HomeMy WebLinkAboutFinance and Administration Advisory Board 1994c.
Working Together for Tomorrow's Greenspace
the metropolitan toronto and region conservation authority
MARCH 4, 1994
minutes
C1
FINANCE AND ADMINISTRATION ADVISORY BOARD #1/94
The Finance and Administration Advisory Board met in the Theatre, Black Creek Pioneer Village, on
Friday, March 4, 1994. The Chair, Richard O'Brien called the meeting to order at
1:00 p.m.
PRESENT
Chair Richard O'Brien
Members Patrick Abtan
Brian Harrison
Eldred King
Chair of the Authority William Granger
ABSENT Members Raymond Cho
Frank McKechnie
Peter Oyler
Jim Witty
MINUTES
Res. #F1/94
Moved by:
Seconded by:
THAT the Minutes of Meeting #6/93 be approved.
William Granger
Brian Harrison
CARRIED
C2 MARCH 4, 1994, FINANCE AND ADMINISTRATION ADVISORY BOARD #1/94
SECTION I - ITEMS FOR AUTHORITY CONSIDERATION
1. 1993 AUTHORITY FINANCIAL STATEMENTS
KEY ISSUE
The 1993 Financial Statements of the Authority are presented for the Finance and Administration
Advisory Board's approval and recommendation to the Authority.
Res. #F2/94
Moved by:
Seconded by:
Patrick Abtan
Eldred King
THE BOARD RECOMMENDS TO THE AUTHORITY THAT the transfer of funds into and from
reserves during 1993, as outlined in Statement 3 of the Financial Statements, be approved;
AND FURTHER THAT the 1993 audited financial statements, as presented, be approved, signed by
the Chair and Secretary- Treasurer of the Authority, and distributed to each member municipality
and the Minister of Natural Resources, in accordance with Section 38 (3) of the Conservation
Authorities Act.
CARRIED
BACKGROUND
The 1993 final Financial Progress Report, which provides detail on variances from budgets, is
presented as a separate item elsewhere on this Agenda. A representative of the Authority's
Auditors, Ernst & Young, will be in attendance to present the Auditor's Report.
ANALYSIS
With the adoption of the financial statements, the Authority will be approving the following
transfers to /from reserves.
From Reserves:
Vehicle & Equipment
Food Service Equipment
Major Maintenance
Lakefill Quality Control
Provincial Revenue Sharing Policy
To Reserves: Recreational Development and Restoration
$48,918
13,844
41,177
75,398
775.559
954,896
112,100
$842,796
The transfer of funds from the Provincial Revenue Sharing Policy Reserve is explained in Note 2 to
the financial statements.
FINANCE AND ADMINISTRATION ADVISORY BOARD #1/94, MARCH 4, 1994 C3
SECTION I - ITEMS FOR AUTHORITY CONSIDERATION
1. 1993 AUTHORITY FINANCIAL STATEMENTS (CONTD.)
As at December 31, 1993, the balance in the Recreational Development and Restoration Reserve
was $912,993. This balance has resulted from the following transactions:
1993 1992
Revenue:
Rent from Lease Agreements:
• Wild Water Kingdom $435,417 $328,576
• Claireville Equine Operation 9,228 8,081
• Etobicoke Board of Education 19,793 11,375
• Other 2,000 6,001
466,438 354,033
Interest • 38,234 53 280
504,672 407,313
Expenditures:
• Legal, Survey, etc. 24,700 17,451
• Recreation Formula Allocation 7,535 202,542
• C.F.G.T. Fund Raising 60,000 100,000
• Claireville Education Centre 12,307 93,086
• Miscellaneous 2,000 476
• B.C.P.V. Development 25,978 36,348
• Trails Project 35,152
167, 672 449, 903
Increase (decrease) in reserve before special
allocation 337,000 (42,590)
Less special allocation for employee severances (224.900)
Increase (decrease) in reserve 112,100 (42,590)
Balance, beginning of year 800,893 843,483
Balance, end of year $912,993 $800,893
During 1993, the Authority incurred costs associated with employee severances of $424,900.
Members may recall the discussions which took place in the summer and fall of 1993 as to how
the Authority would deal with the dramatic, unanticipated funding cutbacks. Staff advised that use
of reserves for one time only severance costs to achieve ongoing permanent staff reduction costs
was a possibility. In fact, the 1993 Vehicle and Equipment budget was approved at reduced
expenditure levels in anticipation of severe funding constraints.
C4 MARCH 4, 1994, FINANCE AND ADMINISTRATION ADVISORY BOARD #1 /94
SECTION I - ITEMS FOR AUTHORITY CONSIDERATION
1. 1993 AUTHORITY FINANCIAL STATEMENTS (CONTD.)
It is recommended that costs of $424,900 be financed by a $200,000 draw on the Vehicle and
Equipment reserve and a draw of $224,900 for the Recreation Development and Restoration
Reserve, as indicated in the schedule above.
The major maintenance reserve was established for the purpose of mitigating the impact of major
maintenance expenditures which could not be accommodated within the approved budget. As
1993 was an exceptional year, it is recommended that $41,177 be used to fund two projects. The
amount of $6,705 was required to complete the dredging of the Mill Pond at Black Creek Pioneer
Village, in addition to the $23,685 secured from other sources. The repairs to the Claremont
Conservation Field Centre roof cost $34,472. There was no opportunity to defer this expenditure.
All other transfers to /from reserves are in accordance with the guidelines established for the use of
reserve funds. The notes to the financial statements provide additional detail.
The accumulated deficit of the Authority, which stood at $85,416 as at December 31, 1992 has
increased to $111,856 as at December 31, 1993 as a result of the 1993 deficit of $26,440., net
of reserve allocations.
2. 1993 FINANCIAL PROGRESS REPORT NO. 2 AND
APPROVAL OF ACCOUNTS FROM OCTOBER TO DECEMBER 1993
KEY ISSUE
This is the final Financial Progress Report submitted for 1993 covering the period of January 1,
1993 to December 31, 1993, together with a request for approval of the accounts from October to
December, 1993.
Res. #F3/94
THE BOARD RECOMMENDS TO THE AUTHORITY THAT the 1993 Financial Progress Report No. 2,
dated December 31, 1993, be received;
AND FURTHER THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT expenditures
for the months of October to December, 1993, in the amount of $8,931,100 be approved.
CARRIED
FINANCE AND ADMINISTRATION ADVISORY BOARD #1/94, MARCH 4, 1994 C5
SECTION 1 - ITEMS FOR AUTHORITY CONSIDERATION
2. 1993 FINANCIAL PROGRESS REPORT NO. 2 AND
APPROVAL OF ACCOUNTS FROM OCTOBER TO DECEMBER 1993 (CONTD.)
BACKGROUND
As part of the Authority's ongoing Financial Management Program, staff provides regular Financial
Progress Reports which describe activities to date as measured against the 1993 approved budget.
Also included in this report is a request for approval of accounts for the period indicated.
ANALYSIS
In the text of the Financial Progress Report are comments by Authority staff explaining significant
variances which have been identified.
The Financial Progress Report No. 2 shows an operating deficit of $26,400, primarily attributable to
reductions in provincial and municipal funding. Capital budgets are in balance. The narrative in the
report explains significant variances.
3. 1994 BUDGET
- Operating and Capital
KEY ISSUE
This report recommends the 1994 Operating and Capital Budget.
Res. #F4/94
Moved by:
Seconded by:
THAT the Board move to closed session for discussion of this item.
The board rose from closed session.
Res. #F5/94
Moved by:
Seconded by:
THE BOARD RECOMMENDS TO THE AUTHORITY:
THAT the 1994 Operating and Capital Budget be adopted;
Brian Harrison
Eldred King
CARRIED
Brian Harrison
Eldred King
C6 MARCH 4, 1994, FINANCE AND ADMINISTRATION ADVISORY BOARD #1/94
SECTION I - ITEMS FOR AUTHORITY CONSIDERATION
3. 1994 BUDGET (CONTD.)
- Operating and Capital
AND FURTHER THAT the following action be taken:
1. All current projects included in the 1994 Operating Budget be 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 1994 Budget;
(ii) That Authority's share of the cost of the current projects included in the
1994 Budget shall be raised from all member municipalities as part of the
1994 General Levy;
(iii) That the 1994 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 1994 general levy for the operation, maintenance and development
of the Conservation Areas, Black Creek Pioneer Village and the Kortright
Centre for Conservation be in accordance with the funding formula adopted
by the Authority at its meeting #8/88 held on December 2, 1988, continued
at the 1993 apportionments, as follows:
Township of Adjala
Regional Municipality of Durham
The Municipality of Metropolitan Toronto
Township of Mono
Regional Municipality of Peel
Regional Municipality of York
0.000066
0.031996
0.606924
0.000060
0.162979
0.197975
1.000000
(v) That 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 1994 Budget for current programs;
3. That the 1994 Capital Budget and the 1994 Capital Levy for projects included therein be
adopted by the Authority with the following action being taken:
FINANCE AND ADMINISTRATION ADVISORY BOARD #1/94, MARCH 4, 1994 C7
SECTION I - ITEMS FOR AUTHORITY CONSIDERATION
3. 1994 BUDGET (CONTD.)
- Operating and Capital
(a) The Municipality of Metropolitan Toronto be levied for:
(i) Valley and Shoreline Regeneration Project, 1994;
(ii) Project for the Dredging of the Keating Channel, 1994;
(iii) Lake Ontario Waterfront Regeneration Project, 1994;
(iv) Project for the Acquisition of the Canada Post Property, 1994;
(v) Project for Etobicoke Motet Strip Waterfront Park, 1994;
(vi) Don Valley Brickworks Regeneration Project, 1994, subject to the
attainment of all required project approvals;
(b) The Regional Municipality of Durham be levied for the Lake Ontario Waterfront
Regeneration Project, 1994;
(c) The Regional Municipality of York be levied for the Valley Regeneration Project,
1994;
(d) The appropriate Authority officials be instructed to advise all municipalities pursuant
to the Conservation Authorities Act, and to levy the said municipalities the amounts
set forth in the 1994 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
Budget Process
Work on the 1994 budget commenced in April 1993 with the introduction of the Social Contract
and Expenditure Control Plan provisions of the Province of Ontario. These measures started a
process of permanent expenditure reductions. The 1994 preliminary estimates were approved by
the Authority in October 1993, following extensive review and involvement by many staff of the
Authority.
The information requirements of each of the Authority's member municipalities and the province
are different. Budget information used for Authority 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 have taken place on an on -going basis since July of 1993 with member
municipalities and the Ministry of Natural Resources.
