved and adopted: 2. 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 enacts as follows: (i) that all member municipalities be designated as benefiting for all current projects included in the 1990 Budget: (ii) the Authority's share of the cost of the current projects included in the 1990 Budget shall be raised from all member municipalities as part of the 1990 General Levy: (iii) the 1990 General Levy for current programs be apportioned to the participating municipalities in the proportion that the equalized assessment of the whole is under the jurisdiction of the Authority, unless otherwise provided in the levy or a project: (iv) that the 1990 general levy for the operation, maintenance and development of the Conservation Areas, Black Creek Pioneer Village and the Kortrigh~ Centre for Conservation be in accordance with the funding formula adopted by the Authority at its meeting t8/88 held on December 2, 1988 as follows: Township of Adjala 0.000064 Regional Municipality of Durham 0.022997 The Municipality of Metropolitan Toronto 0.678914 Township of Mono 0.000062 Regional Municipality of Peel 0.115985 Regional Municipality of York 0.l4S982 (v) 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 1990 Budget for current programs: 3. The 1990 Capital Budget and the 1990 Capital Levy for projects included therein be adopted by the full Authority with the following action being taken: (a) all member municipalities be notified of the amount of such moneys they are required to raise in 1990 on the basis set forth in the 1990 Capital Budget for the Conservation Area Development Project; (b) the Municipality of Metropolitan Toronto be levied for: (i) Erosion Control and Slope Stabilization Project, 1990 (ii) Hazard and Conservation Land Acquisition Project within the Municipality of Metropolitan Toronto, 1990 (iii) Project for the Dredging of the Keating Channel, 1990 (iv) Lake Ontario Waterfront Development Project, 1990: C-5 FINANCE AND ADMINISTRATION ADVISORY BOARD MEETING 11/90, MARCH 2, 1990 SECTION I - ITEMS FOR AUTHORITY CONSIDERATION 2. 1990 BUDGET contd. (c) the Regional Municipality of Durham be levied for the Lake Ontario Waterfront Development Project, 1990: (d) the Regional Municipality of Peel be levied for: (i) Project for Flood Protection - Dixie/Dundas Damage Centre, 1990 (H) Project for Flood Protection - Little Etobicoke Creek - Tyndall Nursing Home, 1990: (e) the Regional Municipality of York be levied for the German Mills Creek, Duncan Avenue to 16th Avenue, Remedial Works Project, 1990 (f) 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 1990 Capital Budget. 4. Except where statutory or regulatory requirements provide otherwise, staff be authorized to enter into agreements with private sector or government agencies for the undertaking of projects which are of benefit to the Authority and funded by a sponsor. CARRIED BACKGROUND Budqet Process The Authority's 1990 Budget process began ~n June of 1989 when budget guidelines were approved and Authority staff began work on project files for the Ministry of Natural Resources and preliminary estimates for each division. This work is completed in time for management to review proposed expenditures early in September and for the preliminary estimates to be submitted to the three Advisory Boards by the end of September. The Authority approves preliminary estimates for capital and operating purposes in October. The information requirements of each of the Authority's member municipali- ties and the Province are different. Budget information used for Au thori ty purposes is reformatted to meet the individual requirements of our funding partners and submitted to them as required under each organization's budget schedule. Meetings take place in the period November through February with member municipalities and the Ministry. The Authority's budget process is further complicated by the fact that Ministry ~unding is distributed amongst several different programs under which various rules apply. In effect, the Authority is restricted as to how money in various "pockets" can be spent. The process of matching grant money in various pockets to municipal levy and other revenue for both capital and current purposes has become increasingly complicated. In 1989, the Authority also entered into new funding arrangements among its municipal funding partners. These arrangements involve a different calculation of munici~al levy distribution and, to ensure equity in 1990 and 1991, requires the application of a special allocation from the Authority's reserves; all of which serves to complicate the Authority's ability to set priorities and allocate expenditures among areas in which the greatest need has been identified. C-6 FINANCE AND ADMINISTRATION ADVISORY BOARD MEETING tl/90, MARCH 2~ 1990 SECTION I - ITEMS FOR AUTHORITY CONSIDERATION 2. 1990 BUDGET contd. ANALYSIS Operating Budget Overview The 1990 Operating Budget provides for an overall gross expenditure increase of 6.1%. Net expenditure after the application of the special allocation from Reserves is the amount which must be funded from provincial grant and levy. In 1990 the increase in net expenditure will be 10.l%. The municipal levy in total will rise by 10.2% and grants provided by the provincial government will increase by 10%. The 1990 Budget reflects change in the application of provincial grants. In previous years we have identified only grants from the Ministry of Natural Resources because, trad i tionally, this has been the Authority's primary provincial funding partner. In recent years there have been increasingly larger contributions from other ministries. For example, the Authority has always received a grant from the Ministry of Culture with respect to Black Creek Pioneer village. Also, grants have been received from the Ministry of Energy for programs conducted at the Kortright Centre for Conservation. Notably, the Authority has been the recipient of additional funding from the Ministry of Environment. Members will note that the quarterly Financial Progress Reports include reference to special projects. These are projects undertaken by the Authority with funding which is not considered to be of a long term nature. Traditionally, there has been no provision in the annual budget for such funding and it is reported only as it is received. In recent years, various provincial programs funded by the Ministry of Environment have become a regular part of the Authority's programs. Accordingly, the Authority has chosen to recognize this funding in its regular budget process. Moreover, it is important that we recognize the full contribution of the Province of Ontario to the many activities of the Authority. As a result, this year's budget document refers to "provincial grant" being regular sustainable grant from the Ministry of Natural Resources, Ministry of Culture, Ministry of Energy and the Ministry of Environment, which, taken altogether will increase by some 10%. This matches the spending of municipalities which is slightly higher at 10.2%. The major initiative announced in the preliminary estimates was the application of additional funding for the Authority's Greenspace Strategy. While most of the Authority's work is committed to or involved with Greenspace, staff identified in the preliminary estimates a number of key initiatives which needed to be funded to facilitate much of the work announced earlier with the approval of the Greenspace Strategy. In the preliminary estimates there was some $492,000 gross spending directly aimed at Greenspace activities. Staff of the Authority has undertaken to ensure that the final 1990 Budget reflects this important initiative. In finalizing the Budget, some $522,000, or half of the total increase in expenditures, has been identified as being directly related to additional Greenspace initiatives. These include funding for the Oak Ridges Moraine Study,'Duffin Creek Study, Environmental Services Studies, additional staff for Plan Review and Resource Management Sections and additional staff in the Enforcement Section. In addition, fund ing is provided to continue the communications strategy and major marketing initiative for the Greenspace Strategy. C-7 FINANCE AND ADMINISTRATION ADVISORY BOARD MEETING tl/90, MARCH 2, 1990 SECTION I - ITEMS FOR AUTHORITY CONSIDERATION 2. 1990 BUDGET contd. As identified in the Budget Guidelines, approved by the Authority in June of 1989, provision has been made for a 6% adjustment to salary and wages. In addition, the Budget has absorbed the impact of the additional 2% salary and wage adjustment which was approved by the Authority in August of 1989. Excluding the Greenspace initiatives, the gross spending increase of 3.4% is sufficient to cover something less than needed inflationary adjustments. In the Finance and Administration area, an 8% increase includes a one time only expenditure of some $100,000 to implement the computer system approved in 1989 and a telecommunications system upgrade, both of which will be funded from Reserves. Aside from these extraordinary items, the increase in Finance and Administration is 4.5%. With respect to operating revenues, the budget over budget increase is marginally less than zero. The increase in terms of budget over 1989 actuals is 5.7%. This takes into account the fact that 1989 was not a good year in terms of revenues and provides for modest growth in 1990. Funding Arranqements for Municipal Levy In December 1988, the Authority approved a new arrangement to distribute the municipal levy amongst the four major member municipalities. This arrangement affects the municipal levy for the development, operation and maintenance of conservation areas, Black Creek Pioneer Village and the Kortright Centre for Conservation. The arrangement makes use of the traditional measure of ability to pay, discounted equalized assessment, and introduces a new measure of usage which is indicated by visitor origin statistics. As a result of this new arrangement, Metropolitan Toronto's share of the total levy will decrease and the proportionate shares from the Regional Municipalities of Peel, York and Durham will increase. The shares reflected in the 1990 Budget are as follows: SHARE OF MUNICIPAL LEVY 1988 1989 1990 Base Year % % % Metropolitan Toronto 78.7 75.1 67.9 Peel Region 8.4 10.0 11.6 Durham Region 1.8 2.1 2.3 York Region 11.1 12.8 14.6 Municipal Levy Impact The municipal levy impact is illustrated in detail for each of the Authority's member municipalities in the tables on Pages II-5 and II-6. As noted, the general increase is lO.2%. The increase in levy to the three regional ,municipalities, Peel, York and Durham, is significant and driven in part by the application of additional assessment growth in those regions as well as the application of the funding formula described above. Metropolitan Toronto's levy grows by a more modest 5.7%, well within the guidelines established by Metropolitan Toronto Council. Consideration has been given to the necessary tax adjustments arising from actual 1989 taxes paid to municipalities on revenue-producing properties outside Metropolitan Toronto, the shifts in discounted equalized assessment and the application of levies on hand. C-8 FINANCE AND ADMINISTRATION ADVISORY BOARD MEETING 11/90, MARCH 2, 1990 SECTION I - ITEMS FOR AUTHORITY CONSIDERATION 2. 1990 BUDGET contd. Capital Budget The following compares the preliminary capital estimates with the final capital budget and includes a brief explanation of the changes which have occu'r red: 1990 1990 DIFFERENCE FINAL PRELIMINARY OVER (UNDER) NOTES Land Acquisition Project $ 1,000,000 $ 1,600,000 $ (600,000) (1 ) Metro Hazard Land Acqn. 5,000,000 14,652,000 (9,652,000) (2 ) Acquisition - Greenspace 1,000,000 0 1,000,000 (3 ) Niagara Escarp. Acqn. 50,000 50,000 0 Waterfront - Acquisition 600,000 750,000 (150,000) (4 ) Waterfront - Development 2,474,378 3,307,378 (833,000) (5 ) Bellamy Road Ravine 100,000 100,000 0 Metro Erosion Control 1,474,585 2,293,217 (818,632) (5 ) Peel Erosion Control 0 21,300 (21,300) (5 ) Durham Erosion Control 0 41,.000 (41,000) (5 ) York Erosion Control 0 12,000 (12,000) (5 ) German Mills Creek 150,000 50,000 100,000 (6 ) Dixie Dundas Damage Centre 375,593 775,000 (399,407) (5 ) Etobicoke Creek/Tyndall 175,000 175,000 0 Black Creek - Jane/Weston 0 1,000,000 (1,000,000) (5 ) Keating Channel 400,000 400,000 0 Planning and Development 463,250 1,945,000 (1,481,750) (5) B.C.P.V. Development 439,500 539,500 (1'00,000) (7 ) $13,702,306 $27,711,395 $(14,009,089) ---------- ---------- ---------- ---------- ---------- ---------- NOTES: r:-FUnds transferred to proposed new project, "Acquisition - Greenspace Strategy" . 2. Project provides for the acquisition of a parcel of land not contemplated in preliminary estimates. No provision is made for the Torvalley expropriation in 1990. 3. Project will proceed only if funding is available from land dispositions currently in progress. 4. Provincial and municipal funding projected in preliminary estimates not available. 1990 acquisition will only occur if funding from land dispositions currently in progress is made available. 5. provincial funding not available to support preliminary estimates. 6. Project could not proceed in 1989 as planned and therefore 1990 component was increased. 7. Project size reduced to meet probable level of funding. Summary The 1990 Operating Budget provides for an overall increase in gross expenditure of less than inflation. By re-orienting priorities, the 1990 budget still encompasses major commitment to the Greenspace Strategy. The net expenditure increase funded by municipal levy and grant is significant because 1989 represented such a poor year for Authority revenues. In spite of this, the Authority will be able to maintain services in most areas with only modest adjustments to service levels in key areas. C-9 FINARCE AND ADMINISTRATION ADVISORY BOARD MEETING tl/90, MARCH 2, 1990 SECTION I - ITEMS FOR AUTHORITY CONSIDERATION 3. SALARY ARD WAGE SCHEDULE 1990-91 KEY ISSUE The recommended 1990/91 Salary and Wage Schedule to be effective April 1, 1990. Res. t4 Moved by: Dick O'Brien Seconded by: John McGinnis THE EXECUTIVE COMMITTEE RECOMMENDS THAT the 1990/91 Salary and Wage Schedule, Appendix FA.1, to be effective April 1, 1990, be approved. CARRIED RATIONALE The Authority's Salary and Wage Schedule should remain competitive within our labour market area where 1990 salary settlements have been determined for: % Metro Toronto i:-o North York 6.7 Town of Vaughan 6.5 Town of Markham 6.25 Region of Peel 7.0 (approx.) Region of Durham 6.0 The proposed adjustment to the Authority's Salary and Wage Schedule represents a 6% increase as recommended in the Preliminary Estimates approved by the Authority in October 1989. 