C8 MARCH 4, 1994, FINANCE AND ADMINISTRATION ADVISORY BOARD #1/94
SECTION I - ITEMS FOR AUTHORITY CONSIDERATION
3. 1994 BUDGET (CONTD.)
- Operating and Capital
The Authority's budget process is further complicated by the fact that Ministry funding is
distributed among 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 involved.
In 1989, the Authority entered into a new funding arrangement with the municipal funding partners
which involved a different calculation of municipal levy distribution on recreation programs. It is
anticipated that 1993 was the last year of abnormally high increases in the recreation levy for the
Regions of Durham, Peel and York. At the request of the Regions, a review of the recreation
funding formula is being conducted with any changes being implemented in 1995. As a result, the
1993 apportionments are being used for 1994.
ANALYSIS
I draw your attention to the Chief Administrative Officer's Comments section contained in the
1994 Budget document.
SECTION IV - ITEMS FOR THE INFORMATION OF THE BOARD
4. USE OF "BLUE BOX" BINDERS
KEY ISSUE
The Authority is in receipt of an unsolicited proposal from Canadian Environmental Office Products
Company to supply 3 ring binders made from "blue box" material.
Res. #F6/94
Moved by:
Seconded by:
Eldred King
Patrick Abtan
THAT the report dated February 18, 1994, on use of "blue box" binders be received;
CARRIED
FINANCE AND ADMINISTRATION ADVISORY BOARD #1/94, MARCH 4, 1994 C9
SECTION IV - ITEMS FOR THE INFORMATION OF THE BOARD
4. USE OF "BLUE BOX" BINDERS (CONTD.)
BACKGROUND
The Authority is in receipt of an unsolicited proposal from Canadian Environmental Office Products
Company to supply 3 ring binders in various sizes; the covers of which are made from plastic
recycled from the blue box program.
These binders are made from thick plastic, containing no cardboard, and appear to be quite durable.
The blue box binders are proported to have a life of 10 years whereas most of the cheap vinyl
binders last no longer than 2 to 3 years. The cover material for the blue box binders is made from
pulverized plastic. Each blue box binder diverts an average of 8 plastic bottles from landfill sites.
The binders are made in Canada and will not crack in extremely cold temperatures.
ANALYSIS
The Authority purchases about 400 to 500 binders a year. The blue box binders compare
favourably in terms of pricing.
These binders are being used by Metropolitan Toronto, the Town of Richmond Hill and the City of
Mississauga.
CONCLUSION
The use of binders containing recycled material demonstrates the Authority's commitment to
recycling programs. As with recycled paper, it may be marginally more expensive to use recycled
products but our commitment to the environment more than balances this marginal additional cost.
This report is submitted for the information of the Members. Approval to proceed is provided for in
the Authority's Purchasing Policy.
5. UPDATE ON REVIEW OF AUTHORITY HEALTH BENEFITS
KEY ISSUE
At the direction of the Executive Committee, staff is proceeding with a review of the Authority's
Employee Benefit plans.
Res. #F7/94
Moved by:
Seconded by:
Patrick Abtan
Brian Harrison
IT IS RECOMMENDED THAT the staff report dated February 23, 1994 on progress with respect to
the review of the Authority's Employee Benefit plans be received;
CARRIED
C10 MARCH 4, 1994, FINANCE AND ADMINISTRATION ADVISORY BOARD #1/94
SECTION IV - ITEMS FOR THE INFORMATION OF THE BOARD
5. UPDATE ON REVIEW OF AUTHORITY HEALTH BENEFITS (CONTD.)
BACKGROUND
The Members of the Executive Committee and the Finance and Administration Advisory Board will
recall that as part of Resolutions #E194/93 and #F29/93 staff were to report on implications of
changes to the Authority's Employee Benefit plans. The review is proceeding and given that the
1994 Budget is now being presented, staff wish to update the members on progress with the
review.
ANALYSIS
Staff has conducted a survey of employee benefits used by the seven municipalities that constitute
our market comparators for compensation purposes. Results of this survey indicate that the
Authority's Employee Health Benefit premiums are among the lowest of our market competitors.
Even taking into account the fact that many municipalities offer more generous benefit plans, the
cost differential still indicates that the Authority's existing plans are cost effective.
We will proceed to meet with the City of Brampton staff who have completed a tender for health
services in 1993. The City of Brampton is not one of the seven municipal jurisdictions with whom
we regularly compare ourselves.
We have met with a significant number of our employees to discuss current costs and proposed
changes. Input from those staff discussions will be considered in making our final
recommendations to the Board.
We have also met with the Alexander Consulting Group representative who provide health benefit
services to the Authority. As a result of discussions, we shall be completing a marketing review of
all our plans. This will involve specifications being sent to sixteen insurance companies providing
the type of health services the Authority requires. As part of the detailed specifications for this
market review, we will include options for pricing both the existing Authority plans and the
changes proposed in 1993. As a result of this review, we will be able to provide the Authority
with an accurate market evaluation of the services we now provide, as well as the costing
implications for the changes discussed previously.
We have scheduled completion of the market review to coincide with the meetings of the Finance
and Administration Advisory Board and the Executive Committee which will be held on Friday, May
6, 1994. Direction from the Executive at that time will enable any changes to be implemented at
the beginning of August or possibly September.
Given that any changes that occur will be late in the year, we have reduced significantly, the
potential cost savings as part of the 1994 budget process. We are assuming some modest
savings as a result of the market review.
CONCLUSION
A complete report on the benefit plans will be available at meetings of the Finance and
Administration Advisory Board and the Executive Committee to be held on May 6, 1994.
FINANCE AND ADMINISTRATION ADVISORY BOARD #1/94, MARCH 4, 1994 C1 1
TERMINATION
ON MOTION, the meeting terminated at 2:15 p.m., March 4, 1994.
Richard O'Brien J. Crain Mather
Chair
/bb.
Secretary- Treasurer
c.
Working Together for Tomorrow's Greenspace
er the metropolitan toronto and region conservation authority
MAY 6, 1994
minutes
C12
FINANCE AND ADMINISTRATION ADVISORY BOARD #2/94
The Finance and Administration Advisory Board met in the Humber Room, Head Office, at
5 Shoreham Drive, Downsview, on Friday, May 6, 1994. The Chair of the Board, Richard O'Brien,
called the meeting to order at 8:30 a.m.
PRESENT Chair Richard O'Brien
Members Patrick Abtan
Frank McKechnie
Jim Witty
ABSENT Members Raymond Cho
Brian Harrison
Eldred King
Peter Oyler
MINUTES
Res. #F8/94
Moved by:
Seconded by:
THAT the Minutes of Meeting #1/94 be approved.
CORRESPONDENCE
Jim Witty
Frank McKechnie
CARRIED
(a) Letter from Novina Wong, Metropolitan Clerk, The Municipality of Metropolitan Toronto,
dated April 21, 1994, re: Management Committee Report No. 14, Tax Exemption on
Authority properties in Scarborough.
(b) Letter from Yvette Tong, Audit Manager, Ernst & Young, dated April 27, 1994, re: 1993
Audit.
Res. #F9/94
Moved by:-
Seconded by:
THAT the above correspondence items, listed as (a) and (b), be received.
Patrick Abtan
Frank McKechnie
CARRIED
C13 FINANCE AND ADMINISTRATION ADVISORY BOARD #2/94 - MAY 6, 1994
SECTION II - ITEMS FOR EXECUTIVE COMMITTEE CONSIDERATION
1. AUTHORITY HEALTH BENEFITS PLAN REVIEW
KEY ISSUE
At the direction of the Executive Committee, staff has completed a review of the Authority's
.employee health benefit plans.
Res. #F10/94
Moved by:
Seconded by:
Frank McKechnie
Jim Witty
THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT the proposal from Maritime
Life Assurance Company for provision of employee health benefit plans to The Metropolitan
Toronto and Region Conservation Authority be accepted, it being the lowest cost overall that meets
the Authority's specifications;
THAT a managed health care drug program be introduced as soon as feasible in 1994;
AND FURTHER THAT staff be directed to take the necessary action to implement the proposal and
the managed drug program and to monitor the quality and effectiveness of the program, reporting
as necessary to the Finance and Administration Advisory Board.
CARRIED
BACKGROUND
Members of the Executive Committee and the Finance and Administration Advisory Board will recall
that, as part of the budget restraint program, staff had proposed reductions in employee health
benefit coverage as a method of reducing premium costs. Staff was directed to consider
alternatives to reducing benefits.
Staff reported to the Executive Committee and the Finance and Administration Advisory Board on
March 4, 1994, on progress of the review of Authority health benefit plans. The March 4th report
advised that staff had conducted a survey of employee benefit plans used by the seven
municipalities that constitute the Authority's market bench marks for compensation purposes.
Results of this survey indicated that the Authority's health benefit premiums were among the
lowest of our market survey. Even taking into account that many municipalities offer more
generous benefit plans, the cost differential still indicated that the Authority's existing plans were
cost effective.
As a result of discussions with the Alexander Consulting Group representative, who provides health
benefit services to the Authority, a decision was made to conduct a full market review of all of our
plans.
ANALYSIS
In consultation with Authority staff, the Alexander Consulting Group prepared detailed marketing
specifications for the group insurance benefits for MTRCA. Copies of the 21 page document are
available to members who wish to see them.
MAY 6, 1994 - FINANCE AND ADMINISTRATION ADVISORY BOARD #2/94 C14
SECTION II - ITEMS FOR EXECUTIVE COMMITTEE CONSIDERATION
1. AUTHORITY HEALTH BENEFITS PLAN REVIEW (CONTD.)
The Authority sought proposals on the basis of our existing health benefit plans and on several
proposed alternatives including cancellation of semi - private hospital and vision benefits,
implementation of a managed health care plan for drugs and a modified dental plan with co- funding
of some services. The proposal was sent to the following companies: Blue Cross of Ontario,
Canada Life Assurance Company, Confederation Life Insurance Company, Crown Life Insurance
Company, Great -West Life Assurance Company, Green - Shield Prepaid Services Inc., London Life
Insurance Company, Manufacturers Life Insurance Company, Maritime Life Assurance Company,
Mutual Life Assurance Company of Canada, North American Life Assurance Company, Prudential
Insurance Company of America, Prudential Insurance Company of England, Standard Life
Assurance Company, Sun Life Assurance Company of Canada, and Unum Life Insurance Company.
RESULTS OF PROPOSALS
Of the 16 companies to whom the proposals were sent, seven responded, two of whom made a
combined proposal. Attached as Schedule 1 to this report is a summary of the proposals received.
Among the conditions of the proposals submitted, all companies indicated that the major medical,
vision and dental rates were conditional upon also obtaining the long term disability and /or life
insurance coverage. Accordingly, in analysing these proposals, it is not possible to simply pick the
lowest rate in each category.
Also, Authority staff has evaluated the proposed alternatives which included the savings associated
with cancellation of semi - private hospital and vision benefits, the use of a managed health care
package for drug reimbursement and employee cost sharing with respect to the dental and drug
benefits.
As a result of the proposal process, Maritime Life Assurance Company, the Authority's current
supplier for major medical, dental and life insurance, has produced the lowest overall quotation.
The proposal from Mutual Life is marginally lower in premium cost but involves higher
administration costs. Given that there are costs to changing suppliers; i.e., new procedures,
printing of brochures, etc., making a change where the savings are marginal is not cost effective.
Also, Maritime has provided excellent service to MTRCA employees in the handling of claims.
The major saving relates to the Long Term Disability Plan. Currently our long term disability
coverage is provided by Sun Life of Canada at a cost of $2.866/$100. of coverage. Maritime Life
proposes to provide the long term disability benefit at a cost of $1.75/$100. of coverage. This
proposed rate results in annualized savings of $84,788. Maritime Life also commits to guarantee
the long term disability premium for two years.
These savings can be achieved because under the rules for long term disability our existing long
term disability cases continue to be carried by the previous insuring company. In effect, the
premiums paid in past years create a reserve fund which is available to the insurer to cover
outstanding liabilities associated with long term disability claimants. When the carrier changes, the
liability remains with the previous company. As a result the new supplier of long term disability
coverage is beginning, in effect, with a "clean slate ".
C15 FINANCE AND ADMINISTRATION ADVISORY BOARD #2/94 - MAY 6, 1994
SECTION II - ITEMS FOR EXECUTIVE COMMITTEE CONSIDERATION
1. AUTHORITY HEALTH BENEFITS PLAN REVIEW (CONTD.)
Obviously, the insurance companies are well aware of this opportunity and organizations such as
MTRCA have to be aware that making such a change on a regular basis simply to avoid long term
disability experience problems, will not be accepted. We have an opportunity at this time to make
the change and it has significant cost savings. If the Authority were to attempt to change long
term disability insurers frequently, with the intent of leaving behind claimants, this would not be
acceptable in the industry. However, this is an opportune moment since we have a number of
claimants under long term disability who will remain with and will be covered by Sun Life reserve
funds.
In addition to recommending that our long term disability coverage be awarded to Maritime Life,
staff is also proposing the introduction of a managed health care plan, whereby drugs would be
reimbursed on a drug card basis in accordance with the appropriate Provincial Drug Formulary. The
revised drug plan would require the employee to pay $5.00 per prescription at the time the
prescription is filled rather than the current annual $25.00 deductible. The balance of the cost of
the prescription would be covered through the use of a drug card system. This would relieve the
employee of the necessity of filing a separate claim, including all receipts, which currently takes
three to four weeks to complete. There are significant savings from this system since the volume
of paper being handled by staff of the Authority and the insurer is reduced.
Non - formulary drug prescriptions will be covered by the plan at 70% of the prescription cost.
Members should be aware that the Ontario Drug Formulary covers many regular drug products or
substitutes now offered.
The purpose of introducing the managed drug plan is to reduce the potential for increased drug
costs. Of the health benefits offered, the drug portion has the greatest potential for cost increases.
By introducing efficiency with the card system, and adding participation by the employee, the
Authority will limit the liability in future years.
FINANCIAL IMPLICATIONS
Staff believe that the proposal from Maritime Life will produce savings in the range of $100,000
annually. The introduction of the revised plans will occur in June and July of 1994 and we
anticipate savings of $50,000 in 1994. This will assist the Authority in terms of dealing with cuts
in grants anticipated from the provincial government.
MAY 6, 1994 - FINANCE AND ADMINISTRATION ADVISORY BOARD #2/94 C16
SECTION II - ITEMS FOR EXECUTIVE COMMITTEE CONSIDERATION
2. EMPLOYEE COMPUTER PURCHASE PLAN
KEY ISSUE
Staff is recommending the continuation of the Employee Computer Purchase Plan.
Res. #F11/94
Moved by:
Seconded by:
Patrick Abtan
Frank McKechnie
THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT the Employee Computer
Purchase Plan be continued;
THAT full -time and eligible contract staff of the Authority be offered the opportunity to use a
Payroll Deduction Program to a maximum of $1,500, and covering not more than 25 pay periods,
to assist in the purchase of computer equipment for home use;
THAT part-time and seasonal staff and Authority members be permitted to participate on the basis
of an outright purchase of the equipment prior to an established close -off date;
AND FURTHER THAT the purchase of equipment will be from the approved Authority suppliers.
CARRIED
BACKGROUND
In 1988 the Finance and Administration Advisory Board and the Executive Committee approved the
introduction of an Employee Computer Purchase Plan. The opportunity for the Authority to assist
staff in the purchase of home computer equipment has a number of advantages. Staff learn, on
their own time, more about computers and this knowledge can be applied in the work place. Staff
become more creative in investigating new applications, software, and new approaches to solving
computer problems.
This program has continued in recent years and about 100 staff and at least one Authority member
have participated at various times. Staff is in the process of tendering for computer equipment and
have indicated in the tender documents that the successful vendor would be expected to work with
the Authority in supplying computer equipment under the Employee Computer Purchase Plan.
ANALYSIS
As in the past the plan involves the following commitments:
Employee Commitment
• Employee identifies appropriate equipment to be purchased;
C17 FINANCE AND ADMINISTRATION ADVISORY BOARD #2/94 - MAY 6, 1994
SECTION II - ITEMS FOR EXECUTIVE COMMITTEE CONSIDERATION
2. EMPLOYEE COMPUTER PURCHASE PLAN (CONTD.)
•
•
Employee accepts full responsibility for the equipment from the time it is delivered,
including maintenance, training, software, etc.;
The employee agrees that the equipment will not be resold for one year.
Authority Commitment
•
•
•
•
The Authority facilitates the ordering of the equipment.
The Authority arranges delivery of the equipment either to its location or with the
concurrence of the supplier to the employee's residence.
To be eligible for the Payroll Deduction Plan, the employees have to be full -time or
eligible contract staff and sign an undertaking that, should they leave the employ of
the Authority prior to the conclusion of the payroll deduction, they would reimburse
the Authority fully for the remaining payments, and failing that, they would allow
the Authority to deduct outstanding payments from their vacation pay or other
outstanding wages /salary.
Each full -time or eligible contract employee participating in the Payroll Deduction
Plan is eligible to receive up to $ 1,500, to be repaid over 25 regular pay periods.
This amount is interest free and the employee is responsible for direct payment to
the supplier of any purchases exceeding $1,500.
The Authority accepts no responsibility for equipment purchased by the employee.
Computer Supplier Commitment
•
•
The computer supplier agrees to provide equipment under the terms and conditions
and at the same price, or lower, as offered to the Authority
The computer supplier agrees to supply the necessary warranties and support for
each employee purchase as set out in their standard contract.
We anticipate that perhaps fifteen employees will participate in the program.
FINANCIAL IMPLICATIONS
There is a small amount of staff time involved in management of the payroll deduction part of the
program, as well as ordering of the equipment and its distribution. If fifteen employees participated
fully in the in interest free loan, the lost interest to the Authority would be less than $1,100. Given
the benefits to the Authority of increased computer skills and training, this investment of about
$75 per person is very reasonable.
Staff will report to the Finance and Administration Advisory Board as appropriate on the results of
the program.
MAY 6, 1994 - FINANCE AND ADMINISTRATION ADVISORY BOARD #2/94 C18
SECTION IV - ITEMS FOR THE INFORMATION OF THE BOARD
3. ACCOUNTS RECEIVABLE STATUS REPORT
-April 24, 1994
KEY ISSUE
Staff report on accounts receivable as of April 24, 1994.
Res. #F12/94
Moved by:
Seconded by:
Patrick Abtan
Frank McKechnie
THAT the report on accounts receivable of the Authority, as of April 24, 1994, be received.
CARRIED
BACKGROUND
At its meeting #3/91, the Board requested that for each of its meetings staff report on the status
of the Authority's receivables.
ANALYSIS
The schedule below summarizes the status of receivables including aging and classification. The
schedule excludes $3,275 in accumulated interest arrears on invoices outstanding for more than 30
days.
ACCOUNTS RECEIVABLE AGING, BY CATEGORY
(Excluding Municipal Levy and MNR Grant)
As of April 24, 1994
Total receivables at $387,596 are consistent with prior years' balances at this time of year. The
most significant item in the 90 -day plus category is Trees for Today and Tomorrow (TTT) at
$38,214. In October 1993 and again in January 1994 TTT paid $1,000 instalments on its
account. Our collection agency continues to negotiate for payment.
CURRENT
31 TO
60
DAYS
61 TO
90
DAYS
90 PLUS
DAYS
TOTAL
%
SCHOOLS AND
SCHOOL BOARDS
•
130,256
28,471
37,968
184
196,879
50.8
GOVERNMENT
25,031
2,000
48,509
401
75,941
19.6
CORPORATE,
INDIVIDUAL AND
COMMUNITY
GROUPS
38,205
30,543
3,238
42,790
114,776
29.6
TOTAL
193,492
61,014 -
89,715
43,375
387,596
100.0
% OF TOTAL
49.9
15.7
23.1
11.2
100.0
Total receivables at $387,596 are consistent with prior years' balances at this time of year. The
most significant item in the 90 -day plus category is Trees for Today and Tomorrow (TTT) at
$38,214. In October 1993 and again in January 1994 TTT paid $1,000 instalments on its
account. Our collection agency continues to negotiate for payment.
C19 FINANCE AND ADMINISTRATION ADVISORY BOARD #2/94 - MAY 6, 1994
SECTION IV - ITEMS FOR THE INFORMATION OF THE BOARD
3. ACCOUNTS RECEIVABLE STATUS REPORT (CONTD.)
-April 24, 1994
Receivable balances as reported on each of the previous reports to the Board are presented below:
DATE
Total
$
90 -Plus
$
April 24/94
387,596
43,375
December 31/93
858,375
67,813
October 3/93
431,385
75,215
May 30/93
429,864
59,207
February 07/93
277,844
58,454
December 31/92
816,609
89,378
November 1/92
630,868
58,622
September 20/92
501,784
141,929
July 26/92
371,826
126,124
May 24/92
526,831
171,845
February 9/92
750,801
125,183
November 15/91
1,030,971
274,131
August 25/91
713,007
177,335
June 30/91
720,531
195,593
The list below itemizes accounts greater than $ 1,000 included in the 90 -day plus category.