4. REVIEW OF BLACK CREEK PIONEER VILLAGE AND RELATED SERVICES KEY ISSUE The review of the operations of Black Creek Pioneer Village and related activities, in order to recommend the ways and means of achieving greater integration of the'activities of the Village with those of other divisions, and to identify necessary actions for the continued success of the Village. RES. tS Moved by: Kip VanKempen Seconded by: Scott Cavalier THE EXECUTIVE COMMITTEE RECOMMENDS THAT the reporting relationship of Black Creek Pioneer Village be transferred from the General Manager to the Director of Field Operations, and that the Village be included as a facility functioning within the Field Operations Division: THAT the reporting relationship of the Food Services Section be transferred from the. Director of Program Services to the Director of Field Operations, and that the Food Services Section be included as a section within the Field Operations Division; AND FURTHER THAT the Director of Program Services be assigned responsibility for co-ordination of Authority and The Metropolitan Toronto and Region Conservation Foundation activities. CARRIED BACKGROUND In 1989, the General Manager and the Director of Finance and Administration reviewed the operations of Black Creek Pioneer Village concerning the management requirements of the village, taking into consideration the pending retirement of the Administrator. This succession planning was considered to be necessary well in advance of the change in leadership, in order that any change could be effected with as little disruption to the Village operation as possible. C-10 FINANCE AND ADMINISTRATION ADVISORY BOARD MEETING tl/90, MARCH 2, 1990 SECTION I - ITEMS FOR AUTHORITY CONSIDERATION 4. REVIEW OF BLACK CREEK PIONEER VILLAGE AND RELATED SERVICES contd. The integration of. the Village with the Field Operations Division had first been considered in 1984 as a part of the review of Authority operations carried out by Metropolitan Toronto, on behalf of the Province and the member municipalities. It was not recommended at that time because the Visitor Centre was a major focus of the review, and it was felt that the recommendations could most effectively be carried out with direct reporting relationship to the General Manager. A key finding of the current review is that operations at Black Creek Pioneer Village would be more effective if decision-making was consolidated as part of the Field Operations Division. This would serve to focus operational decision-making at an operational level and allow the management team to focus on strategic planning and corporate issues. RATIONALE Both the private and the public sectors have found that traditional hierarchial organizational structures with strong vertical decision-making lines of authority are no longer the most effective in dealing with the chang ing political, economic and social environment. Experience in large organizations suggests that there is a need for greater integration of operating components and stronger horizontal linkages which enable managers, at all levels, to tap into non-traditional resources and maximize human resource skills across the organization. The staff report on the financial and organizational issues covered in the 1984 review recommended that there be an operations division having responsibilities for all operational areas including historic sites, except Pioneer Village. The review pointed out that it may be as well to have the Administrator of Historic Sites report directly to the General Manager un t il the current development and administrative initiatives are complete and functioning. The review recognized that there was a community of interest among most of the functions at the Village and the Field Operations Division and that it would be desirable, ultimately, to link them. Among other managerial issues identified in the 1984 review were the need to better integrate food services into an Authority-wide program, greater co-ordination of marketing efforts, particularly as they related to food services and merchandise, the need to consider the extension of central maintenance responsibilities across the organization, greater attention to safety and security matters, and the need for more attention to personnel and succession planning. The integration envisaged has not been accomplished, and decision-making in respect of Village issues remains a complicated process involving many sections and two divisions as well as the General Manager. Impleme~tation of the Black Creek Pioneer Village Business Plan can be more easily achieved if there is more integration. Too many people at too many levels have decision-making responsibillties with respect to the Village. The creation of a Co-ordinating Committee has assisted, but is not an effective vehicle for long-term decislon-making and effective operation. Inclusion of the Black Creek Pioneer Village and Food Services in the Field Operations Division provides the administrative framework for the necessary integration to take place. Of course, the Village must retain its identity as a unique facility. Being a part of an operational division will facilitate the decision-making process and greater co-operation and shar ing of resources among all staff having involvement in the Village. The move will bring, under one division, all of the Authority's public revenue-producing facilities, and the direct services that support them, including: C-ll FINANCE AND ADMINISTRATION ADVISORY BOARD MEETING t1/90, MARCH 2, 1990 SECTION I - ITEMS FOR AUTHORITY CONSIDERATION 4. REVIEW OF BLACK CREEK PIONEER VILLAGE AND RELATED SERVICES contd. . conservation areas . conservation field centres . Kortright Centre for Conservation . Black Creek Pioneer Village and other heritage sites . maintenance . retail sales . food services . safety/security The organization of the Division will be as follows: Director I I . I I \ Con. Areas Education Safety/Security Food Pioneer Village In this new administrative environment, there are a number of issues to be addressed: _ There was almost universal concern among the staff at the Village for the need for an enriched maintenance program. The contribution that Central Services can make to this need will require evaluation. The policy of adding new buildings to the Village while being unabl~ to fully operate and maintain the existing ones requires examination. _ The relationship between the Village interpretive staff and the educational tour staff merits early attention.. - Co-ordination of the retail outlets at Black Creek and the Kortright Centre for Conservation has beneficial possibilities. - The means of effectively using food services as a part of the Village experience needs to be more fully developed. _ Communication among staff at all levels needs to be improved. Black Creek pioneer village has been the recipient of considerable support from The Metropolitan Toronto and Region Conservation Foundation. In the last five years, there has been little success in raising the money shown in the Village budget as being required. This has resulted from the Foundation having other priorities and some of the projects requested by the Village being unattractive from a fund raising point of view. The Greenspace Strategy makes provision for the re-vitalization of the Foundation and a broadening of its interests to assist in the accomplishment of Greenspace Strategy goals. Close co-ordination of Authority work with that of the Foundation is essential and justifies the establishment of the task at ~ senior level of the Authority. The Director of Program Services is the appropriate person to assign this responsibility to in that the Program Services Division is largely responsible for the development of the plans and projects which become requests for Foundation participation and funding_ It will be important for projects assigned to the Foundation to be sensitive to their attractiveness for fund raising, and to reflect the priorities of the Authority. FINANCIAL IMPLICATIONS No new or additional positions are anticipated as a result of the recommendations made for the integration of the Village and Food Services into the Field Operations Division. It is expected that some positions will need to be re-classified and some position descriptions amended. Effective operational decision-making will enable these revenue-producing facilities to react in a timely fashion in the areas of program development, deployment of staff, sales and merchandising, and maintenance, so as to maximize revenues and maintain the integrity of the Village as a cultural museum. C-12 FINANCE AND ADMINISTRATION ADVISORY BOARD MEETING tl/90, MARCH 2, 1990 SECTION I - ITEMS FOR AUTHORITY CONSIDERATION 5. REMUNERATION FOR CHAIRMAN, VICE CHAIRMAN AND MEMBERS KEY ISSUE This report recommends the 1990 remuneration of the Chairman, Vice Chairman and Members of the Authority. Res. '6 Moved by: Scott Cavalier Seconded by: Eldred King THE EXECUTIVE COMMITTEE RECOMMENDS: WHEREAS the Ontario Municipal Board has, for almost two years, been reviewing the matter of remuneration paid to the Chairman, Vice Chairman and members of the AuthoritYJ AND WHEREAS the remuneration has remained the same since January 1, 1988: AND WHEREAS it is in the interests of the Authority to resolve the matter as expeditiously as possible: THAT the Authority request the Ontario Municipal Board to approve, effective January 1, 1990, an honorarium for the Chairman at an annual rate of $32,174, which takes into account the base salary as at January 1, 1988, of $22,500, the previously requested one-time adjustment of $6,000, and the application of economic adjustments for 1989 of 6.5% and 1990 of 6%: THAT, effective January 1, 1990, the Vice Chairman of the Authority receive a per diem for all regular meetings attended and where the vice C~airman acts for the Chairman at the Chairman's request, per diem be paid' at the rate of two times the regular per diem paym~nt: THAT the Ontario Municipal Board be advised that, in the absence of a Chairman since May 1989, the Vice Chairman has been appointed Chairman Pro Tem and will continue to receive remuneration until such time as a permanent Chairman is appointed, after which the vice Chairman shall be paid on the basis of two times per diemJ THAT the members' per diem, effective January 1, 1990, be $79.50 being the $75 per diem requested in 1989 plus a 6% economic adjustment equivalent to that which is recommended for staff of the Authority: THAT, as a matter of policy, the Chairman's honorarium and members' per diem be increased in the same proportion as any economic adjustment authorized by the Authority for staff of the Authority in each year, subject to Ontario Municipal Board approva1J AND FURTHER THAT staff be directed to instruct the Authority's solicitors to proceed to the Ontario Municipal Board to request the foregoing changes and take such action as is necessary to provide additional information that the Board may require. CARRIED BACKGROUND During 1987, the Authority created a sub-committee to review the remunera- tion of the Chairman, Vice Chairman and members of the Authority. After several meetings and discussions at the Executive Committee and the Finance and Administration Advisory Board, the matter came before the Authority on October 23, 1987. The Authority adopted resolution f198 which reads as follows: "THAT the Chairman's honorarium be increased for 1988 by $6,000 per annum, plus an inflationary increase equal to that to be given to Authority staff, based on the 1988 honorariuml -THAT the Vice Chairman's honorarium be increased by the addition of an inflationary increase for 1988 equal to that to be given to Authority staffl C-13 FINANCE AND ADMINISTRATION ADVISORY BOARD MEETING 11/90, MARCH 2, 1990 SECTION I - ITEMS FOR AUTHORITY CONSIDERATION S. REMUNERATION FOR CHAIRMAN, VICE CHAIRMAN AND MEMBERS contd. "THAT the-per diem for members be increased by the addition of an inflationary increase for 1988, equal to that to be given to Authority staff; "AND FURTHER THAT the benefits available to the Chairman, Vice Chairman and members remain as they are." Effective January 1, 1988, the Ontario Municipal Board (OMB) approved the . following remuneration: Chairman $22,500 annual Vice Chairman 8,707 annual Members 57 per diem Section 38 of the Conservation Authorities Act requires that salary expenses and allowances of any kind paid to members of an Authority must be approved by the OMB. During 1988, and again early in 1989, Authority staff and the Authority solicitors had occasion to correspond with the OMB Chairman with respect to the foregoing resolution #198. The OMB took the position that increases to the remuneration of the Authority would be made on the basis of public sector inflationary adjustments and that no further adjustments would be allowed. Also, the Board corresponded with the Minister of Natural Resources to request his guidance in the matter of the Chairman's honorarium. As of January 4, 1989 the OMB had still taken no action on the request for the change to the Chairman's honorarium. As a result of discussions emanating from the approval of the change in the Chairman's honorarium, on May 12, 1989, at meeting #3/89, the Authority adopted resolution #77, as follows: "THAT 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, this to take effect on the first of the month immediately following final approval; "THAT staff be directed to obtain Ontario Municipal Board approval of the change in honorarium for the Vice Chairman; -AND FURTHER THAT members' per diem be increased to $75 for 1989 and in each subsequent year, be increased in the same proportion as the economic increase authorized for staff, subject to Ontario Municipal Board approval.- The foregoing was submitted to the OMB shortly after approval by the Authority and, to date, the Board has taken no action. Again, the Board's concern is that the increases requested in the per diem and the Chairman's honorarium exceed annual inflationary adjustments. ANALYSI$ Given that the Board has reviewed this matter extensively and that the Province is about to appoint a Chairman, it is appropriate that the Authority again consider the matter of remuneration to the Chairman, Vice Chairman and members, reiterate its earlier policies and also remind the OMB that there has been no change to the remuneration since January 1, 1988. The foregoing recommendation provides for action to be taken effective January 1, 1990, which may relieve the OMB of its concern regarding the fact that the changes are higher than inflation. FINANCIAL IMPLICATIONS Given the fiscal restraint imposed on the Authority in the 1990 budgetary year, provision has not been made for payment of retroactive pay for any adjustment that the OMB might make going back to January 1, 1988. The foregoing recommendation, to take effect January 1, 1990, is provided for. C-14 FINANCE AND ADMINISTRATION ADVISORY BOARD MEETING '1/90, MARCH 2, 1990 SECTION II - ITEMS FOR EXECUTIVE COMMITTEE CONSIDERATION 6. 