CLIENT NAME
AMOUNT
$
ARREARS INTEREST
$
AGE
(DAYS)
Sposa 2000
1,600.00
(1) N/A
1029
Jackson, David and Jane
1,000.00
104.08
161
Joanne Loyst
_ 1,616.80
647.12
511
Trees for Today and Tomorrow
38,214.00
(2) N/A
814 -1043
42,430.80
751.20
1. Settled on $ 1,400 in full payment, March 31,1994.
2. Interest not charged, as directed by Board.
MAY 6, 1994 - FINANCE AND ADMINISTRATION ADVISORY BOARD #2/94 C20
SECTION IV - ITEMS FOR THE INFORMATION OF THE BOARD
3. ACCOUNTS RECEIVABLE STATUS REPORT (CONTD.)
-April 24, 1994
COMMENTS
Sposa 2000
Joanne Loyst
Trees for Today
and Tomorrow
Jackson,
David and Jane
TERMINATION
On March 31, 1994 staff settled on $ 1,400, which amount has now been
paid to the courts.
Account sent to collection agency. $30 paid January, 1994.
Collection agency is negotiating for payment. $1,000 paid in October
1993 and S1 ,000 paid in January 1994.
Payment is expected in May 1994.
ON MOTION, the meeting terminated at 8:45 a.m., May 6, 1994.
Following the meeting, a twenty minute video outlining the Authority's information systems
strategy was shown.
Richard O'Brien J. Craig Mather
Chair Secretary- Treasurer
/bb.
c.
Working Together for Tomorrow's Greenspace
Qthe metropolitan toronto and region conservation authority
JUNE 24, 1994
minutes
C21
FINANCE AND ADMINISTRATION ADVISORY BOARD #3/94
The Finance and Administration Advisory Board met in the Board Room, Black Creek Pioneer
Village, at 1000 Murray Ross Parkway, Downsview, on Friday, June 24, 1994. The Board
appointed Eldred King to chair the meeting in the absence of the Chair and Vice - Chair. The
meeting was called to order at 8:55 a.m.
PRESENT Members Patrick Abtan
Raymond Cho
Brian Harrison
Eldred King
Frank McKechnie
Peter Oyler
Jim Witty
ABSENT
MINUTES
Res. #F13/94
Chair Richard O'Brien
Moved by:
Seconded by:
THAT the Minutes of Meeting #2/94 be approved.
CORRESPONDENCE
Frank McKechnie
Brian Harrison
CARRIED
Letter from Aird Lewis, dated June 24, 1994, re: Outstanding Account, Trees for Today and
Tomorrow.
Res. #F14/94
Moved by:
Seconded by:
Frank McKechnie
Brian Harrison
THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT the outstanding account of
Trees for Today and Tomorrow be written off subject to provision of information on the legal status
of Trees For Today and Tomorrow.
CARRIED
C22 JUNE 24, 1994 - FINANCE AND ADMINISTRATION ADVISORY BOARD #3/94
SECTION I - ITEMS FOR AUTHORITY CONSIDERATION
1. FUNDING ARRANGEMENTS
- Response to Member Municipalities
KEY ISSUE
The Authority's increasingly complex funding arrangements have prompted questions by the
Authority's municipal funding partners which are addressed in this report.
Res. #F15/94
Moved by:
Seconded by:
THE BOARD RECOMMENDS TO THE AUTHORITY
Brian Harrison
Frank McKechnie
THAT the Council of The Municipality of Metropolitan Toronto be advised that:
(1) The Authority will give consideration to a Greenspace Protection and Acquisition Project
with funding based on the Metropolitan Toronto proposal prior to the end of 1994 and
subject to Authority approval and that of the Authority's other member municipalities;
(2) The Authority will be submitting to Metropolitan Toronto Council the Lake Ontario
Waterfront Regeneration Project 1995 -1999 as a separate project with Metro Toronto as
the benefiting municipality in accordance with the recommendations of Metropolitan
Toronto Council;
(3) The Lake Ontario Waterfront Regeneration Project 1995 -1999 will contain a component for
high priority minor land acquisitions related directly to shoreline development of the Lake
Ontario Waterfront;
(4) Land creation will continue to be part of the Lake Ontario Waterfront Regeneration Project
for the reasons set out in the Lake Ontario Waterfront Regeneration Project 1995 -1999;
(5) The Metropolitan Toronto Valley and Shoreline Regeneration Project will continue as set out
in the Metropolitan Toronto Council recommendations;
(6) The existing recreation funding arrangements will continue as proposed by Metropolitan
Toronto Council;
(7) In the event the Authority considers major recreation development projects inside or outside
Metropolitan Toronto, consideration will be given to funding of these works on a benefiting
municipality basis;
(8) Staff of the Authority will continue to participate in the Technical Advisory Committee on
Parks and Conservation and work with staff of Metropolitan Toronto with respect to
planning and development of valley land and the Lake Ontario Waterfront;
THAT the Authority's member municipalities be advised that the recreation funding formula
approved by the Authority and its member municipalities in 1988 and as phased in effective 1993
will continue on the basis of the 1993 apportionment subject to review prior to the commencement
of the 1997 budget process;
FINANCE AND ADMINISTRATION ADVISORY BOARD #3/94 - JUNE 24, 1994 C23
SECTION I - ITEMS FOR AUTHORITY CONSIDERATION
1. FUNDING ARRANGEMENTS (CONTD.)
- Response to Member Municipalities
AND FURTHER THAT the Chair of the Authority, Chair of the Finance and Administration Advisory
Board, Chief Administrative Officer and appropriate staff of the Authority be directed to meet with
staff and representatives of the member municipalities as necessary to advise on funding
arrangements of the MTRCA.
AMENDMENT #1
Moved by:
Seconded by:
Frank McKechnie
Eldred King
THAT prior to consideration of major recreation development projects anywhere within the
watershed, funding considerations be given on an Authority wide basis.
AMENDMENT #2
Moved by:
Seconded by:
THAT clause 6 of the recommendation be deleted.
AMENDMENT #3
Res. #F16/94
Moved by:
Seconded by:
Jim Witty
Frank McKechnie
Brian Harrison
Frank McKechnie
THAT staff clarify the interpretation of the recreational funding formula arrangements and refer it to
member municipalities.
AMENDMENT #1 WAS NOT CARRIED
AMENDMENT #2 WAS NOT CARRIED
AMENDMENT #3 WAS CARRIED
THE MAIN MOTION, AS AMENDED, WAS CARRIED
BACKGROUND
In 1992, the Council of The Municipality of Metropolitan Toronto made recommendations which
dealt with various aspects of the Authority's funding arrangements. The Metro recommendations
are considered and dealt with in this report. The Authority has been asked to respond to
Metropolitan Toronto Council no later than July 30, 1994.
Also, discussions have been held with the financial staff of the Regions of Peel, York and Durham
on funding arrangements for the Authority's recreational programs. The members will recall that
the Authority and its member municipalities in 1988 adopted a recreation funding arrangement
which was completely phased -in during 1993.
C24 JUNE 24, 1994 - FINANCE AND ADMINISTRATION ADVISORY BOARD #3194
SECTION I - ITEMS FOR AUTHORITY CONSIDERATION
1. FUNDING ARRANGEMENTS (CONTD.)
- Response to Member Municipalities
As a result of the provincial government's restraint program, and other provincial actions, staff
agreed to freeze the funding formula for 1994 at the 1993 level. This allowed for continued
discussions with the regional finance staff as to the implementation of the fully phased -in funding
formula.
In 1994, the Authority approved the Lake Ontario Waterfront Regeneration Project 1995 -1999.
The revised Land Acquisition Project which will replace the interim Greenspace Protection and
Acquisition Project 1993 -1995 is being prepared. Other major projects of the Authority, including
the Don Valley Brickworks Regeneration Project, the project for the acquisition of the Altona
Forest, Canada Post Land Acquisition, Etobicoke Motel Strip and the Greater Toronto Trails and
Conservation Area Development Projects continue to have impact on the Authority's funding.
The Authority's funding arrangements are complex and in responding to the specific
recommendations of Metropolitan Toronto Council, it is important to consider the implications of
any changes in funding for all of the Authority's municipal funding partners.
METRO TORONTO COUNCIL RECOMMENDATIONS
Appendix FA.120/94 (Schedule I) is the summary of recommendations adopted by Metropolitan
Toronto Council in July of 1992. Specific responses to each of the recommendations follow:
1. (a) Administration Costs
Administration costs are apportioned to the participating municipalities on the basis of
discounted equalized assessment as required by the Conservation Authorities Act. No
changes are contemplated with respect to the Act or to the implementation of these
funding arrangements.
(b) Maintenance Costs for Non - recreational Lands
Maintenance costs for non - recreational lands are proportioned on the basis of discounted
equalized assessment. Maintenance and development costs associated with conservation
areas, the Kortright Centre for Conservation and Black Creek Pioneer Village are
apportioned to the participating municipalities on the basis of the recreational funding
formula agreed to by the Authority and its member municipalities in 1988. Metropolitan
Toronto Council's position is that this funding arrangement should continue.
(c) Land Acquisition
Metropolitan Toronto Council has proposed that the Authority's future land acquisition
project be modified so that Metropolitan Toronto will pay a maximum of 50% of the
municipal share or 25% of the total cost of any land acquisition. Authority staff is drafting
a new project which will replace the Interim Greenspace Protection and Acquisition Project
1993 -1995. This project should be available for presentation to the Authority in the fall of
1994. Staff will be recommending that the formula for cost sharing be done on the basis
as proposed by Metropolitan Toronto with the remaining municipal share being apportioned
on the basis of discounted equalized assessment. The Authority will be asked to consider
these recommendations when the project is presented. In the interim,- Metro Council may
be advised that staff is prepared to recommend the funding arrangement as proposed by
Metropolitan Toronto Council.
FINANCE AND ADMINISTRATION ADVISORY BOARD #3/94 - JUNE 24, 1994 C25
SECTION I - ITEMS FOR AUTHORITY CONSIDERATION
1. FUNDING ARRANGEMENTS (CONTD.)
- Response to Member Municipalities
(d) Land Acquisition on Lake Ontario
The Metropolitan Toronto Council recommendation is that all land acquisition take place
under the terms and conditions of the land acquisition project referred to in 1(c) above. At
the present time, a small portion of the Lake Ontario Waterfront Regeneration Project is
available for high priority, minor land acquisition. This contemplates the acquisition of small
pieces of land necessary for development along the Lake Ontario shoreline. Having such
funding available in the Metro Toronto Lake Ontario Waterfront Regeneration Project
provides flexibility in terms of continuing the work of the Authority on the waterfront. The
Authority staff is prepared to recommend that all major acquisitions be conducted either as
special projects or under the general project referred to in 1(c). Metropolitan Toronto
Council should be advised of the need to maintain this modest component within the Lake
Ontario Waterfront Regeneration Project. The project as submitted to Metropolitan Toronto
includes this provision.
(e) Metro Toronto Valley and Shoreline Regeneration Project
Metro Council recommends that this project continue with Metropolitan Toronto paying
100% of the municipal levy or 50% of the total costs. This involves shoreline and valley
land protection due to erosion problems. The proposal involves no changes to the existing
funding arrangements.
(f) Land Creation
The Lake Ontario Waterfront Regeneration Project includes provision for costs associated
with land creation on the Lake Ontario Waterfront. Metropolitan Toronto Council
recommended that such costs be included under the Valley and Shoreline Regeneration
Project referred to in 1(e) above. There is no significant financial benefit to Metropolitan
Toronto in having land creation included under the Valley and Shoreline Regeneration
Project. Both the Waterfront Project and the Valley Project are funded in the same manner
with Metropolitan Toronto paying 50% of the total cost or 100% of the municipal share.
Also, funding for the Valley and Shoreline Regeneration Project is much more limited than
that of the Lake Ontario Waterfront Project. This suggests that needed land creation might
not go ahead for lack of provincial funding. Also, the land creation work is an integral part
of the Lake Ontario Waterfront Protection and Development; therefore, it is recommended
that the Lake Ontario Waterfront Regeneration Project continue to provide for land creation
in Lake Ontario.
(g) Maior Recreation Development
The Metropolitan Toronto Council resolution recommends that costs associated with the
major development of park land throughout the MTRCA area, including park land on the
Waterfront and inside and outside of Metropolitan Toronto, be funded on a benefitting
municipality basis. This recommendation is consistent with the approach being taken with
respect to the Lake Ontario Waterfront Project. This project will now be separated so that
there will be a unique project for Metropolitan Toronto and a similar project for the Regional
Municipality of Durham. Minor and routine conservation area development work will
continue to be funded under the Recreation Formula. The Metropolitan Toronto report
contemplates that major -new - development, such as a visitors centre or a future centre for
conservation, would be done on a benefiting municipality basis. At the present time the
Authority does not contemplate any such major development. The funding of such
developments should be assessed at the time that such major projects are brought forward.
C26 JUNE 24, 1994 - FINANCE AND ADMINISTRATION ADVISORY BOARD #3/94
SECTION I - ITEMS FOR AUTHORITY CONSIDERATION
1. FUNDING ARRANGEMENTS (CONTD.)
- Response to Member Municipalities
(h) Existing Programs on the Waterfront
The Authority's proposed Lake Ontario Waterfront Regeneration Project 1995 -1999
addresses this issue.
2. Negotiation
The MTRCA has negotiated with staff of the member municipalities with respect to the funding
options referred to above. As a result of this report, further negotiations will proceed with
respect to the specific projects which may be brought forward; i.e., Greenspace Protection and
Acquisition Project.
3. TACPAC
The Technical Advisory Committee on Parks and Conservation has been reconstituted by Metro
Council.
4. TACPAC Mandate
The TACPAC Mandate has been addressed as part of the reconstitution by Metro Council.
In conclusion, the foregoing response to the recommendations of Metropolitan Toronto Council
should be forwarded to Metropolitan Toronto Council for their consideration. Staff believe that all
of the concerns have been addressed adequately with the exception of funding of the land
acquisition project which will require further review and approval by the Authority. The one issue
which requires further discussion is the continued use of the Recreation Funding Formula.
RECREATION FUNDING ARRANGEMENTS
As the members will recall, in 1987, The Municipality of Metropolitan Toronto asked that the
Authority consider changes to the funding of its recreational activities. Metropolitan Toronto
Council believed that, at one time, it was equitable that Metropolitan Toronto should pay on the
basis of discounted equalized assessment some 80% of the cost of recreation activities outside of
the boundaries of Metropolitan Toronto. The growth and development of the regions and the
intensification of use of Metro Toronto Parks System made it necessary to reconsider this funding
arrangement. As a result, in 1987, the Authority constituted a special committee with
representatives from Metro Toronto and the three regions to consider alternative funding
arrangements.
The funding arrangements for recreation activities, including the conservation areas, Kortright
Centre for Conservation and Black Creek Pioneer Village, provided that the municipal share was
apportioned on the basis of discounted equalized assessment. At the time, Metro was paying
approximately 80% of the cost of these operations. Within Metropolitan Toronto, Metro Toronto
paid the full cost of the Metro Parks System which included management of lands owned by the
Authority. Metro Council said that Metro should pay a share of the costs of recreation based on
visitation by Metro Toronto residents. In considering visitation, this would have reduced Metro's
share to approximately 50 %.
FINANCE AND ADMINISTRATION ADVISORY BOARD #3/94 - JUNE 24, 1994 C27
SECTION I - ITEMS FOR AUTHORITY CONSIDERATION
1. FUNDING ARRANGEMENTS (CONTD.)
- Response to Member Municipalities
Staff considered a variety of alternative funding arrangements and presented these to the Special
Committee. The Committee concluded that a funding arrangement that involved a mix of visitation
and discounted equalized assessment was the most appropriate. This resulted in the Metropolitan
Toronto share being reduced to 60.7% and the balance being distributed among the three regional
municipalities. This recommendation was approved by the Authority and by the Authority's
member municipalities. Further discussion resulted in agreement that the new funding arrangement
would be "phased -in" resulting in full implementation of the formula in the 1993 fiscal year.
In the spring of 1993, staff of the regional municipalities expressed concern about the data
collection and application of the data as part of the funding formula process. Meetings were held
and further meetings were planned for the fall of 1993 to consider possible changes to the funding
arrangement for presentation to the Authority and the respective councils prior to the 1994 budget.
The Province of Ontario intervened with a number of major financial changes. Staff agreed that no
action should be taken with respect to any changes to the formula and the formula was frozen at
the 1993 level for the 1994 fiscal year.
The funding formula is a complex manipulation of visitor origin data and the application of
discounted equalized assessment information provided by the province. Data collection has been
organized by the Authority using a statistically accurate methodology. This is applied across all
Authority activities and elicits from visitors to the Authority their places of origin. Details relating
to the application of the formula and the data collection had been made available to the staff of the
Authority's member municipalities on a continuing basis. Each year the visitor origin data is
provided to the member municipalities for their consideration. Frequent meetings had been held to
review the use of the formula and the manipulation of the data once it is collected.
It is clear from these discussions that there are weaknesses to the application of the formula. The
data collection itself is considered statistically correct but the manipulation of the data is heavily
weighted to shifts that occur as a result of discounted equalized assessment. Given the complexity
of these arrangements and the possibility of significant shifts from year -to -year, staff is
recommending that the existing funding formula, as it was applied in 1994, be frozen.
The advantages of this proposal are that the funding arrangements are known to the Authority's
member municipalities. The complex manipulation of the information becomes unnecessary. The
data collection itself is becoming an increasingly expensive process for the Authority and will have
to be curtailed in any case as a result of budget constraint.
In meetings with staff of the three regions, a number of alternative options with respect to the
funding formula have been considered. A summary of the formula is included as Table 1, Appendix
FA.120/94. This information has been provided to the staff involved for their consideration. At
this stage, there is no new funding formula which- appears to satisfy all of the concerns of the
parties involved. Accordingly, it is recommended that the existing formula be frozen with a further
review in 1997.
A detailed background paper on the Authority's funding arrangements is being prepared for the
staff of the Authority's .membermunioipalities for their information. This paper will be made
available to the members of the Advisory Board if they wish to receive it.
C28 JUNE 24, 1994 - FINANCE AND ADMINISTRATION ADVISORY BOARD #3/94
SECTION I - ITEMS FOR AUTHORITY CONSIDERATION
2. 1995 PRELIMINARY ESTIMATES
KEY ISSUE
This report summarizes guidelines for the preparation of the 1995 Preliminary Estimates.
Res. #F17/94
Moved by:
Seconded by:
Brian Harrison
Patrick Abtan
THE BOARD RECOMMENDS TO THE AUTHORITY THAT the report dated June 23, 1994, on 1995
Preliminary Estimates be received.
CARRIED
BACKGROUND
As part of the annual process of preparing budgets, Preliminary Estimates are prepared for
presentation to the Finance and Administration Advisory Board and to the Authority. The
Preliminary Estimates describe the expenditure priorities for the coming year. The Preliminary
Estimates also include, for the information of the Authority's member municipalities, the municipal
levy requirements for the coming year.
The Province of Ontario does not usually provide grant information before mid year. Accordingly,
staff make assumptions based on the best information available regarding the level of provincial
funding.
Approximately one -third of the Authority's funding is from its own revenues; i.e., admissions, gift
shop sales, food sales, etc. A projection is made for the coming year and is included in the
Preliminary Estimates. A report will be prepared on anticipated changes to the Authority's Fee
Schedule. This report will be available concurrent with consideration of the 1995 Preliminary
Estimates.
ANALYSIS
Based on information received from the province for 1994, Authority staff is anticipating that 1995
provincial funding will remain at or near the 1994 level. The Minister of Natural Resources has
identified funding for 1994 and 1995 to compensate, in part, for the elimination of the
Conservation Land Tax Rebate Program in 1993.
Staff is assuming that the municipal levy will be maintained at the 1994 level. This is effectively a
zero increase on the operating part of the levy. Changes to the capital funding will depend on
project approvals and provincial funding.
As mentioned above, the 1995 operating revenues depend on decisions made with respect to the
Fee Schedule. The assumption built into the Preliminary Estimates will be refined and changed in
the final budget when 1994 full year results are clear.
FINANCE AND ADMINISTRATION ADVISORY BOARD #3/94 - JUNE 24, 1994 C29
SECTION I - ITEMS FOR AUTHORITY CONSIDERATION
2. 1995 PRELIMINARY ESTIMATES (CONTD.)
Based on the foregoing, staff has assumed a zero increase expenditure budget. This does not
mean that all expenditures in 1995 will be at the 1994 level. For example, insurance will almost
certainly increase as will property taxes. Because of inflationary increases and shifts as a result of
the Authority's Watershed Strategy, not all programs will be maintained at the 1994 level.
Adjustments will have to be made to compensate for increased levels of expenditure in high priority
watershed activities.