1989 FINANCIAL PROGRESS REPORT - FINAL KEY ISSUE The 1989 Final Financial Progress Report is presented, included in which are explanations of the variances which have occurred. Res. '7 Moved by: Kip VanKempen Seconded by: Eldred King THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT the 1989 Financial Progress Report, Appendix FA.22, be received. CARRIED , l C-15 FINANCE AND ADMINISTRATION ADVISORY BOARD MEETING 11/90, MARCH 2, 1990 SECTION IV - ITEMS FOR INFORMATION OF THE BOARD 7. ISSUES FOR DISCUSSION AT MEETINGS DURING 1990 Res. 18 Moved by: Scott Cavalier Seconded by: Kip VanKempen THAT the following suggested list of issues to be dealt with during 1990 be received: May 18, 1990 1990 Financial Progress Report tl Auditors' Report on opportunities for improvements to internal controls Presentation on Health and Safety programs Program Performance Review June 15, 1990 1991 Guidelines for Preliminary Estimates 1991 Proposed Fee Schedule July 27, 1990 1990 Financial Progress Report 12 Sept. 28, 1990 1991 Preliminary Estimates November 2, 1990 1990 Financial Progress Report t3 January 18, 1991 Statutory Resolutions for the 35th Annual Meeting. Other reports that may be presented to the Board during 1990: Unfunded Sick Leave Liability Authority participation in GASAMO Use of gas-powered vehicles Implementation of the provincial Freedom of Information legislation Update on implementation of the Computerized Accounting and Information Systems Update on Farm Tax Rebate program. CARRIED TERMINATION ON MOTION, the meeting terminated at 12:50 p.m. , March 2, 1990. Gordon Patterson W.A. McLean Chairman Secretary-Treasurer em ~ , C-l6 the metropolitan toronto and region conservation authority minutes FINARCE AND ADMINISTRATIOR 18-MAY-1990 12/90 ADVISORY BOARD The Finance and Administration Advisory Board met in the Humber Room at the Authority Head Office on Friday, May l8, 1990. The Chairman called the meeting to order at 10:00 a.m. PRESENT Chairman Richard O'Brien Vice Chairman Scot t Cava lier Members Patrick Abtan Richard Gilbert Eldred King Gordon Patterson Kip VanKempen Jim Witty Chairman of the Authority John McGinnis ABSENT Member Frank McKechnie MINUTES Res. #9 Moved by: Jim'Witty Seconded by: Scott Cavalier THAT the Minutes of Meeting #1/90 be approved. CARRIED DISCLOSURE OF INTEREST Mr. Eldred King declared a conflict, as a family member rents farm property from the Authority, in Item 1, Farm Tax Rebate, and did not participate in discussion or vote on the matter. C-l7 FINANCE AND ADMINISTRATION ADVISORY BOARD MEETING 12/90, HELD MAY 18, 1990 SECTION I - ITEMS FOR AUTHORITY CONSIDERATION l. FARM TAX REBATE -Update KEY ISSUE The Authority, at its meeting held February 23, 1990, approved resolutions dealing wi th the provincial farm tax rebate program and directed that s ta f f report further on matters relating to this. Res. no Moved by: Jim Witty Seconded by: Scott Cavalier THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT the report, dated May 9, 1990, Appendix FA.169, providing an update on implications of the provincial farm tax rebate program, be received; AND FURTHER THAT staff report again on this matter to the Finance and Administration Advisory Board at its September 28th meeting. CARRIED NEW BUSINESS Agricultural Land Use Res. III Moved by: Eldred King Seconded by: Jim Witty THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT staff be directed to look at the possibility of re-foresting all lands presently rented for farming. CARRIED C-l8 FINANCE AND ADMINISTRATION ADVISORY BOARD MEETING 12/90, HELD MAY 18, 1990 SECTION I - ITEMS FOR AUTHORITY CONSIDERATION 2. METROPOLITAN TORONTO TRAVEL POLICY KEY ISSUE I Metropolitan Toronto Council has adopted a Travel Policy for members of Council appointed to Special Purpose Dodies which s ta te s "that no travel expenditures for councillors be authorized from departmental accounts or those of the Boards, Commissions or Agencies. " Res. 112 Moved by: Scott Cavalier Seconded by: Kip Van Kempen THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT the Council of the Municipality of Metropolitan Toronto be advised that Tbe Metropolitan Toronto and Region Conservation Authority will advise of any travel expenditures approved for members of Metropolitan Toronto Council appointed to the Authority, at the time such approval is given by the Authority. CARRIED BACKGROUND lYe have received a communication from the Clerk of t1etropol itan Toronto outlining a policy adopted by Metropolitan Toronto Council. Essentially, the policy states all councillors are required to seek approval of Council before embarking on any travel and that no expenditures for councillors be author ized from the accounts of any Boards, Commissions or Agencies. The Conservation Authority is a body corporate unde r the Conserva tion Authorities Act and is, therefore, not bound by the tr ave 1 policy of an y 0 f its membe r mun icipalities. Previously, Metropolitan Toronto had requested tha t Council be advised of ilny t rave 1 undertaken by members of the Authority appointed by Me tr opo li tan Toronto Council. The Authority is on record as concurring in this request. lYhen the Secretary-Treasurer reports to member municipalities on per diem and expenses of members, the Authority also reports to ~Ietropolitan Toronto Council on the cost of any travel undertaken by members of Counc i 1 on be ha If of the Authority. RATIONALE It would appear appropriate tha t the Authority continue to keep Metropolitan Toronto Council advised of expenses incurred by members of Hetropoli tan Toronto Council appointed to the Authority; however, the Authority cannot legally enforce Metropolitan Toronto Council's travel expenditures prohibition. If a member of Metropolitan Toron to Counci 1 requests permission to travel and have expenses paid by the Au thor i ty , it is within the Authority's legal authority to make such a decision. It is up to the individual member to decide whether or not they wish to apply for pe rmi ss ion to travel and have the expenses paid by the Authority and, if approval is granted, whether they wish to do so in violation of Metropolitan Toronto Council's Policy. FINANCIAL ANALYSIS The Authoci ty' s 1990 budget has provision for $6,000 for conference and convention expenses for Authority members. This is the same amount as was budgeted in 1989. In 1989 approximately $4,700 was spent on con ferencc t rave 1 by members of the Authority. C-l9 FINANCE AND ADMINISTRATION ADVISORY BOARD MEETING '2/90, HELD MAY 18, 1990 SECTION II - ITEMS FOR EXECUTIVE COMMITTEE CONSIDERATION 3. PERSONNEL POLICIES KEY ISSUE Revisions to the Personnel Policies governing leaves of absence, recognition and conduct and a proposed new training opportunity policy. Res. 113 Moved by: Scott Cavalier Seconded by: Jim Witty THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT revised Personnel Policy A-2, Working Conditions, Conduct, as amended, read as outlined in Appendix FA.lS3: THAT a new Personnel Policy entitled Training Opportunities POlicy, Personnel Policy A-6 be created, as amended, as set out in Appendix FA.156; THAT Personnel Policy B-6, Employee Benefits, Leaves of Absence, Appendix FA.lS8, in respect of Item 3, Special Leave, be revised such that leaves of absence for a period of 180 calendar days or less, with or without pay and with or without accumulation of credits, .ay be granted for special, compassionate or other purpose by the General Manager; leaves of absence of longer duration may be granted by the Executive Com.ittee: AND FURTHER THAT Personnel Policy C-2, General, Recognition Awards, Append ix FA.161, be revised to include a section on Safety Awards. CARRIED BACKGROUND 1. Conduct The Authority's policy governing the conduct of employees was last amended in 1982 and is now incomplete and out-of-date. The revised policy strengthens the statement on accountability and includes statements on discrimination and harassment. Changes to the policy bring it in line with current personnel and human rights practices, and serve as a commi tmen t to the statement contained in the Authority's Mission Statement, relating to ethics and integrity. 2. Training Opportunities Policy A new policy, "Training Opportunities" , is proposed. The policy provides career-change opportunities to employees who may not meet the published requirements of a job vacancy, but who demonstrate an interest and apti tude for the work. The salient features of the policy are that, if there are no qualified internal candidates for a vacancy, and if the f1anager and Director concur in turning the vacancy into a training opportunity, then the position will be readvertised as a Training Opportunity and the successful candidate agree to the terms of a training and development plan. The Director of Finance and Administration and the Personnel Officer would lOon i tor the application of this policy in the first year to ensure that satisfactory results are being achieved. 3. Leaves of Absence In recent years, the Executive Committee has dealt with a number of requests for extended leaves of absence, usually associated with maternity leave. In 1989, the Executive Committee suggested tha t s ta f f bring forward a recommendation to amend the pol icy, such that the General Manager could grant leaves of absence of longer than 30 days' duration. The revision to the Leaves of Absence Policy extends the General Manager's authority to grant leaves up to 180 days, leaving the Executive Committee respons ib Ie for gran tin g of leaves of more than six months. C-20 PINANCE AND ADMINISTRATION ADVISORY BOARD MEETING 12/90, HELD MAY 18, 1990 SECTION II - ITEMS FOR EXECUTIVE COMMITTEE CONSIDERATION 3. PERSONNEL POLICIES contd. 4. Safety Award The re commend ed amend men t to the Recognition Awards Policy takes in to accoun t the recent creation of a Safety Awards Program as part of the Authority's commitment to improving its health and safety performance. The Awards Program, like the Safety Awareness Days, is one of many tools used widely in government and industry to foster a stronger commi tmen t to health and safety in the workplace. FINANCIAL IMPLICATIONS The cost to the Authority of the Leaves of Absence and Safety Awards Policy is marginal. Changes to the Conduct Policy have no direct financial imp 1 i cat ion s . The Training Opportunities Policy involves some dollar savings associated with under filling the pos i tion , but it is like ly that the additional training costs associated with the training opportunity would be more or les s equa 1 to the va lue of the salaries saved. 4. AUDITOR"S REPORT -Opportunities for Improvements to Internal Controls KEY ISSUE Each year, as part of the a ud i t process, a report on Opportunities for Improvemen ts to Internal Controls is prepared. Res. tl4 Moved by: Gordon Patterson Seconded by: Patrick Abtan THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT the auditor's report on Opportunities for Improvements to Internal Controls, Appendix FA.164, be received: AND FURTHER THAT staff report to the Pinance and Administration Advisory Board meeting. of September 28th, 1990, on the monitoring of payroll distr ibution. CARRIED BACKGROUND Each year the Authority's auditors, Ernst & Young (formerly Clarkson, Gordon) , in the course of their examination of the Authority's financial statements, evaluate the Authority's system of internal controls. The repor t from Ernst & Youn-g includes their comments on Opportunities for Improvements to Internal Controls and the response by management of the Authority. ANALYSIS Ac t i on relating to Opportunities for Improvements to Internal Controls is ou tlined in management comments contained in the report. C-2l FINANCE AND ADMINISTRATION ADVISORY BOARD MEETING 12/90, HELD MAY 18, 1990 SECTION II - ITEMS FOR EXECUTIVE COMMITTEE CONSIDERATION 5. FINANCIAL PROGRESS REPORT 'I KEY ISSUE The first of four Financial Progress Reports provided to members of the Authority. Res. tIS Moved by: Richard Gilbert Seconded by: Kip VanKempen THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT 1990 Financial Progress Report 'I, Appendix FA.141, be received. CARRIED ANALYSIS The Authority's 1990 budget having been approved on March 23, 1990, the Financial Progress Report identifies only two significant variances. These are described in the notes to the Financial Progress Report. 6. MEMBERS' ATTENDANCE AT MEETINGS KEY ISSUE At Executive Committee Meeting #1/90, held on l1arch 9, 1990, the Executive Committee directed that the Finance and Administration Advisory Board consider the question of whether a record should be made of members' arrival and departure times at Authority meetings. Res. t16 Moved by: Eldred King Seconded by: Jim Witty THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT the current practice of recording attendance of members at approved meetings of the Authority be continued. CARRIED BACKGROUND At Executive Committee Meeting #1/90, Resolution #26 was adopted stating that "the Finance and Administration Advisory Board be'asked to consider the question of whether a record should be made of members' arrival and departure times at Authority meetings". Concern was expressed that some members were arriving late and leaving early and receiving the same consideration as other members who were more attentive to the meetings of the Authority. This matter has been reviewed with the Secretary-Treasurer and with the Executive Secretary of the Authority and no practical way can be arrived at to record arrival and departure times of members at meetings. It is recommended that the matter of arrival and departure times be left to the conscience of the individual members. If members of the Authority believe a problem exists, the most appropriate mechanism to deal with it would be within the membership on a peer basis. C-22 FINANCE AND ADMINISTRATION ADVISORY BOARD MEETING 12/90, HELD MAY 18, 1990 SECTION IV - ITEMS POR THE INFORMATION OF THE BOARD 7. OCCUPATIONAL HEALTH AND SAFETY PROGRAM -Update KEY ISSUE An upda te on the Authority's Occupational Health and Safety Program. Res. 111 Moved by: Gordon Patterson Seconded by: Richard Gilbert THAT the staff report su..arizing the Authority's Health and Safety progra., dated May 8, 1990, be received for infor.ation; AND FURTHER THAT staff be commended for the excellent work done on safety in the workplace. CARRIED BACKGROUND The Authority has, for the past 20 years, included the position of Safety Officer in its staff structure. In 1980, under provincial leg is la tion, the Authority established an Occupational Health and Safety Committee. The Committee structure was revised in 1987 by dividing the Authori ty into six zones, having one worker representative responsible for workplace inspections in each zone and three management representatives to participate in the program. This format allows representation from the workers and management to ensure all matters are dealt with fairly and properly. In addition to this, in June 1982, the Authority established a Health and Safety Policy, A-9, Personnel Manual, assigning corporate responsibi li ty for the Health and Safety Program to the Director, Field Operations Division and specific responsibilities for implementation to various positions within the Authority structure. The responsibility for the day to day details of the program rests with the Supervisor - Enforcement, Safety and Security and with the Safety Officer. Wi th the ever increasing safety legislation, in 1988 the contract position of Assistant Safety Officer was added and in 1990 this position became a regular complement position. A detailed method of monitoring worker injuries has been implemented and a quarterly printout is sent to each workplace to be reviewed. Our goal is to have an accident free workplace and this quar ter ly review affords us the opportunity