SCHEDULE
The 1995 Preliminary Estimates will be tabled at the Authority on October 28, 1994. The
Estimates will be presented to Finance and Administration Advisory Board Meeting #4/94 to be
held on September 30, 1994. This timing is necessary to enable Authority staff to have approved
estimates available for presentation to the member municipalities and the province in accordance
with their schedules for funding.
CONCLUSION
The Authority's budget process will be substantially the same as in past years. One significant
shift is the introduction of performance measures. The Authority has been working toward
improved performance measurement information as part of the budget process for about two years.
This project was put on hold in 1993 as a result of the dramatic financial events introduced by the
province. We are aware that some member municipalities have begun similar exercises and the
Authority's activities appear to be in concert with those municipal activities. We hope in the
preparation of the final 1995 budget to more fully reflect performance measurement information.
3. 1994 FINANCIAL PROGRESS REPORT NO. 1 AND
APPROVAL OF ACCOUNTS APRIL AND MAY, 1994
KEY ISSUE
This is the first Financial Progress Report for the first five months of 1994, together with a request
for approval of the accounts for the period of April and May, 1994.
Res. #F18/94
Moved by:
Seconded by:
Jim Witty
Patrick Abtan
THE BOARD RECOMMENDS TO THE AUTHORITY THAT the 1994 Financial Progress Report No. 1,
Appendix FA.124/94, dated June 15, 1994, be received;
AND FURTHER THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT expenditures
for the months of April and May, 1994, in the amount of $4,112,500. be approved.
CARRIED
C30 JUNE 24, 1994 - FINANCE AND ADMINISTRATION ADVISORY BOARD #3/94
SECTION I - ITEMS FOR AUTHORITY CONSIDERATION
3. 1994 FINANCIAL PROGRESS REPORT NO. 1 AND
APPROVAL OF ACCOUNTS APRIL AND MAY, 1994 (CONTD.)
BACKGROUND
As part of the Authority's ongoing financial management program, staff provides regular financial
progress reports which describe activities to date as measured against the 1994 approved budget.
The Authority's Rules for the Conduct of the Authority, Section 2C, provide that the Executive
Committee shall approve and authorize payment of all accounts with the approved budget of the
Authority in accordance with any monetary or other limits set by the Authority. It has been our
practice to include the Approval of Accounts with the regular financial Progress Reports.
ANALYSIS
On June 14, 1994, the Authority received notification of the 1994 Conservation Authority Transfer
Funding approvals. As the members may recall, the Authority had made assumptions concerning
the 1994 grant to be incorporated in the 1994 approved budget. These assumptions were based
on discussions with ministry staff and experience in previous years. Also, members may recall that
a major concern of the Authority has been the elimination of the Conservation Land Tax Rebate
Program. While staff will be prepared at the Advisory Board meeting to discuss in detail the
funding allocations from the province, it appears that the province has addressed the major portion
of the Authority's funding needs. However, as a result of the announcement, the Authority has
identified a shortfall in provincial funding of $61,000.
This variance from the Authority's approved budget has been identified in the accompanying
Financial Progress Report. A number of other variances are also noted and described in the
narrative to the Financial Progress Report.
As the members are well aware, the Authority is only now entering its business season which is
heavily weather dependant. If the Authority enjoys good weather over the next three months, it is
entirely possible that revenue projections for conservation areas and Kortright may be exceeded.
Black Creek Pioneer Village is engaged in an active program to promote its activities and increase
its attendance.
At this time, staff are confident that over the next six months it will be possible to adjust the
Authority's budget to eliminate the deficit projected as a result of the provincial shortfall. This will
be accomplished by a combination of expenditure reductions and possible revenue improvements.
The total corporate projected deficit of $66,900 represents less than one -half of one percent of the
total approved budget. Staff are aware of the need to continue to be fiscally vigilant and will be
reporting further on the status of the deficit in the second Financial Progress Report which will be
available at the Advisory Board meeting in September.
FINANCE AND ADMINISTRATION ADVISORY BOARD #3/94 - JUNE 24, 1994 C31
SECTION IV - ITEMS FOR THE INFORMATION OF THE BOARD
4. ACCOUNTS RECEIVABLE STATUS REPORT
-June 12, 1994
KEY ISSUE
Staff report on accounts receivable as of June 12, 1994.
Rec. #F19/94
Moved by:
Seconded by:
Patrick Abtan
Peter Oyler
THAT the report on accounts receivable of the Authority, as of June 12, 1994, be received.
CARRIED
BACKGROUND
At its meeting #3/91, the Board requested that for each of its meetings staff report on the status
of the Authority's receivables.
ANALYSIS
The schedule below summarizes the status of receivables, including aging and classification. The
schedule excludes $2,509 in accumulated interest arrears on invoices outstanding for more than 30
days.
ACCOUNTS RECEIVABLE AGING, BY CATEGORY
(Excluding Municipal Levy and MNR Grant)
As of June 12, 1994
Total receivables at $476,882 are consistent with prior years' balances at this time of year. The
90- day -plus category has increased substantially since the last report to the Board. In addition to
the amount outstanding from Trees for Today and Tomorrow ($38,214), there is $45,762.61
owing from the Metro Separate School Board and $48,509.14 owing from Revenue Canada (GST).
CURRENT
31 TO 60
DAYS
61 TO 90
DAYS
90 PLUS
DAYS
TOTAL
%
SCHOOLS AND
SCHOOL BOARDS
139,660
71,123
13,441
46,118
270,342
50.8
GOVERNMENT
44,063
17,715
2,020
48,509
112,307
19.6
CORPORATE,
INDIVIDUAL AND
COMMUNITY
GROUPS
20,929
5,383
25,108
42,813
94,233
29.6
TOTAL
204,652
94,221
40,569
137,440
476,882
100.0
% OF TOTAL
42.9
19.8
8.5
28.8
100.0
Total receivables at $476,882 are consistent with prior years' balances at this time of year. The
90- day -plus category has increased substantially since the last report to the Board. In addition to
the amount outstanding from Trees for Today and Tomorrow ($38,214), there is $45,762.61
owing from the Metro Separate School Board and $48,509.14 owing from Revenue Canada (GST).
C32 JUNE 24, 1994 - FINANCE AND ADMINISTRATION ADVISORY BOARD #3/94
SECTION IV - ITEMS FOR THE INFORMATION OF THE BOARD
4. ACCOUNTS RECEIVABLE STATUS REPORT (CONTD.)
-June 12, 1994
Receivable balances as reported on each of the previous reports to the Board are presented below:
DATE
Total
$
90 -Plus
$
June 12/94
476,882
137,440
April 24/94
387,596
43,375
December 31/93
858,375
67,813
October 3/93
431,385
75,215
May 30/93
429,864
59,207
February 07/93
277,844
58,454
December 31/92
816,609
89,378
November 1/92
630,868
58,622
September 20/92
501,784
141,929
July 26/92
371,826
126,124
May 24/92
526,831
171,845
February 9/92
750,801
125,183
November 15/91
1,030,971
274,131
August 25/91
713,007
177,335
June 30/91
720,531
195,593
The list below itemizes accounts greater than $1,000 included in the 90 day plus category.
CLIENT NAME
AMOUNT
$
ARREARS INTEREST
$
AGE (DAYS)
Sposa 2000
1,600.00
(1) N/A
1078
Jackson, David and Jane
1,000.00
148.68
210
Joanne Loyst
1,616.80
692.40
560
Trees for Today and Tomorrow
38,214.00
(2) N/A
863 -1092
Metro Separate School Board
45,762.61
3,038.33
91 -133
Revenue Canada - GST
48,509.14
(3)
133
136,702.55
3,879.41
1. Settled on $ 1,400 in full payment, March 31,1994.
2. Interest not charged, as directed by Board.
3. Interest payable set by Federal legislation.
FINANCE AND ADMINISTRATION ADVISORY BOARD #3/94 - JUNE 24, 1994 C33
SECTION IV - ITEMS FOR THE INFORMATION OF THE BOARD
4. ACCOUNTS RECEIVABLE STATUS REPORT (CONTD.)
-June 12, 1994
Comments
Sposa 2000
Joanne Loyst
Trees for Today
and Tomorrow
Jackson,
David and Jane
Metro Separate
School Board
Revenue Canada
NEW BUSINESS
RISK MANAGEMENT
Res. #F20/94
On March 31, 1994 staff settled on $ 1,400, which amount has now been
paid to the courts.
Small Claims Court action commenced.
Collection agency is negotiating for payment. $ 1,000 paid in October
1993 and $ 1,000 paid in January 1994.
Payment is expected in June 1994.
This account is deemed collectible.
This account is deemed collectible.
Moved by:
Seconded by:
Brian Harrison
Jim Witty
THAT staff review the Authority Risk Management Plan and report back to the Board.
TERMINATION
CARRIED
ON MOTION, the meeting terminated at 10:15 a.m., June 24, 1994.
Eldred King
Chair
/bb.
J. Craig Mather
Secretary- Treasurer
‘..
Working Together for Tomorrow's Greenspace
erthe metropolitan toronto and region conservation authority
minutes
C34
SEPTEMBER 30, 1994 FINANCE AND ADMINISTRATION ADVISORY BOARD #4/94
The Finance and Administration Advisory Board met in the Humber Room, Head Office, 5
Shoreham Drive, Downsview. The Chair called the meeting to order at 10:05 a.m.
PRESENT
Chair Richard O'Brien
Members
Patrick Abtan
Raymond Cho
Brian Harrison
Frank McKechnie
Jim Witty
ABSENT Members Eldred King
Peter Oyler
MINUTES
Res. #F21/94
Moved by:
Seconded by:
THAT the Minutes of Meeting #3/94 be approved.
CONDOLENCES
Res. #F22/94
Moved by:
Seconded by:
Jim Witty
Frank McKechnie
CARRIED
Jim Witty
Frank McKechnie
THAT the Board extend their condolences to Lois Hancey, Vice Chair of the Authority, on the death
of her brother.
CARRIED
C35 FINANCE AND ADMINISTRATION ADVISORY BOARD #4/94 - SEPTEMBER 30, 1994
SECTION I - ITEMS FOR AUTHORITY CONSIDERATION
1. 1995 PRELIMINARY ESTIMATES
- Operating and Capital
Jim Dillane, Director, Finance and Administration, gave a presentation to the Board on this item.
Jim Agnew, Director, Field Operations Division, and Al Leach, Supervisor, reported on the fleet
management program.
KEY ISSUE
Finance and Administration Advisory Board is asked to review and recommend the 1995
Preliminary Estimates.
Res. #F23/94
Moved by:
Seconded by:
Frank McKechnie
Patrick Abtan
THE BOARD RECOMMENDS TO THE AUTHORITY THAT the 1995 Preliminary Estimates Operating
and Capital be approved;
AND FURTHER THAT representatives of the Authority, including the Chair of the Finance and
Administration Advisory Board, and staff meet with officials of the Authority's municipal and
provincial funding partners to present and discuss the Authority's 1995 Preliminary Estimates prior
to submission of the final budget.
CARRIED
BACKGROUND
The Authority's 1995 budget preparation process recognizes the need for continued funding
restraint based on guidelines from the Authority's member municipalities and the expectation that
no additional provincial funding is likely to be available. Unlike the dramatic provincial government
funding constraint announcements in the spring of 1993, this year's preliminary estimates
preparation has been conducted in a more organized and systematic fashion. Also, the process has
involved extensive priority setting exercises with participation of the Authority's managers and
budget supervisors.
ANALYSIS
A summary of the key issues relating to the 1995 Preliminary Estimates is contained in the
comments of the Chief Administrative Officer. The 1995 Preliminary Estimates document will be
reviewed with the Board on September 30, 1994_
SEPTEMBER 30, 1994 - FINANCE AND ADMINISTRATION ADVISORY BOARD #4/94 C36
SECTION I - ITEMS FOR AUTHORITY CONSIDERATION
2. 1994 FINANCIAL PROGRESS REPORT #2
APPROVAL OF ACCOUNTS JUNE, JULY AND AUGUST, 1994
KEY ISSUE
This is the second Financial Progress Report for the year 1994 and approval of accounts for June,
July and August, 1994.
Res. #F24/94
Moved by:
Seconded by
THAT Financial Progress Report #2, dated September 30, 1994 be received;
Patrick Abtan
Jim Witty
AND FURTHER, THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT expenditures
for the months of June, July and August, 1994, in the amount of $7,434,900, be approved.
CARRIED
BACKGROUND
As part of the Authority's ongoing financial management program, staff provide regular financial
progress reports describing activities to date as measured against the 1994 approved budget. In
previous years, four financial progress reports have been prepared. The initial report covering the
first quarter of the fiscal year has proven unnecessary. Accordingly, staff now provide three reports
at meaningful points in the budget year.
The Authority's Rules of Conduct, Section 2(c), requires the Executive Committee to approve and
authorize payment of all accounts within the approved budget, in accordance with any monetary or
other limits, set by the Authority. It is the Authority's practice to include the Approval of Accounts
with the regular Financial Progress report.
ANALYSIS
Comments by Authority staff explaining significant variances are contained in the text of the
Financial Progress Report. The first page identifies in summary form the significant variances. As
always, staff will monitor revenues and expenditures and take appropriate action between now and
year -end to ensure that the approved budget objectives are met.
C37 FINANCE AND ADMINISTRATION ADVISORY BOARD #4/94 - SEPTEMBER 30, 1994
SECTION IV - ITEMS FOR THE INFORMATION OF THE BOARD
3. ACCOUNTS RECEIVABLE STATUS REPORT
- September 4, 1994
KEY ISSUE
Staff report on accounts receivable as of September 4, 1994.
Res. #F25/94
Moved by:
Seconded by:
Patrick Abtan
Jim Witty
THAT the report on accounts receivable of the Authority as of September 4, 1994, be received.
CARRIED
BACKGROUND
At its meeting #3/91, the Board requested that for each of its meetings staff report on the status
of the Authority's receivables.
ANALYSIS
The schedule below summarizes the status of receivables, including aging and classification. The
schedule excludes $2,812 in accumulated interest arrears on invoices outstanding for more than 30
days.
ACCOUNTS RECEIVABLE AGING, BY CATEGORY
(Excluding Municipal Levy and MNR Grant)
As of September 4, 1994
Total receivables at $290,913 are lower than would be expected for this time of year, as it has
always been difficult to collect from school and school boards during the summer months. The 90-
day plus category has improved from $137,440 on June 12, 1994, the date of the last report to
the Board, to $23,061. All the items currently on the 90 -day plus category are deemed
collectable.
CURRENT
31 TO 60
DAYS
61 TO 90
DAYS
90 PLUS
DAYS
TOTAL
%
SCHOOLS AND
SCHOOL BOARDS
3,044
6,168
23,601
18,257
51,070
17.6
GOVERNMENT
111,032
8,999
3,521
291
123,843
42.6
CORPORATE,
INDIVIDUAL AND
COMMUNITY
GROUPS
20,736
88,316
2,435
4,513
116,000
39.9
TOTAL
134,812
103,483
29,557
23,061
290,913
100.0
% OF TOTAL
42.9
19.8
8.5
28.8
100.0
Total receivables at $290,913 are lower than would be expected for this time of year, as it has
always been difficult to collect from school and school boards during the summer months. The 90-
day plus category has improved from $137,440 on June 12, 1994, the date of the last report to
the Board, to $23,061. All the items currently on the 90 -day plus category are deemed
collectable.
SEPTEMBER 30, 1994 - FINANCE AND ADMINISTRATION ADVISORY BOARD #4/94 C38
SECTION IV - ITEMS FOR THE INFORMATION OF THE BOARD
3. ACCOUNTS RECEIVABLE STATUS REPORT (CONTD.)
- September 4, 1994
Receivable balances, as reported on each of the previous reports to the Board, are presented
below:
DATE
Total
$
90 -Plus
$
September 4/94
290,913
23,061
June 12/94
476,882
137,440
April 24/94
387,596
43,375
December 31/93
858,375
67,813
October 3/93
431,385
75,215
May 30/93
429,864
59,207
February 07/93
277,844
58,454
December 31/92
816,609
89,378
November 1/92
630,868
58,622
September 20/92
501,784
141,929
July 26/92
371,826
126,124
May 24/91
526,831
171,845
February 9/92
750,801
125,183
November 15/91
1,030,971
274,131
August 25/91
713,007
177,335
June 30/91
720,531
195,593
The list below itemizes accounts greater than $ 1,000 included in the 90 day plus category.
CLIENT NAME
AMOUNT
$
ARREARS
INTEREST $
AGE
(DAYS)
Metro Separate Board of Education
_ 6,660.75
752.51
182 -203
City of Toronto Board of Education
1,090.00
59.92
119
York University
7,500.00
105.27
119
Vito Pacifico
1,245.00
68.44
112
TOTAL
16,495.75
986.14
C39 FINANCE AND ADMINISTRATION ADVISORY BOARD #4194 - SEPTEMBER 30, 1994
SECTION IV - ITEMS FOR THE INFORMATION OF THE BOARD
3. ACCOUNTS RECEIVABLE STATUS REPORT (CONTD.)
- September 4, 1994
COMMENTS
Metro Separate Board of Education Payment is expected
City of Toronto Board of Education Payment is expected
York University Replacement cheque by September 30,
1994.
Vito Pacifico Payment expected by September 30, 1994.
TERMINATION
ON MOTION, the meeting terminated at 11:00 a.m., September 30, 1994.
Richard O'Brien J. Craig Mather
Chair
/bb.
Secretary- Treasurer
Working Together for Tomorrow's Greenspace
the metropolitan toronto and region conservation authority
minutes
C40
NOVEMBER 4, 1994 FINANCE AND ADMINISTRATION ADVISORY BOARD #5/94
The Finance and Administration Advisory Board met in the Humber Room, Head Office, 5
Shoreham Drive, Downsview. The Chair, Richard O'Brien, called the meeting to order at 8 :30 a.m.
PRESENT
Chair Richard O'Brien
Members
Patrick Abtan
Brian Harrison
Eldred King
Frank McKechnie
Jim Witty
ABSENT Members Raymond Cho
Peter Oyler
MINUTES
Res. #F26/94
Moved by:
Seconded by:
THAT the Minutes of Meeting #4/94 be approved.
PRESENTATION
Jim Witty
Patrick Abtan
CARRIED
Lyne Turmel, Vice President, GRIP Unit, and Jim Kalpakis, Accounts Manager, GRIP Unit, of
Alexander and Alexander /Reed Stenhouse, gave a presentation on property and liability insurance.
Res. #F27/94
Moved by:
Seconded by:
Brian Harrison
Jim Witty
THAT staff report at least annually to the Finance and Administration Advisory Board on major
insurance liability claims exceeding S50,000.
CARRIED
C41 FINANCE AND ADMINISTRATION ADVISORY BOARD #5/94 - NOVEMBER 4, 1994
SECTION I - ITEMS FOR AUTHORITY CONSIDERATION
1. STATUTORY RESOLUTIONS FOR THE 39TH ANNUAL MEETING
KEY ISSUE
Each year at the Annual Meeting of the Authority, approval is required for the appointment of
auditors and a borrowing resolution.
Res. #F28/94
Moved by:
Seconded by:
Brian Harrison
Eldred King
THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT the following resolutions be
approved and recommended to the 39th Annual Meeting of the Authority:
(a) Appointment of Auditors - 1995
THAT Ernst and Young, Chartered Accountants be appointed as auditors of the Authority
for the year 1995;
(b) Borrowing Resolution - 1995
THAT the Authority may borrow from the Royal Bank of Canada or the Authority's member
municipalities or other institutions as may be specifically approved by the Authority up to
the sum of TEN MILLION DOLLARS (510,000,000) 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 designated as such under the Conservation
Authorities Act R.S.O. 1990, Chapter 27, at such rate of interest as the Minister of Natural
Resources approves;
THAT the amount borrowed pursuant to this resolution, together with interest, be a charge
upon the whole of the monies received or to be received by the Authority by way of grants,
etc., 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;
THAT the signing officers of the Authority are hereby authorized to take such action as
may be necessary to give effect thereto.
AMENDMENT Moved by: Brian Harrison
Res. #F29/94 Seconded by: Eldred King
THAT prior to part (a) of Resolution #F28/94 being submitted to the Authority, staff report back to
the January 13, 1995 meeting of the Board on the appointment of auditors.
THE AMENDMENT WAS CARRIED
THE MAIN MOTION, AS AMENDED, WAS CARRIED
NOVEMBER 4, 1994 - FINANCE AND ADMINISTRATION ADVISORY BOARD #5/94 C42
SECTION I - ITEMS FOR AUTHORITY CONSIDERATION
1. STATUTORY RESOLUTIONS FOR THE 39TH ANNUAL MEETING (CONTD.)
BACKGROUND
Borrowing Resolution
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. At each annual
meeting, a resolution is presented to authorize borrowing for the coming year.
The Authority's borrowing resolution provides that the Authority may borrow up to S10 million.