to act on any problem areas and take necessary action to prevent further similar accidents. Employee accidents show improvement, with a decline in both Medical Aid and Lost Time Accidents. In 1987, total accidents were 69, in 1988, 56 and 1989, 49. To date (Apr i 1 30/90) there have been 13 Med ical Aid and Lost Time Accidents, the same number for this period last year. In addition to monitoring worker in juries, a number of safety programs are in place to assist staff with routine duties. The revised Driver Tes ting and Certification Program ran smoothly with good results. The Authority now has 248 certified drivers, wj.th 77 being certified in 1989. During 1989, 822 staff members were trained in the Workplace Hazardous Material Information System (WHMIS) Program. Also, 72 were trained in First Aid, bringing our total to 131 staff qualified in Standard First Aid. During 1989, 41 staff were trained in the Cardio Pulmonary Resuscitation (CPR) Program. One new staff member was certified to conduct St. John's Ambulance First Aid Training. The Authority now has two First Aid instructors and two CPR instructors. A new safety training course in the operation of Explosive Actuate Tools (Ram Set) was provided, with 19 staff members being certified. C-23 FINANCE AND ADMINISTRATION ADVISORY BOARD MEETING '2/90, HELD MAY 18, 1990 SECTION IV - ITEMS FOR THE INFORMATION OF THE BOARD 7. OCCUPATIONAL HEALTH AND SAFETY PROGRAM -Update contd. The Authority has extensive reforestation and natural forest areas and is committed to maintaining a high level of involvement in the prutection of its properties from fire. It is also committed to the Ministry of Natural Resources throughout Ontario and any municipal fire department within the Authority's boundaries to assist in fire suppression upon request. To provide trained staff and properly maintained equipment, a fire suppression course was again conducted with 31 staff qualified to participate. During the summer and fall, monthly fire suppression courses were held in five conservation areas to update staff training. In 1989 staff was responsible for extinguishing a fire in the Glen Haffy Area prior to the municipal fire department arriving. In 1989, two Safety Awareness Days were organized in late April and were informative and well received. This program was repeated in April and May 1990 but was spread over four half days, allowing more than 225 employees to participate. The theme this year was "Safety in the 90's" and the program was two-fold. The first part dealt with "Slips, Trips and Falls", one of our major accident problem areas, and the second part was "Survive the Drive", presented by the Ontario Provincial Police. This program is designed to reduce motor vehicle accidents on freeways and improve the traffic flow by sharpening skills of motorists. Safety in the 90's was targeted to all employees whether in the workplace, travelling to work or at home. With our continuing emphasis on safety, including the need to maintain a high level of good safety performance and the need to meet legislative requirements, it will be necessary to continue to allocate considerable resources in staff time, funding and support from management to our safety programs. 8. PROGRAM PERFORMANCE REVIEW - 1989 KEY ISSUE The review of the 1989 program performance in achieving the adopted goals and objectives of the Authority is now complete. Res. t18 Moved by: Richard Gilbert Seconded by: Patrick Abtan THAT the 1989 Program Performance Review, Appendix AM.16, be received for information. CARRIED C-24 FINANCE ARD ADMINISTRATION ADVISORY BOARD MEETING '2/90, HELD MAY 18, 1990 SECTION IV - ITEMS FOR THE INFORMATION OF THE BOARD NEW BlJSlRESS Remuneration for the Vice Chairman of the Authority The Vice Chairman of the Authority left the meeting prior to discussion of this item. Res. 119 Moved by: Jim Witty Seconded by: Patrick Abtan THAT staff provide the information for discussion of this item at the next meeting of the Finance and Ad.inistration Advisory Board. CARRIED TERMINATION ON HOTION, the meeting terminated at ll:15 a.m., l1ay 18, 1990. Richard O'Brien J.D. Agnew Chairman Acting Secretary-Treasurer em ~ , the metropolitan toronto and region conservation authority C-25 minutes FINANCE AND ADMINISTRATION lS-JUNE-1990 #3/90 ADVISORY BOARD The Finance and Administration Advisory Board met on the Patio in the Black Creek Pioneer Village Visitors Centre on Friday, June 15, 1990. The Chairman called the meeting to order at 8:30 a.m. PRESENT Chairman Richard O'Brien Members Patrick Abtan Eldred King Frank McKechnie Gordon Patterson Kip VanKempen Jim Witty Chairman of the Authority John McGinnis ABSENT Members Scott Cavalier Richard Gilbert MINUTES Res. #20 Moved by: Jim Witty Seconded by: Patrick Abtan THAT the Minutes of Meeting #2/90 be approved. CARRIED C-26 FINANCE AND ADMINISTRATION ADVISORY BOARD MEETING #3/90. HELD JUNE 15. 1990 SECTION I - ITEMS FOR AUTHORITY CONSIDERATION 1. 1991 BUDGET GUIDELINES KEY ISSUE Each year, at the beginning of the budget process, the Board is asked to recommend guidelines to be used in the preparation of the preliminary estimates. Res. #21 Moved by: Jim Witty Seconded by: Kip Van Kempen THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT the report on 1991 budget guidelines be received; AND FURTHER THAT a 6.5% inflationary guideline be applied in the preparation of the 1991 preliminary estimates, except where more specific revenue and expenditure estimates are available. Amendment Res. #22 Moved by: Patrick Abtan Seconded by: Frank McKechnie THAT a 5.5% inflationary guideline be applied in the preparation of the 1991 preliminary estimates, except where more specific revenue and expenditure estimates are available; AND FURTHER THAT the 5.5% inflationary guideline be reviewed by the Finance and Administration Advisory Board at the time the final budget is being prepared. THE AMENDMENT WAS ............................................ CARRIED THE MAIN MOTION, AS AMENDED, WAS ............................. CARRIED BACKGROUND 1. 1991 Budaetarv 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 1990 approved expenditure level. Explanations will be provided as to what is included in the "base" budget and additional explanations for each level of spending over and above this base. The preliminary estimates focus on expenditure requirements. As we work through the process, the funding sources available to support needed expenditures are evaluated and analyzed in consultation with the . Authority's funding partners. The final budget is the end result of this consultation and analysis which links funding sources to expenditures. 2. 1991 Budaet Schedule Appendix FA.176 highlights the key dates within the budgetary process timetable. The budget process commences in June, 1990 and concludes with the approval of the 1991 final budget at Meeting #2 in March of 1991. 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 within their own budgetary schedules. C-27 FINANCE AND ADMINISTRATION ADVISORY BOARD METING #3/90. HELD JUNE 15. 1990 SECTION I - ITEMS FOR AUTHORITY CONSIDERATION 1. 1991 BUDGET GUIDELINES CONTD. ANALYSIS 1. Inflationarv Guidelines The following inflationary forecasts for 1991 have been identified: Royal Bank (National) 5.5% Conference Board of Canada (National) 6.3% Conference Board of Canada (Ontario) 6.4% The average of the above inflationary rate is about 6.0%. The forecasts for 1990 are 4.6% from Ernst & Young, 4.8% from Royal Bank and 5.4% from Conference Board of Canada, with an average of 4.9%. The 1991 forecast being 1.1% higher than 1990 can be attributed to the impact of the proposed Goods and Services Tax. Historically the average inflationary rate for the Metropolitan Toronto area is about 1.0% higher than the national average. Therefore, staff is prepared to recommend that we use 6.5% as a guideline for inflation, except where more specific revenue and expenditure estimates are available. 2. 1991 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 19, 1990. 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. C-28 FINANCE AND ADMINISTRATION ADVISORY BOARD MEETING #3/90, HELD JUNE 15. 1990 SECTION II - ITEMS FOR EXECUTIVE COMMITTEE CONSIDERATION 2. REMUNERATION FOR THE VICE CHAIRMAN OF THE AUTHORITY KEY ISSOE At meeting #2/90 held on May 18, 1990, the Finance and Administration Advisory Board requested additional information on the remuneration for the Vice Chairman of the Authority. Res. #23 Moved by: Kip Van Kempen Seconded by: Jim Witty THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT the staff report, submitted to Meeting #2/90 of the Finance and Administration Advisory Board, dated June 15, 1990, on the subject of remuneration for the Vice- Chairman of the Authority, be received. CARRIED BACKGROUND A sub-committee on remuneration was created by the Executive Committee at its meeting held on April 24, 1987. The terms of reference for the sub- committee included a review of the benefits and remuneration paid to members of the Authority, the Chairman and the Vice Chairman. On October 23, 1987 at meeting #7/87, the Authority adopted recommendations relating to the remuneration for the Chairman and Vice Chairman and members. The major recommendation at that time was that the Chairman's honorarium be increased significantly and that the members' per diem and Vice Chairman's honorarium be increased by an inflationary amount each year. This request was not dealt with by the Ontario Municipal Board (OMB), and effective January 1, 1988, the OMB approved remuneration for the Chairman in the amount of $22,500. In April of 1988, the Authority approved an economic adjustment for staff of 4.5% and instructed staff to request of the OMB that they approve a similar increase to the Chairman'S, Vice Chairman's and members' remuneration. The OMB advised that the matter was under consideration and that the Board was seeking advice from the Minister of Natural Resources. Authority staff wrote to staff of the Ministry of Natural Resources, advising them of our request and the rationale for the changes to the Chairman's honorarium. On October 5, 1988, the OMB advised our solicitors that the matter of honoraria and members' per diem was before the Ministry of Natural Resources and that the matter would be resolved with the release of the inter-ministerial review then being undertaken. Authority staff wrote to the Chairman of the OMB in November of 1988 reiterating the Authority's request for a change to the Chairman's honorarium. In December of 1988, the Authority received an OMB order stating that, from the 1st day of January 1988, the Vice Chairman's salary was increased to $8,707 and the per diem allowance to $57. On January 4, 1989, the Chairman of the OMB wrote to the General Manager confirming that the matter of the Chairman's honorarium was before the Ministry of Natural Resources, and that it would not be appropriate for the Board to deviate from its policy of providing honorarium increases in line with annual public service increases. C-29 FINANCE AND ADMINISTRATION ADVISORY BOARD MEETING #3/90. HELD JUNE 15. 1990 SECTION II - ITEMS FOR EXECUTIVE COMMITTEE CONSIDERATION 2. REMUNERATION FOR THE VICE CHAIRMAN OF THE AUTHORITY CONTD. In 1988, at meeting #16/88, the Executive Committee established a sub- committee to review the duties and responsibilities of members of the Authority. That sub-committee met on a number of occasions and made recommendations to the Finance and Administration Advisory Board at meeting #6/88, held on November 23, 1988. The Board considered the report of the sUb-committee and asked for additional information to be submitted to meeting #7/88, held on January 20, 1989. The Board accepted the recommendations of the sub-committee and instructed staff to convey these recommendations with suitable explanation to the Ontario Municipal Board. The Authority, at its meeting #3/89, held on May 12, 1989, approved resolution 177, setting out that the Vice Chairman of the Authority receive per diem for all regular meetings attended and, where the Vige Chairman acts for the Chairman at Chairman's request, per diem shall be paid at the rate of two times the regular per diem payment. The Authority also approved in the same resolution a request that the members' per diem be increased to $75 for 1989. ANALYSIS Effective January 1, 1988, the Chairman's honorarium is $22,500, the Vice Chairman's honorarium is $8,707 and the members' per diem is $57. The Authority has requested that the OMB increase the Chairman's honorarium by an amount of $6,000, effective January 1, 1988 with economic adjustments to apply for 1988, 1989 and 1990. Also, the Authority has requested that the Vice Chairman's honorarium be established at a rate of two times per diem as set out in the foregoing resolution and that the members' per diem be increased to $79.50, all of which to take effect from the date of the 1990 annual meeting. At this time, the matter is before the OMB and our solicitors have advised that the matter has been taken under advisement by the Board and will be dealt with as expeditiously as possible. Clearly the intent of the changes suggested is to recognize the role of the Chairman and to compensate that position accordingly. The change in the members' per diem, increasing it to $79.50 per diem effective with the first annual meeting of 1990, represents a reasonable economic adjustment and recognizes the increasing workload placed upon members by the changing requirements of the Conservation Authority. Application of a per diem system to the Vice Chairman's position is consistent with the use of a per diem for members, in that the Vice Chairman is compensated for those occasions when the Vice Chairman must act for the Chairman. This includes not only meetings at which the Vice Chairman is in attendance replacing the Chairman, but all those other activities where the Vice Chairman officially acts in place of the Chairman at functions relating to Authority business. The wording of the resolution, "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", covers all situations where the Chairman specifically requests the Vice Chairman to act on his/her behalf. Staff has established, in consultation with the Chairman and Vice Chairman, a method for keeping track of these activities and recording them appropriately. C-30 FINANCE AND ADMINISTRATION ADVISORY BOARD MEETING #3/90. HELD JUNE 15. 1990 SECTION II - ITEMS FOR EXECUTIVE COMMITTEE CONSIDERATION 2. REMUNERATION FOR THE VICE CHAIRMAN OF THE AUTHORITY CONTD. CONCLUSION Because the matter of the Chairman's honorarium, the Vice Chairman's honorarium and members' per diem, has received extensive and exhaustive discussion by members of the Authority over the last two and a half years, and because the matter is currently before the OMB, it would seem inappropriate to introduce yet another variation at this time. staff will continue to monitor the situation and advise the members of the Authority as soon as the Ontario Municipal Board responds. If there has been no activity in the immediate future, it may be appropriate for the Authority to again reiterate its request for changes. C-31 FINANCE AND ADMINISTRATION ADVSIORY BOARD MEETING #3/90. HELD JUNE 15. 1990 SECTION IV - ITEMS FOR INFORMATION OF THE BOARD 3. RULES GOVERNING CONFLICT OF INTEREST KEY ISSUE At Meeting #2/90 held on May 18, 1990, the Board considered changes to the Authority's Personnel Policy governing working conditions and conduct. In the course of the discussion the members suggested that a further report be made describing members' conflict of interest guidelines. Res. #24 Moved by: Patrick Abtan Seconded by: Kip Van Kempen THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT the staff report, dated June 15, 1990, relating to conflict of interest be received. CARRIED BACKGROUND At meeting #2/90, held on May 18, 1990, in the course of discussions relating to the Authority's personnel policies governing conduct, a number of members of the Board expressed interest in how Authority members were affected by municipal conflict of interest legiSlation. The Authority dealt with this matter a number of years ago, and conducted an exhaustive review which involved receiving opinions from the Authority's solicitors and those acting for the Association of Conservation Authorities of Ontario. The Authority itself constituted a committee in 1982, chaired by M.D. Lipton, Q.C. and including Authority members D.G. Fleet and M.M. Smith, Q.C., with the assistance of the Authority's legal advisors Gardiner, Roberts. The principle conclusion of the committee was that the Municipal Conflict of Interest Act itself constituted the guidelines for members of the Authority. At the time, the committee was dealing with the proposed municipal conflict of interest legislation, which resulted in Section 37 of the Conservation Authorities Act being repealed and replaced by changes to the legislation that made conservation authorities local boards under the Municipal Conflict of Interest Act. ANALYSIS Having reviewed the Authority's files on the matter, it is the opinion of staff that the information provided to the Authority in 1982 is still correct. For purposes of conflict of interest, the Municipal Conflict of Interest Act applies to the Authority and is the most appropriate guideline for members to follow. TERMINATION ON MOTION, the meeting terminated at 8:37 a.m., June 15, 1990. Richard O'Brien W.A. McLean Chairman Secretary-Treasurer ~ , the metropolitan toronto and region conservation authority C-32 minutes FINANCE AND ADMINISTRATION 27-JULY-1990 #4/90 ADVISORY BOARD The Finance and Administration Advisory Board met in Black Creek pioneer Village Visitors Centre on Friday, July 27, 1990. The Chairman called the meeting to order at 8:00 a.m. PRESENT Chairman Richard O'Brien Members Patrick Abtan Maria Augimeri Gordon Patterson Jim witty Chairman of the Authority John McGinnis ABSENT Members Scott Cavalier Eldred King Frank McKechnie Kip Van Kempen MINUTES Res. #25 Moved by: Jim Witty Seconded by: Patrick Abtan THAT the Minutes of Meeting #3/90 be approved. CARRIED C-33 FINANCE AND ADMINISTRATION ADVISORY BOARD MEETING #4/90. HELD JULY 27. 1990 SECTION I - ITEMS FOR AUTHORITY CONSIDERATION 1. MEMBERS' PER DIEM KEY ISSUE Staff have been asked to provide information with respect to the current policy on paying per diem to members. Res. #26 Moved by: Patrick Abtan Seconded by: Jim Witty THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT the policy with respect to the payment of per diem to members, adopted by the Authority at meetings #7/67 and #3/89, continue to guide the Authority in the payment of members' per diem allowances; AND FURTHER THAT item (ii) in the policy, viz: "Iii) a per diem allowance of $20 to members of the Authority for time spent on business of the Autho~ity when such time is spent on the said business under the dir~ction of the Executive Committee of the Authority;" continue to be interpreted that "business of the Authority" does not include attendance at conferences where all expenses are being paid to the member. CARRIm BACKGROUND The Authority, at its meeting #7/67, considered a report of the Executive Committee dealing with the payment of per diem to members. This report updated earlier pOlicies set in 1957 and 1958. The policy adopted by the Authority at that time was as follows: "Per Diem "Whereas Section 41 of The Conservation Authorities Act R.S.O. 1960, Section 62, regarding salaries, expenses and allowances of any kind paid to members of the Authority, requires the approval of The Ontario Municipal Board; and "Whereas it is felt that the present schedule of allowances, approved by The Ontario Municipal Board, requires up-dating; "THAT the Secretary-Treasurer be instructed to make application to The Ontario Municipal Board, to amend the present order of authorization, to read as follows: "THAT The Metropolitan Toronto and Region Conservation Authority be authorized to pay its members the following allowances and expenses, effective January 1, 1968: (i) a per diem allowance of $20 and the payment of a mileage allowance of 12 cts. per mile for the round trip to any member of the Authority for attendance at meetings of the Authority, Executive Committee and Advisory Boards; and C-34 FINANCE AND ADMINISTRATION ADVISORY BOARD MEETING #4/90, HELD JULY 27. 1990 SECTION I - ITEMS FOR AUTHORITY CONSIDERATION 1. MEMBERS' PER DIEM CONTD. ( ii) a per diem allowance of $20 to members of the Authority for time spent on business of the Authority when such time is spent on the said business under the direction of the Executive Committee of the Authority; and ( iii) a travelling allowance of 12 cts. per mile to members of the Authority for necessary travelling in conducting business of the Authority under the direction of the Executive Committee; and ( iv) actual cost of meals, lodging, public transportation and conference fees to members of the Authority when said costs are necessarily incurred in the conduct of the business of the Authority under the direction .of the Executive Committee." At subsequent Authority meetings, changes in the ra~es for per diem and honoraria were approved, as follows : "Authoritv Meetina #2/87 "Per Diem & Honoraria: 1987 "THAT, upon 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 $8,331.85; (d) the foregoing rates be effective January 1, 1987; "AND FURTHER 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 1987 members' per diem and honoraria of the Chairman and Vice-Chairman." "Authoritv Meetina #7/87 "THAT the Vice Chairman's honorarium be increased by the addition of an inflationary increase for 1988 equal to that to be given to Authority staff; "THAT the per diem for members be increased by the addition of an inflationary increase for 1988, equal to that to be given to Authority staff; "AND FURTHER THAT the benefits available to the Chairman, Vice Chairman and members remain as they are." C-35 FINANCE AND ADMINISTRATION ADVISORY BOARD MEETING #4/90. HELD JULY 27. 1990 SECTION I - ITEMS F.OR AUTHORITY CONSIDERATION 1. MEMBERS' PER DIEM CONTD. "Authoritv Meetinq #3/89 "6. Report of the SUb-Committee to Review the Duties and Responsibilities of the Members of the Authoritv "The following item was recommended for approval at the Executive Committee Meeting #2/89, held on April 7, 1989. "THAT 'The Role of the Municipally Appointed Member', Appendix FA.142, and 'The Role of the Provincially Appointed Member' , Appendix FA.144, be approved as definitions of the duties and responsibilities of members of the Authority; "THAT 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, this to take effect on the first of the month immediately following final approval; "THAT staff be directed to obtain Ontario Municipal Board approval of the change in honorarium for the Vice Chairman; "THAT there be no change in the current practice of paying Chairmen of the Advisory Boards the regular per diem rate; "THAT, 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; "AND FURTHER THAT 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, subject to Ontario Municipal Board approval." C-36 FINANCE AND ADMINISTRATION ADVISORY BOARD MEETING #4/90, HELD JULY 27. 1990 SECTION II - ITEMS FOR EXECUTIVE COMMITTEE CONSIDERATION 2. FARM TAX REBATE PROGRAM KEY ISSUE The Authority has now been advised that the provincial government has again changed the guidelines for eligibility for the Farm Tax Rebate Program. Under the most recent changes the Authority will be eligible in 1990 to qualify for a rebate of 75 percent of realty taxes for farm lands under rental. Res. #21 Moved by: Gordon Patterson Seconded by: Patrick Abtan THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT staff continue to attempt to recover the balance of the realty taxes no longer eligible for Farm Tax Rebates as part of the rental rate charges to tenant farmers. Amendment Moved by: Gordon Patterson Res. #28 Seconded by: Patrick Abtan AND FURTHER THAT the farmers renting Authorit~-owned land for farm purposes be advised of the latest changes in the 1990/91 Farm Tax Rebate Program. THE .AMENDMENT WAS................................................... c::1tRR.Im THE MAIN MOTION, AS AMENDED, WAS.................................... CARRIED BACKGROUND Appendix FA.178, a copy of the news release issued by the Ontario Ministry of Agriculture and Food, outlines the most recent changes to the Farm Tax Rebate Program. This amends the previous changes made to the program announced in 1989 and allows the Authority to qualify for a 75 percent rebate on lands rented for farming purposes. C-37 FINANCE AND ADMINISTRATION ADVISORY BOARD MEETING #4/90. HELD JULY 27, 1990 SECTION II - ITEMS FOR EXECUTIVE COMMITTEE CONSIDERATION 3. 1990 FINANCIAL PROGRESS REPORT #2 KEY ISSUE This is the second of four Financial Progress Reports provided to members of the Authority. Res. #29 Moved by: Jim witty Seconded by: Patrick Abtan THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT 1990 Financial Progress Report #2 be received. Amendment Moved by: Jim Witty Res. #30 Seconded by: Patrick Abtan AND FURTHER THAT staff develop an approach for making representations to the provincial government to draw attention to the deficiency in provincial funding versus actual costs. THE AMENDMENT WAS................................................... ~ THE MAIN MOTION, AS AMENDED, WAS ................................... CARRIED ANALYSIS Financial Progress Report, Appendix FA.183, identifies significant variances. These are described in the notes to the Financial Progress Report. The report identifies an Authority deficit of $194,700, despite various cutbacks in expenditures. The following are management actions which will be taken to reduce the deficit to $22,700: 1. Delete the office renovations budget and defer the office needs study ($15,000); 2. Allocate $30,000 from reserves to cover the over-expenditure for a new telephone system; 3. Defer Freedom of Information/Rights to privacy legislation set-up cost of $20,000 to 1991; 4. Defer the Black Creek Fencing Project to 199~ ($25,000); 5. Delay the opening of Foster Woods and Bellamy Road Ravine to 1991 ($15,000); 6. Reduce Kortright and Black Creek Pioneer Village newspaper advertising-budget by $5,200; 7. Reduce the photographic materials budget by $7,800 and reduce the hours for the part-time Writer for a saving of $4,000; 8. Reduce staffing at the Black Creek Pioneer Village ($50,000) . , C-38 FINANCE AND ADMINISTRATION ADVISORY BOARD MEETING #4/90. HELD JULY 27. 1990 TERMINATION ON MOTION, the meeting terminated at 9:30 a.m. Richard O'Brien W.A. McLean Chairman Secretary-Treasurer g - ~ , C-39 the metropolitan toronto and region conservation authority minutes FINANCE AND ADMINISTRATION 28-SEPTEMBER-1990 #5/90 ADVISORY BOARD The Finance and Administration Advisory Board met in the Humber Room at the Authority Head Office, on Friday, September 28, 1990. The Chairman called the meeting to order at 10:00 a.m. PRESENT Chairman Richard O'Brien Members Patrick Abtan Maria Augimeri Frank McKechnie Gordon Patterson Kip VanKempen Jim Witty Chairman of the Authority John McGinnis ABSENT Members Scott Cavalier Eldred King MINUTES Res. #31 Moved by: Kip VanKempen Seconded by: Patrick Abtan THAT the Minutes of Meeting #4/90 be approved. CARRIED C-40 FINANCE' ADMINISTRATION ADVISORY BOARD MEETING #5/90. HELD SEPTEMBER 28. 1990 SECTION I - ITEMS FOR AUTHORITY CONSIDERATION 1. 1991 PRELIMINARY ESTIMATES This item was recommended for approval at the Water and Related Land Management Advisory Board Meeting #4/90 held on september 21, 1990, and at the Conservation and Related Land Management Advisory Board Meeting #3/90 held on September 21, 1990. KEY ISSUE The Authority's 1991 Preliminary Estimates are submitted for review. Res. #32 Moved by: Patrick Abtan Seconded by: Jim Witty THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT the 1991 preliminary operating and capital Estimates, Appendix FA.199, be considered by the Authority; AND FURTHER THAT representatives of the Authority, including the Chairman of the Finance and Administration Advisory Board, meet with officials of the member municipalities and the province to present and discuss the Authority's 1991 preliminary Operating and Capital Estimates prior to submission of the final budget. CARRIED BACKGROUND The Authority's 1991 budget process involves establishment of a base level of funding in each Division, using the 1990 approved budget, less any adjustments for nonrecurring items. Each Division's base will vary depending on the size and type of special projects and other nonrecurring items. y Items within the various programs and activities of each Division included in the base level of funding are explained in a brief narrative section. To this base level of funding, a list of "priority additions" has been added. These priority additions are discrete decision packages ranked in decreasina order of priority. Item 1 is the most important and each item that follows decreases in importance. For each priority addition, some explanation is included which indicates the service level or other improvements which will result if that item is added. To achieve the overall spending target for the Authority, a line has been drawn below those items not funded in the 1991 Preliminary Estimates. Items which are listed above the line have been included, but will be subject to review as provincial and municip,a1 funding sources are known. An overview of the Authority's total budgetary requirements is provided under the section entitled General Manager's Comments. A number of issues are identified in this section, including an earlier request from the Finance and Administration Advisory Board that staff identify provincial programs which have created funding deficiencies for the Authority. The Director's Comments for each Division highlight the major financial issues which are to be addressed with respect to their Divisions. C-41 FINANCE , ADMINISTRATION ADVISORY BOARD MEETING #S/90, HELD SEPTEMBER 28, 1990 SECTION I - ITEMS FOR AUTHORITY CONSIDERATION 2. 1991 PROPOSED FEE SCHEDULE This item was recommended for approval at the Conservation and Related Land Management Advisory Board Meeting #3/90 held on September 21, 1990. KEY ISSUE Establishment of the 1991 fee structure for the public use of Authority facilities and programs. Res. #33 Moved by: Kip VanKempen Seconded by: Patrick Abtan THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT the 1991 Fee Schedule for the use of Authority's facilities and programs, Appendix CR.143, to become effective January 1, 1991, be recommended for approval to the Authority. CARRIED BACKGROUND As part of the annual budget process the Authority Fee Schedule for use of facilities and programs is reviewed, with fees being used to calculate estimated revenues for operating programs. In recommending fees, staff review charges made by other organizations for similar facilities. As well, our visitor survey information indicating satisfaction of value for the dollar and general program content are taken into account. For specific programs, ie., educational tours, camping/skiing, the operating and delivery costs have been reviewed to ensure that they are fully recovered. FINANCIAL DETAILS Traditionally Conservation Area admission has been based on a per car parking fee. For 1991 it is proposed that Area admission be based on a per person rate. Per person rates have applied for several years in the skiing program and were implemented without significant problems in the entire Albion Hills and Bruce's Mill winter operation in 1990. Basing Conservation Area admission on a per person rate will provide a more accurate attendance record and will generally be a fairer distribution of admission cost, since statistics show the average vehicle occupancy is approximately 3.6 people. The most significant impact on 1991 Fees is GST. Based on information obtained to date, GST will apply to Authority Fees and the schedule has been prepared to reflect this amount within the gross fee charged to users. In preparing 1991 budget estimates, revenue requirements to offset operating costs have been calculated and is reflected in the base fee column of the Fee Schedule. The impact of GST as an extra has been considered in an effort to minimize the total year-over-year fee increase. C-42 FINANCE' ADMINISTRATION ADVISORY BOARD MEETING #5/90. HELD SEPTEMBER 28. 1990 SECTION I - ITEMS FOR AUTHORITY CONSIDERATION 3. NATURAL GAS DIRECT PURCHASES KEY ISSUE The Authority's participation in direct natural gas purchases to effect annual cost savings. Res. #34 Moved by: Jim Witty Seconded by: Gordon Patterson THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT staff be authorized to enter into a three year agency agreement with Eastern Canadian Natural Gas Inc. tor the purpose ot procuring natural gas at a reduced cost. CARRIED BACKGROUND in 1989 staff reported to the Board regarding the benefits of participating in the GASAMO co-operative and further that participants were no longer being accepted at that time. Bulk gas purchases on behalf of AMO are now being administered by Eastern Canadian Natural Gas Inc. (ECNG) who are actively seeking clients. ANALYSIS The principle behind direct purchasing, a practice permitted since the deregulation of the natural gas industry, is that natural gas can be purchased more cheaply directly from Western producers and resold to the utilities at the higher regulated long-term prices which the utilities are obliged to pay. Therefore, the savings which can be passed on to consumers are dependent on the market forces which drive the short-term well-head prices. To participate in direct purchasing, staff are recommending the Authority enter into a three year agency agreement with ECNG. This agreement would permit ECNG to negotiate and administer on behalf of the Authority, a direct gas supply contract with the producers and a buy/sell agreement with Consumers Gas. FINANCIAL DETAILS The Authority spends approximately $32,000 in natural gas purchases. Total annual savings are estimated at $3,568 of which $270 is payable by the agent to Consumers Gas as an administration fee. The balance of $3,298 is split 35% or $1,154 for the ECNG and 65% or $2,144 for the Authority. Staff contacted one other agent and confirmed that the 35%/65% split is competitive. The Authority continues to make payments to Consumers Gas. The savings are distributed quarterly by ECNG. C-43 FINANCE' ADMINISTRATION ADVISORY BOARD MEETING #5/90. HELD SEPTEMBER 28. 1990 SECTION I - ITEMS FOR AUTHORITY CONSIDERATION 4. PURCHASING POLICIES AND PROCEDURES -Amendments KEY ISSUE Two amendments are recommended to the Authority's Purchasing Policy and Procedures. Res. #35 Moved by: Frank McKechnie Seconded by: Patrick Abtan THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT Policies and Procedures for purchase of Goods and Services be amended with the addition of the following clauses: Section 3.4 - Selection criteria Consultants shall provide documentation in the form and quantity stipulated by the Authority and such documentation shall be printed on recycled paper. Exceptions to the requirement for the use of recycled paper may include photographic material, specialized maps and drawings and document cover pages. In all cases, the consultant shall review, in advance of date of submission, with the authorized Authority staff responsible for the contract/project, the form and quantity of documentation required and identity the extent of recycled material to be used in the documentation. Consultants not able to provide recycled material in the preparation of their documentation must identity this, prior to accepting the consulting assignment. section 1.7 - Deposit Requirements The Authority reserves the right to r.quest a deposit" from those wiShing to bid for Authority busin.... The dollar amount of such deposit will be determined by Authority staff and prospective bidders so advised. The deposit shall take th. form of a certified cheque or equivalent, or a bid bond. A bid bond will be acceptable where the dollar amount of the deposit requir.d i. in excess of $10,000, and the bid bond shall take the form stipulat.d by the Authority and be issued by a company recognized and accept.d by the Authority. CARRIED BACKGROUND Use of Recycled Paper Further to the Authority's goals of encouraging conservation in all aspects of the Authority's activities, it is recommended that consultants employed by the Authority be asked to use recycled paper in the preparation of documents submitted to the Authority as part of the assignment. The clause referred to in the recommendation will be inserted in all tender documents and proposal calls sent to consultants .eeking to work for the Authority. The use of recycled paper will be a guideline and one of many criteria upon which a proposal will be evaluated. Where a consultant is unable to submit documents on recycled paper with good reasons, this guideline may be waived. C-44 FINANCE' ADMINISTRATION ADVISORY BOARD MEETING #5/90, HELD SEPTEMBER 28, 1990 SECTION I - ITEMS FOR AUTHORITY CONSIDERATION 4. PURCHASING POLICIES AND PROCEDURES -Amendments CONTD. Use of Bid Bonds Staff were directed to give consideration to the use of bid bonds in the tendering process. Concern has been expressed that many companies may find it difficult to put forward cash or certified cheques which tie-up cash flow for the period of time it takes the Authority to award a contract. There is no legislative reason why the Conservation Authority could not use bid bonds. The Ministry of Natural Resources does not encourage the use of bid bonds in the tendering process, but has no specific prohibition with respect to their use. Bid bonds are generally accepted in municipal governments and widely used for large contracts in the private sector. The advantage of the bid bond to the prospective bidder is that the provision of this service by a private company can usually be offered at a rate which may be cheaper than the interest cost of providing upfront cash or a certified cheque, which encumbers the bidders cash flow. Given the cost of procuring such bid bonds, it is unlikely that any bidder would make use of this device in amounts less than $10,000. From an administrative perspective, the disadvantage of bid bonds is the need to establish that the bond is indeed legitimate and that the bonding company is acceptable to the Authority. These disadvantages can be overcome by requiring that the bid bond be in a standardized form acceptable to the Authority and issued by a company known to and acceptable to the Authority. FINANCIAL IMPLICATIONS There should be no significant cost to the proposed changes. 5. IMPROVED LAKEFILL QUALITY CONTROL PROGRAM -Full-time staffina KEY ISSUE To convert five contract positions to full-time complement positions within the Engineering and Development Section, Water Resource Division. Res. #36 Moved by: Jim Witty Seconded by: Maria Augimeri THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT five contract positions under the Improved Lakefill Quality Control Program be converted to fUll-time complement positions within the Engineering and Development Section, Water Resource Division. CARRIED C-45 FINANCE' ADMINISTRATION ADVISORY BOARD MEETING #5/90, HELD SEPTEMBER 28. 1990 SECTION I - ITEMS FOR AUTHORITY CONSIDERATION 5. IMPROVED LAKEFILL QUALITY CONTROL PROGRAM -Full-time staffinq CONTD. BACKGROUND The Metropolitan Toronto and Region Conservation Authority developed the Improved Lakefill Quality Control Program (I.L.Q.C.P.) in 1988, at the request of the Ministry of Environment to respond to concerns about the quality of material being utilized as lakefill. In May of 1988, staff were hired on contract to implement the phasing-in of the program for all lakefil1 sites within the Authority's jurisdiction. As of February 1989, the program was fully implemented and a total of five staff were working on contract under the I.L.Q.C.P. Present staff consist of one program coordinator and four environmental control technicians. To date, they have been on contract with the Authority an average 21 months under the Program. Maintaining a core of five key personnel under the Program enables the Authority to hire and train additional part time staff as required during the busy summer months, and particularly if the program is expanded to inland sites. The program has resulted in substantial improvements and accountability in the handling of surplus fill material in the Metropolitan Toronto area, and has become a major and vital component of existing waterfront development projects. RATIONALE The positions created under this program are very high profile in that staff are in constant liaison with property owners/developers, contractors, consultants and government officials, to determine the suitability of material for lakefil1. Staff currently under contract all hold either a community college diploma or a university degree and have shown a dedicated effort since inception. The ongoing success of this important program, along with the probable expansion to other areas within the watershed, depends upon a secure staff base only acquired through full-time status. FINANCIAL DETAILS The program is fully funded from revenues generated by the fill receipts under Account No. 242-01. Present staff are aware that should the program funding cease, the full-time positions will no longer be available with the Authority. C-46 FINANCE , ADMINISTRATION ADVISORY BOARD MEETING #S/90, HELD SEPTEMBER 2.8. 1990 SECTION II - ITEMS FOR EXECUTIVE COMMITTEE CONSIDERATION 6. PROPOSED MEETING WITH MINISTER OF NATURAL RESOURCES Res. #37 Moved by: Maria Augimeri Seconded by: Jim witty THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE that consideration be given to a group of up to five members requesting a meeting with the new Minister of Natural Resources in November, 1990, to make representations on behalf of the MTRCA. CARRIED 7. FUNDING FORMULA -status Report KEY ISSUE This report fulfils the Authority's commitment to advise its member municipalities on the status of the funding formula for distribution of the municipal levy for conservation recreation purposes among the member municipa li ties. Res. #38 Moved by: Gordon Patterson Seoonded by: Patrick Abtan THE BOARD RECOMMENDS to the Executive Comaittee that the status report on funding formula dated September 19, 1990, Appendix FA.329, be received and referred to the Authority for information: AND FURTHER THAT this report be sent to the Regional Municipalities of Peel, York and Durham and Metropolitan Toronto. CARRIED BACKGROUND Historv of the Fundinq Formula At Meeting #2/88 of the Executive Committee, a special sub-committee was established to review and report on methods of sharing the cost of conservation recreation capital and operating costs among the Authority'S member municipalities. The special committee met during 1988. The report of the special committee was presented to the Authority on December 2, 1988, approved by the Authority and referred to the Authority'S member municipalities (see Appendix FA. 329) . The report recommends a revised funding arrangement, taking into account discounted equalized assessment ("ability to pay") and visitor origin (.user pay"). Following discussions with member municipalities there was general agreement and support for the funding formula, with one notable exception. There was no agreement as to the time-frame within which the new funding arrangement should be implemented. The Regional Municipalities of Peel and York determined that the phase-in period should be five years, while Metropolitan Toronto insisted or no more than three years. The Regional Municipality of Durham accepted the three year phase-in. C-47 FINANCE' ADMINISTRATION ADVISORY BOARD MEETING #5/90. HELD SEPTEMBER 28. 1990 SECTION II - ITEMS FOR EXECUTIVE COMMITTEE CONSIDERATION 7. FUNDING FORMULA -Status Report CONTD. As a result, the Authority, at Meeting #1/89, held on April 25, 1989 adopted a resolution that the funding arrangements for the Regional Municipalities of Peel, York and Durham would be phased-in over five years and for the Municipality of Metropolitan Toronto, over a three year period. The variance between the three and five year phase-in was to be met by a special allocation from the Authority's Conservation Recreation Reserve. The allocation of the levy for operating, maintenance and development for recreational purposes in 1989 was based on this funding arrangement. The 1990 municipal levy was also based on this arrangement, and 1991 represents the third year of the funding formula. visitor Survey Data In calculating the original funding formula the visitor origin data was 'limited. Accordingly, it was agreed that each year the Authority would conduct statistically accurate visitor surveys, and apply this newly gathered information to evaluate the degree to which the original funding formula was substantially reflected in more recent visitor statistical information. Attachment 3 of Appendix FA. 329 is the Technical Appendix which was distributed to the Authority in December, 1988 and the member municipalities. The visitor origin information was based on survey data from 1983 and 1986. To collect current information, a visitor survey program was developed by the Authority. Sampling began in January, 1989 and has continued since then. A sample is taken of all visitors to Authority facilities except those who book their visits in advance, i.e. school groups, tour buses, weddings, etc. Sampling occurs at each location provided that the location is open with staff on duty. Tests were conducted at the Kortright Centre and Black Creek Pioneer Vil1age.in December, 1988 to verify the study design, the method of administering the survey, and to ensure that the questionnaires themselves would yield the desired results. Once the five year phase-in period of the funding formula is complete, the most recent three years data will be averaged and the resulting allocation used to calculate the following year's municipal levy allocation. A summary of the 1989 visitor survey results is included as Attachment 4 to Appendix FA. 329. Detailed background information on the visitor survey results will be made available to staff of the Regions and Metro Toronto for their information. C-48 FINANCE , ADMINISTRATION ADVISORY BOARD MEETING #5/90. HELD SEPTEMBER 28. 1990 SECTION II - ITEMS FOR EXECUTIVE COMMITTEE CONSIDERATION 7. FUNDING FORMULA -Status Recort CONTD. STATUS OF THE FUNDING FORMULA The funding formula was created to ensure that there was an equitable sharing of the costs of the Authority programs amongst the member municipalities. In this respect the Authority has traditionally used discounted equalized assessment as a base. Discounted equalized assessment can be said to represent the ability of a municipality to afford services provided. Discounted equalized assessment can be used to represent ability to pay, and is a good indicator used both in the Municipal Act and in the Conservation Authorities Act to assign benefit. The funding formula sub-committee believed that greater attention needed to be paid to a "user pay" philosophy. Residents of a municipality who ~re users of Authority facilities, should pay in proportion to their use. The funding formula sub-committee looked at more than twenty variations of this "user pay" philosophy before arriving at what they felt was an equitable solution. The funding formula takes "the ability to pay" philosophy represented by equalized assessment and the "user pay" approach' represented by the origin of visitors, and applies them in a way that shares the benefit derived from the various Authority facilities and the municipal levy cost associated with that benefit. Attachment 5 of Appendix FA. 329 illustrates the funding formula as it was applied for the 1990 municipal levy, with the projections to 1993. The application of a special allocation from the Authority's Reserves provides for the variance. At the end of 1991, the Authority will be in possession of three years of consistent and complete visitor survey data, which will enable us to project an average to evaluate the degree to which the 1993 proportionate factor accomplishes what the funding formula SUb-committee intended. There will not be time to apply the three year floating average to 1992 because the levy must be in place early in the 1992 fiscal year. Staff will monitor the visitor survey data for significant variances from the original funding formula projections. If the most recent discounted equalized assessment data and the 1989 visitor origin information were applied, the funding formula methodology would have the following results which are consistent with the formula approved in 1989: Metropolitan Toronto would be at 63% versus 60.7%; Peel at 13.9% versus 16.3%; York at 20% versus 19.8% and Durham at 3.1% versus 3.2%. This compares favourably with the predictions of the funding formula as approved by the Authority. C-49 FINANCE' ADMINISTRATION ADVISORY BOARD MEETING #S/90, HELD SEPTEMBER 28. 1990 SECTION II - ITEMS FOR EXECUTIVE COMMITTEE CONSIDERATION 8. PAY EOUITY - AUTHORITY COMPLIANCE 9. PAY EOUITY - HIRING OF CONSULTANT 10. INDIAN LINE CAMP GROUND - FINANCIAL REPORT Res. #39 Moved by: Maria Auqimeri Seconded by: Jim Witty THAT the Board consider the above items in Closed session. CARRIED The Board rose from Closed Session. 8. PAY EQUITY LEGISLATION -Authoritv Compliance KEY ISSUE The Pay Equity Commission has reviewed the Authority's Pay Equity Plan and requested that it be revised. Res. #40 Moved by: Jim Witty Seconded by: Maria Auqimeri THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT staff be directed to implement a new evaluation system to prepare and post a Pay Equity Plan by December 31, 1990; AND FURTHER THAT staff be authorized to spend up to $10,000 to enqaqe the services of consultants acceptable to the Authority to assist in the development of the revised Pay Equity Plan. CARRIED BACKGROUND The Authority posted its Pay Equity Plan in January of 1990. One employee launched a complaint to the Pay Equity Commission. The complaint resulted in a review of the Authority's Pay Equity Plan by a Review Officer who advised that: . we applied too broad an interpretation to the term "job class", . our job evaluation plan does not measure "working conditions" for each job and does not indicate clearly how "effort" is measured. ANALYSIS In discussions with the Pay Equity Officer, it became clear that while we met the intent of the legislation by bringing our male dominated and female dominated groups in line, we could not satisfy him in a quantitative fashion that indeed the Authority's job evaluation system satisfied all aspects of the Pay Equity Legislation. . C-50 FINANCE' ADMINISTRATION ADVISORY BOARD MEETING #5/90. HELD SEPTEMBER 28. 1990 SECTION II - ITEMS FOR EXECUTIVE COMMITTEE CONSIDERATION 8. PAY EQUITY LEGISLATION -Authoritv Compliance CONTD. The Authority could appeal the decision of the Pay Equity Review Officer to the Commission and seek a hearing. The advice we have from consultants in the field and other jurisdictions is that under no circumstances should we put this matter before the Commission. The cost of such litigation will be expensive and given the experience to-date, it is unlikely that the Authority would be successful. A second option was to modify our existing job evaluation scheme in an attempt to comply with the legislation. We have reviewed this with a job evaluation/pay equity consultant and confirmed that this is not possible. The system we now use is based on internal rankings and does not have the quantitative factors with point values that are required to satisfy the Act. CONCLUSION Staff of the Authority have concluded that we have no choice but to proceed to introduce a new job evaluation system which will satisfy the legislative requirements of the Pay Equity Act. To do this we will require consulting help which should not exceed a cost of $10,000. Most of the job evaluation work will be done by Authority staff, notably the Personnel Officer. We are currently seeking proposals from consultants with expertise in this field. Time is of the essence and it is essential that we engage a consultant as quickly as possible to enable us to meet the December 31, 1990 deadline. 9. PAY EQUITY Hirinq of Consultant Res. #41 Moved by: Gordon Patterson Seconded by: Frank McKechnie THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT Robert McDowall Associates be awarded a contract to assist Authority staff in the preparation of a revised Pay Equity Plan at a cost not to exceed $10,000; AND FURTHER THAT ,staff be directed to take the necessary action to effect the contract. CARRIED C-51 FINANCE' ADMINISTRATION ADVISORY BOARD MEETING #5/90. HELD SEPTEMBER 28. 1990 SECTION II - ITEMS FOR EXECUTIVE COMMITTEE CONSIDERATION 10. INDIAN LINE CAMP GROUND -Financial Report Res. #42 Moved by: Frank McKechnie Seconded by: Patrick Abtan THAT staff provide the Finance , Administration Advisory Board with a report on the cost/benefits, and any other options available, with respect to the operation of the Indian Line Camp Ground. CARRIED TERMINATION ON MOTION, the meeting terminated at 11:35 a.m., September 28, 1990. Richard O'Brien W.A. McLean Chairman Secretary-Treasurer G ~ , , the metropolitan toronto and region conservation authority C-52 minutes FINANCE AND ADMINISTRATION 02-NOVEMBER-1990 #6/90 ADVISORY DOARD The Finanr.e and Admjnistration Advisory Board met in the Humber Room at the Authority Head Office, on Friday, November 2, 1990. The Chairman called the meetjng to order at 10:00 a.m. PRESENT Chairman Richard O'Brien Members Scott Cavalier Patrick Abtan Maria Augimeri Eldred King Gordon Patterson Chairman of the Authority John McGinnis ABSEN~ Membors Frank McKechnie Kip VanKempen Jim Witty MINUTES Res. ltl Movetl by: John McGinnis Seconded by: Gordon Patterson THAT the Minutes of Meeting #5/90 be approved. CARRIED . C-53 FINANCE , ADMINISTRATION ADVISORY BOARD MEETING #6/90 HELD NOVEMBER 2. 1990 SECTION I - ITEMS FOR AUTHORITY CONSIDERATION 1- MUNICIPAL FREEDOM OF INFORMATION AND PROTECTION OF PRIVACY ACT -Iml2.lementatioll KEY ISSUE The Municipal Freedom of Information and Protection of Privacy Act becomes effective January l, 1991 and requires a number of actions by the Authority. The Authority's Records Management Program and Records Retention Policy in partic~lar are reviewed in this report. Res. #44 Moved by: Eldred King Seconded by: Maria Augimeri THE DOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT pursuant to Section 3, Sub nection 2 of the Municjpal Freedom of Information and Protection of privacy Act, 1989, the Chairman of The Metropolitan Toronto and Region conservation Authority be designated as Head for purposes of the Municipal Freedom of Information and Protection of privacy Act, 1989, effective January 1, 1991; THAT the Records Retention POlicy, Appendix FA. 363, dated October 24, 1990, ,be approved; THAT staff be direoted to take the necessary action to implement the Municipal Freedom of Information and Protection of Privacy Act, 1989, and regulations pursuant thereto; . AND FURTHER THAT staff report to the Finance and Administration Advisory Board regularly as to activities undertaken pursuant to the legislation. CARRIED BACKGROUND The Municipal Freedom of Information and Protection of Privacy Act (hereafter referred to as the FOI Act) follows the principles laid down in the l'rovincial FOI legislation adopted some three years ago. Conservation Authorities are specifically included in the municipal legislation. Principles underlying the FOI Act are : - The public has the right to information (records) held by institutions covered by the Act; - Exemptions from this right of access should be specific and limited; - Individuals have a right to the protection of personal information held by institutions covered by the Act; and - Decisions by institutions to refuse access should be reviewed independently (by the Information and Privacy Commission) . .. . C-54 FINANCE" ADMINISTRATION ADVISORY BOARD MEETING #6/90 HELD NOVEMBER 2. 19 2..~ SECTION ! - ITEMS FOR AUTHORITY CONSIDERATION 1. MUNICIPAL FREEDOM OF INFORMATION AND PROTECTION OF PRIVACY ACT -ImI21ementatioJ1 CONTD. The Authority introduC'ed its Records Management Program in 1988 and the Authority's Retention Policy was approved that year. This complemented the Authority's earlier decision to implement a centralized head office filing system. Individual locations maintain their own separate filing systems, although all corporate records must be at head office. The Authority's Bolton Record Centre holds inactive and archival material. Recor~etention Policy Having worked with the 1988 policy for two years, a number of amendments to the Records Retention Policy are needed. Appendix FA. 363 is the revised version of the MTRCA's Records Retention Policy. Records Manaqement Proqram Critical to the success of the Records Management Program has been the centralization of head office files. The growth in the system has been faster than anticipdted, due largely to files generated as a result of the plan review function. Additional shelving has been added and more is on order. A computerized central file database has been developed and now contains about six thousand records. Budget cuts in the third quarter of 1990 will require that the bal~nce of data entry to the system, about 20,000 records, not be completed untIl mid 1991. Leqislative Requirements Desiqnation of Head Section 3, Sub Section 2 of the Municipal Freedom of Information and Protection of Privacy Act, 1989, requires that the Conservation Authority designate, in writing, from among its members an individual or a committee to act aD Head of th~ institution for purposes of the Act. Given the time limiLations imposed on the Authority by the Act, i. e. requests must be dealt with within 30 days, it appears most efficient for the Chairman of the Authority to be named the Head of the institution. The duties of the Head involve decisions as to what will and will not be disclosed. Because t..he volume of requests to the Authority, unDer the FOI Act, is an unknown It is recommended that pursuant to the Act the Head delegate powers to the Goneral Manaqp.r to facilitate the Authority's ability to administer the legislation. Until we have had an opportunity to work with the legislation and evaluate the type and volume of requests being made, it is important that we be able to respond quickly to requests to avoid any prob~ems with the Privacy Commission. The staff recommendation is that the Authority designate the Chairman as Head for purposes of the Act, and that as Head, the Chairman delegate responsibility for the day-to-day administration of the Act to the General Manager / :>ecretary Tn!asurer. Any actions taken by the General Manager will be rEported to the (jlairman as soon as possible thereafter. Also, the legislation suggests that an FOI Co-ordinator be appointed to record, circulate, and respond to all requests made under the legislation. The Co-ordinator will also be responsible for implementation of the privacy provisions contained in the legislation. For purpos~s of the Authority, it is suggeuted that the Director, Finance and Administration be the FOI Co- ordinator. C-55 FINANCE , ADMINISTRATION ADVISORY BOARD MEETING #6/90 HELD NOVEMBER 2. 19~ SECTION I - ITEMS FOR AUTHORITY CONSIDERATION 1. MUNICIPAL FREEDOM OF INFORMATION AND PROTECTION OF PRIVACY ACT -Implementation CONTD. Trainina_and Awareness Sessions The Director, Finance and Administration is meeting with all staff of the Authority affected by the legislation in a series of training and awareness sessions, to ensure that all those dealing with information are aware of the provisions of the Act and how they apply to the Conservation Authority. Centralizing all requests for information under the Act with the Director, Finance and Administration, will ensure that the deadlines legislated by the Act are met, and that where it is appropriate to sever records, the General Manager can be so advised. As well, the FOI Co-ordinator can provide regular reports to the Ch~irman and to the Authority, through the Finance and Administration Advisory Board, on activities undertaken as a result of the legislation. Pees Under the FOI legislation, the following fees are determined by regulation: 1. For photo copies and computer print outs: 20 cents per page; 2. For floppy discs: $10.00 per disc; 3. For manually searching for a record after 2 hours have been spent searching: $7.50 for each 15 minutes spent by any person; 4. For preparing a record for disclosure including severing a part of the record: $7.50 tor each 15 minutes spent by any person; 5. For developing a computer program or other method of producing a record from machine readable record: $15.00 for each 15 minutes spent by any person; 6. For any costs, including computer costs, incurred by the institution in locating, retrieving, processing and copying the record, if those costs are specified in an invoice received by the institution. The ~ct also has a number of provisions relating to estimates of the cost of locating information and the collecting ot fees. It is highly unlikely that tpis Authority will be able to recover even a modest amount of the costs associated with the legislation through the fees process. SUMMARY AND CONCLUSIONS Authority staff are working through the legislation, the regulations and procedures associated with it. This includes establishing internal procedures for dealing with requests under the legislation, ensuring that our personal information, as defined by the Act, is dealt with properly, preparing lists of personal data bases to be made available to the Privacy Commission, and establishing a computerized tracking system for requests made under the legislation. The Authority's Records Management Program has provided an opportunlty to prepare for the leqislation, which we expect will enable us to meet the 1991 deadline smoothly. It is our intention to report to the Financ~ and Administration Advisory Board in January with a further update on the Authority's compliance with the legislation. C-56 FINANCE ~_ ADMINISTRATION ADVISORY BOARD MEETING #6/90 HELD NOVEMBER 2. 19~q SECTION II - ITEMS FOR EXECUTIVE COMMITTEE CONSIDERATION ~ 199Q FINANCIAL, PROGRESS REPORT #3 KEY ISSUE FinanciaL Progress Report No.3. Res. ill Movec! by: Gordon Patterson Seconded by: Scott Cavalier THE DOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT Financial Progress Report No. 3 dated september 23, 1990, Appendix FA. 344, be received. CARRIED Motion Moved by: Richard O'Brien Res. #46 Seconded by: Gordon Patterson THE DOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT the Authority record its appreciation to all staff involved in bringing the 1990 operating . budgot into line during these trying economic times; AND FURTHER THAT a copy of this resolution be posted on appropriate notice boards within the MTRCA. CARRIED ANALYSIS Financial Progress Report No. 3 is self explanatory. Comments from Authority staff are included with respect to the variances reported. In summary, the third quarter financial report predicts a year-end Operating Budget deficit of $98,000. This represents less than one half of one percent of the Authority'S Annual Budget. Staff will continue to monitor expenditures and revenues to take such action as is necessary to reduce the deficit. If at the end of the year a deficit remains, this will be carried forward into the 1991 fiscal year. Existence or the deficit in 1990 will have no impact on the 1990 municipal levy or provincial grants. C-57 FINANCE ~ ADMINISTR~TION ADVISORY BOARD MEETING #6/90 HELD NOVEMBER 2. 19H SECTION IV - ITEMS rOR THE INFORMATION OF THE BOARD 3. PAYROLL DISTRIBUTION -Surprise dist~ibution at remote work sites KEY ISSUE Staff report requested by the Finance and Administration Advisory Board at its meeting held on May 18, 1990, on surprise payroll distributions as recommended by the Authority Auditors. Res. #47 Moved by: Gordon Patterson Seconded by: Eldred King THAT the staff report on surprise-payroll distributions be received. CARRIED BACKGROUND For many years the Authority's external auditors have recommended surprise payroll distribution at remote work sites, to detect whether fictional or . terminated employees are on the payroll. In recent years, surprise payroll distributions have been conducted by the accounting section on a hit-and- miss basis, depending on the availability of staff. The auditors' recommendations have been part of their annual report entitled "Opportunities for Improvements in Internal Controls", which is provided to the Board in the spring of each year. At its meeting on May 18, 1990, the Board received the auditors 1989 internal control report, and requested that staff report back on the monitoring of payroll distributions. AUDIT RESULTS On August 2, 1990, staff conducted surprise pay distributions at two work site!>. On that day and subsequently,76 pay cheques were distributed as follows: Bruce's Mill Conservation Area 29 Albion Hills Conservation Area 36 Albion Hills Conservation Field Centre 11 76 Scheduling and vacations resulted in numerous return visits by office staff and also by field staff to the head office. All employees were eventually accounted for. C-58 FINANCE ~ ADMINISTRATION ADVISORY BOARD MEETING #6/90 HELD NOVEMBER 2. 19t.Q. SECTION IV - ITEMS FOR THE INFORMATION OF THE BOARD 4. INSURANCE PROGRAM -Presentation !N Reed Stenhouse KEY ISSUE Reed Stenhouse, the MTRCA's Insurance Brokers, made a presentation on the Authority's Insurance Program, and the services provided by Reed Stenhouse. ~1ll Move,! by: Scott Cavalier Seconded by: Gordon Patterson THAT the insurance presentation, dated November 2, 1990, from the Authority's Insurance Brokers, Reed Stenhouse, be received. CARRIED NEW BUSINESS Res. #49 Moved by: Gordon Patterson Seconded by: Patrick Abtan THAT the Finance and Administration Advisory Board record its appreciation to Mr. Phil Lam, Senior Analyst, for his contribution to the work of the Authority's budget and accounting division during the past six years. CARRIED TERMINATION ON MOTION, the meeting terminated at 11:20 a.m., November 2, 1990. Richard O'Brien W.A. McLean Chairman Secretary-Treasurer G ~ , the metropolitan toronto and region conservation authority C-59 minutes ~INANCE AND ADMINISTRATION 18-JANUARY-1991 #7/90 AQVISORY BOARD The Finance and Administration Advisory Board met in the Board Room at the Blaqk Creek Pioneer Village Visitors Centre, on Friday, January l8, 1991. The Chairman called the meeting to order at 9:00 a.m. PRESENT Chairman Richard O'Brien Vice Chairman Scott Cavalier Members Patrick Abtan Maria Augimeri Eldred King Frank McKechnie Kip Van Kempen Chairman of the Authority John McGinnis ABSENT Members Jim Witty Vice Chairman of the Authority Gordon Patterson MINUTES Res. #50 Moved by: Kip Van Kempen Seconded by: Patrick Abtan THAT the Minutes of Meeting #6/90 be approved. CARRIED C-60 FINANCE' ADMINISTRATION ADVISORY BOARD MEETING #7/90. HELD JANUARY 18. 1991 SECTION I - ITEMS FOR AUTHORITY CONSIDERATION 1- STATUTORY REGULATIONS FOR 35TH ANNUAL MEETING KEY ISSUE The Authority is required to adopt statutory resolutions relating to the appointment of auditors and 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. The appointment of an auditor is required pursuant to Section 39 of the Conservation Authorities Act. Staff of the Authority is satisfied with the performance and services of the firm of Ernst & Young (formerly Clarkson, Gordon) and support their appointment as the Authority's auditors for 1991. Res. #51 Moved by: Frank McKechnie Seconded by: Eldred King THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT the following resolutions be presented to the 35th Annual Meeting of the Authority: a) Appointment of AUditors THAT Ernst and Young, Chartered Accountants, be appointed as auditors of the Authority for the year 1991; b) Borrowinq Resolution - 1991 WHEREAS it is neoessary 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) 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) 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 1 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 reoeived 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; C-61 FINANCE' ADMINISTRATION ADVISORY BOARD MEETING #7/90. HELD JANUARY 18. 1991 SECTION I - ITEMS FOR AUTHORITY CONSIDERATION 1. STATUTORY REGULATIONS FOR 35TH ANNUAL MEETING CONTD. 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 a~proved 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 2. VOLUNTEER POLICY KEY ISSUE The Authority's Volunteer Policy (last updated May 27, 1986) provides for an allowance to cover out-of-pocket expenses. This report recommends that the expense allowance be increased. Res. #52 Moved by: John MCGinnis Seconded by: Eldred King THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT the volunteer reimbursement of out-of-pocket expenses related to the provision of the volunteer service, as set-out in the volunteer policy (Appendix FA.378) adopted by the Authority at Meeting 14/86 held on June 13, 1986, shall be $10.00 per day; AND FURTHER THAT this expense allowance shall be available to regular service volunteers upon approval of the Director responsible and, when appropriate, to special occasion service volunteers and administrative volunteers upon approval of the General Manager. CARRIED BACKGROUND The Authority's policy on the use of volunteers (Appendix FA.378) was last updated on May 27, 1986, by the Conservation and Related Land Management Advisory Board. The updated policy was adopted at Authority Meeting #4/86 held on June 13, 1986. Included in the volunteer policy is a provision that the volunteer may be reimbursed for out-of-pocket expenses related to the provision of volunteer service, when appropriate. In addition, volunteers may be reimbursed for travelling expenses while on Authority business when authorized by their supervisor. Reimbursement for travel expenses is on the basis of the Authority's existing travel policy. The vehicle allowance is the same as that of the Province of Ontario. Between 1983 and 1985 volunteers received an allowance to cover out-of- pocket expenses at the rate of $5.75 per day. In January, 1986 the rate became $6.00 per day. There has been no adjustment in the allowance since that time. C-62 FINANCE' ADMINISTRATION ADVISORY BOARD MEETING #7/90. HELD JANUARY 18. 1991 SECTION I - ITEMS FOR AUTHORITY. CONSIDERATION 2. VOLUNTEER POLICY CONTD. ANALYSIS Volunteers have always played an important part in the work of the Authority. This is noted in the preamble to the operating p~ocedure for volunteers, Appendix WA.378. Given that there has been no adjustment to the expense allowance in the last five years, it is recommended that the allowance be inc~eased from $6.00 to $lO.OO. This represents somewhat more than an inflationary adjustment but it should not be necessary to review the policy again for another five years. FINANCIAL IMPLICATIONS Volunteers are used at Black Creek Pioneer Village, the Kort~ight Centre for Conservation, and in education programs. The annual cost in 1989 was about. $6,000 and in 1990 under $2,000 was spent. The manage~s responsible for volunteers have requested this increase and have indicated that the proposed increase will be accommodated within their budgets. C-63 FINANCE , ADMINISTRATION ADVISORY BOARD MEETING #7/90. HELD JANUARY 18. 1991 SECTION II - ITEMS FOR EX~CUTIVE COMMITTEE CONSIDERATION 3. INDIAN LINE CAMPGROUND -Operations KEY ISSUE Analysis of the operation of Indian Line Campground related to cost/benefits and other options available. Res. #53 Moved by: Patrick Abtan Seconded by: Eldred King THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT the Staff Report dated January 8, 1991, Appendix FA.382, on the operation of Indian Line Campground, be received. AMENDMENT Moved by: John McGinnis Res. #54 Seconded by: Frank McKechnie AND FURTHER THAT THE FINANCE AND ADMINISTRATION ADVISORY BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT the Executive Committee strike a sub- committee to review the financial and land use operations, and future operations, of the Indian Line Campground, and report back to the Finance , Administration Advisory Board within six months. THE AMENDMENT WAS...................................... CARRI ED THE MOTION, AS AMENDED, WAS............................CARRIED BACKGROUND At Finance and Administration Advisory Board Meeting #5/90, Resolution #42 was carried: "THAT staff provide the Finance and Administration Advisory Board with a report on the cost/benefits and any other options available, with respect to the operation of the Indian Line Campground." The resolution arose from a concern that Indian Line may not be keeping pace with the levels of service and facility development to be found at other public campgrounds available to tourists. In addition, it was felt that there may be modes of operation and funding whereby service and facilities can be improved. Appendix FA.382 provides a review of operational costs at Indian Line, along with an analysis of development and redevelopment needs at the location. This is accompanied by a discussion of funding requirements and hurdles as related to facility enhancement. C-64 FINANCE' ADMINISTRATION ADVISORY BOARD MEETING #7/90. HELD JANUARY 18. 1991 SECTION IV - ITEMS FOR THE INFORMATION OF THE BOARD 4. GOODS AND SERVICES TAX -Update KEY ISSUE The Board asked to be kept advised of the Authority's activities relating to introduction of the Federal Goods and Services Tax. Res.#S5 Moved by: Scott Cavalier Seconded by: Maria Augimeri THAT the report on the Goods and Services Tax, dated January 9, 1991 be received. CARRIED ANALYSIS Authority staff, notably Mr. Rocco Sgambelluri, Manager, Budget and Accounting, has invested a great deal of time and effort to establish the necessary procedures for the Authority to meet the requirements of the Federal Goods and Services Tax (GST) legislation. Mr. Sgambelluri has also been very involved with the Staff Committee of the Association of Conservation Authorities of Ontario responsible for training seminars for staff of other Conservation Authorities. Mr. Sgambelluri, and other Uudget and Accounting staff, has attended various seminars in preparation for the introduction of the GST. Members of the Finance and Administration Advisory Board have receivetl a copy of the notes for a staff presentation made on January 9, 1991. These notes indicate the amount of work that has gone into preparing for introduction of the GST, and the additional complexity that the GST has brought to the administrative affairs of the Authority. To date, we have been able to absorb the cost within the existing budget and without additional staffing. The one extraordinary cost that was absorbed in 1990 was the one day cost of a tax consultant to assist staff. As we work through the process of introducing the GST, members of the Advisory Board will be kept advised. It is our intention in 1991 to absorb the cost of administration of the GST within existing budgets. However, the members should be aware that there is an additional workload involved in implementing the GST, which means that other work normally done by the Budget and Accounting staff is being deferred. We shall evaluate this requirement as the year progresses and report further on the implications of the increased workload. C-65 FINANCE' ADMINISTRATION ADVISORY BOARD MEETING #7/90. HELD JANUARY 18. 1991 CLOSED SESSION Res. #56 Moved by: Kip Van Kempen Seconded by: Maria Augimeri THAT the Finance , Administration Advisory Board move into closed session to discuss financial matters. CARRIED The Board rose from closed session. TERMINATION ON MOTION, the meeting terminated at 9:50 a.m., January l8, 1991- Richard O'Brien W.A. McLean Chairman Secretary-Treasurer G