This amount is necessary in the event that certain land acquisitions proceed prior to the actual
receipt of funding from the Authority's funding partners. On a day to day basis, the Authority
borrows infrequently and usually in amounts less than $100,000.00 for periods of one or two days
only.
The Board may recall that the Authority entered into a banking agreement with the Royal Bank of
Canada which was effective June 1, 1990. This five year agreement will be complete on June 1,
1995. Staff propose to meet with representatives of the Royal Bank to review the terms and
conditions of the agreement and will be bringing forward a report to the Board prior to June 1,
1995.
The Board should be aware that the terms and conditions of the five year agreement provided that
the Royal Bank was entitled to increase its fees to the Authority after the third year of the
agreement. There has been no increase in fees by the Royal Bank since the agreement was
entered into in 1990.
Appointment of Auditor
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, Ernst &
Young, and support their appointment as the Authority's auditors for 1995.
2. RETENTION SCHEDULE
- Revisions
KEY ISSUE
This report includes revisions to the Authority's approved Records Retention Schedule and a brief
update on records management activities.
C43 FINANCE AND ADMINISTRATION ADVISORY BOARD #5/94 - NOVEMBER 4, 1994
SECTION 1 - ITEMS FOR AUTHORITY CONSIDERATION
2. RETENTION SCHEDULE (CONTD.)
- Revisions
Res. #F30/94
Moved by:
Seconded by:
Eldred King
Jim Witty
THE BOARD RECOMMENDS TO THE AUTHORITY THAT the Records Retention Policy and Schedule
as revised October 19, 1994, (pages C44 - C58), be approved;
AND FURTHER THAT the report dated October 19, 1994, on Retention Schedule revisions be
received.
CARRIED
BACKGROUND
The Authority's Record Retention Policy and Records Management Program were adopted originally
in 1988. The Records Retention Schedule has been updated on a regular basis since that time.
The Authority's Records Retention Policy and Schedule conform to the requirements of the
Municipal Freedom of Information and Protection of Privacy Legislation as well as other statutes
which govern the length of time that documents must be retained.
ANALYSIS
Attached is the latest revision to the Records Retention Policy and Schedule dated October 19,
1994. The major changes to this policy relate to Plan Review records. The changes have been
made in consultation with the manager of Plan Review and recognize changes in the various
activities undertaken by the Authority and the relative time frames for which documents must be
retained.
In recent years, Authority staff have seen significant growth in the volume of records being kept in
our centralized filing system which now totals some 37,000 files. To manage the volume of paper
being stored, Authority staff have undertaken on a regular basis, the purging of old files to
eliminate duplication and to ensure conformity with the Retention Policy.
This fall for example some 65 cases of documents were shredded in accordance with the retention
schedule. These documents related to finance and payroll matters which had reached the age
when they can be destroyed in accordance with our policies. In addition, some 35 cases of
documents were recycled. Authority staff has also filled a 10 cu. yard dumpster with old
publications and other documents which are no longer needed. The recycling company providing
the dumpster will recycle the paper collected, assuming that there is no significant contamination
level.
Central Filing staff has been meeting with representatives of the Metropolitan Toronto Archives
Centre to consider possibilities of Authority documents being stored in the Metro Archives.
NOVEMBER 4, 1994 - FINANCE AND ADMINISTRATION ADVISORY BOARD #5/94 C44
THE METROPOLITAN TORONTO AND REGION CONSERVATION AUTHORITY
RECORDS RETENTION
POLICY & SCHEDULE
Revised October 19, 1994
C45 FINANCE AND ADMINISTRATION ADVISORY BOARD #5/94 - NOVEMBER 4, 1994
RECORDS RETENTION POLICY
1.0 PURPOSE
This policy provides for the retention, storage, micro - filming and destruction of Authority reports and
documents, as appropriate. Procedures based on the policy will serve to facilitate the keeping of Authority
records, establishment of the authenticity of records and destruction of records at appropriate times.
2.0 DEFINITIONS AND TERMINOLOGY
For the purpose of this policy:
a) "File" or "Record" shall mean the composition of documents, reports, receipts, vouchers, instruments,
plans, surveys and any other papers, be it in their original form or a microform, that is certified by an
authorized officer of the Authority or in a form of a computerized printout.
b) "Record Centre" is a designated storage area where files are stored for their specified retention period.
c) "Records Retention Schedule" determines the retention periods for all categories of files currently
being held by the Authority.
d) "Active" files are those in current use by a Division.
e) "Semi- Active" files are those not in current use, but which are required to be kept for a specified
retention period.
3.0 RECORDS RETENTION PRINCIPLES
For purposes of this policy, the following principles shall be applied in the retention of records by the
Authority:
• All files and records created by the Authority shall be categorized in accordance with the Records
Retention Schedule attached to this policy, and governed by the retention dates defined for each
category.
• With the exception of the Financial Records category and the Executive Records category, all files
shall be registered with a Central Filing Number which will clearly identify the category of the record
and its retention period.
• At the conclusion of each record's retention period, the record shall be brought to the attention of the
Division Director responsible who may extend the retention period by up to one year.
• Files and records may be reviewed by the Chief Administrative Officer or his designate for the
purposes of eliminating duplication of individual documents.
• No records shall be destroyed without written authorization from the Director responsible or the Chief
Administrative Officer.
• Wherever feasible and in accordance with legal requirements, documents shall be microfilmed in
accordance with the National Standard of Canada CAN2 -72 1 1 -29 entitled "Microfilm as
Documentary Evidence ". Procedures for microfilming will be those generally accepted by the
Government of Canada, Ministry of National Revenue. Originals and written copies of documents,
having been microfilmed in accordance with the National Standard of Canada, may be destroyed.
This policy shall apply to documents previously microfilmed.
NOVEMBER 4, 1994 - FINANCE AND ADMINISTRATION ADVISORY BOARD #5/94 C46
SUMMARY
Outlined below is a summary of changes that have been made to the Metropolitan Toronto and
Region Conservation Authority Records Retention Schedule as of October 19, 1994;
Additions
CATEGORY 1 - AUTHORITY /EXECUTIVE /ARCHIVAL
1. Senior Staff
Retention Code Record Series Name
1.10 - P Freedom of Information Requests
CATEGORY 3 - CENTRAL FILING SYSTEM
3.2 Plan Review - Water Resources
Retention Code Record Series Name
3.2.4 - 25
3.2.13 - 25
3.2.20 - P
3.2.21 - P
3.2.22 - P
3.2.22 - 1
Fill, Construction & Alteration to Waterways Regulation Applications
- Non - Actioned
Concept Development /Regulation Property Enquiries - Non - Actioned
Secondary Plans /Land Use Studies
Specialized Municipal By -laws
By -law Development Applications - MTRCA Comments
By -law Development Applications - MTRCA No Comments
Revisions - noted in bold
CATEGORY 3 - CENTRAL FILING SYSTEM
3.2 Plan Review - Water Resources
Retention Code Record Series Name
3.2.3 - P
3.2.4 - P
3.2.5 - 25
3.2.6 - 25
3.2.8 - 25
3.2.9 - 25
3.2.11 - P
3.2.11 - 1
3.2.12 - P
3.2.12 - 1
3.2.13 - P
3.2.15 - 25
3.2.18 - P
3.2.19 - P
Subdivision Applications
Fill, Construction & Alteration to Waterways Regulation Applications
Actioned
Plans of Condominium - MTRCA Comments
Solicitor /Realtor Written Responses
Variances - MTRCA Comments
Niagara Escarpment Commission - MTRCA Comments
Zoning Amendments - MTRCA Comments
Zoning Amendments - MTRCA No Comments
Site Plan Control (S.41) - MTRCA Comments
Site Plan Control (S.41) - MTRCA No Comments
Concept Development /Regulation Property Enquiries - Actioned
Parkway Belt Exemptions - MTRCA Comments
Municipal Subwatershed /Natural Resource Studies et al
Environmental Assessment Act Submissions
C47 FINANCE AND ADMINISTRATION ADVISORY BOARD #5/94 - NOVEMBER 4, 1994
Deletions
CATEGORY 3 - CENTRAL FILING SYSTEM
3.2 Plan Review - Water Resources
Retention Code Record Series Name
3.2.14 - P
3.2.16 - P
Top -of -Bank
Property Clearance Records (Verbals)
NOVEMBER 4, 1994 - FINANCE AND ADMINISTRATION ADVISORY BOARD #5/94 C48
SYMBOLS
The following abbreviations will be used in this Schedule:
A Archival
C Central Filing
CY Current Year
D Destroy
DIV Division
M.D. - Microfilm & Destroy Original
M.P. - Microfilm & Retain Originals for Measures of Safety
P Permanent
R.C. - Record Centre Off -Site
LK.UP - Lock Up Storage at the Administration Office
C49 FINANCE AND ADMINISTRATION ADVISORY BOARD #5/94 - NOVEMBER 4, 1994
CATEGORY 1 - AUTHORITY /EXECUTIVE /ARCHIVAL
• documents /records generally maintained by the Chief Administrative Officer /Secretary
Treasurer's Office;
• includes "one of a kind" historical documents, original minutes, agendas, etc.;
• generally treated as of historical significance - Permanent Storage.
1. Senior Staff
Retention Code
Record Series Name
1.1 - A Senior Management - Archival
1.2 - P Senior Management - Active
1.3 - 3 Administration
1.4 - P Authority /Executive /Advisory Boards /Committees, Minutes &
Agendas
1.5 - 2 Day Files
1 .6 - P Authority Contracts /Agreements
1.9 - 10 Administrative Policy
1.10 - P Freedom of Information Requests
NOVEMBER 4, 1994 - FINANCE AND ADMINISTRATION ADVISORY BOARD #5/94 C50
CATEGORY 2 - FINANCIAL
• generally, the responsibility of the Director, Finance & Administration, and Manager, Budget
& Accounting.
2.1 Payroll /Personnel Records
Retention Code Record Series Name
2.1.1 - 7
2.1.2 - P
2.1.3 -P
2.1.4 - P
2.1.5 - P
2.1.6 - 7
2.1.7 -5
2.1.8 - 5
2.1.9 -5
2.1.10 - 6 MONTHS
2.1.11 - 3
2.1.12 - 6 MONTHS
*1
*2
Journals & Registers
Annual T -4 Reports & Duplicate T -4's
Attendance Records
Employment History Cards
Benefit Plan Enrolment Cards
Benefit Plan Administration Files
C.S.B. Purchase Applications
Personnel Files"
Time Sheets /Cards
Employment Applications
Confidential Records
Information Files'2
Except TD1 and WCB Injury Documentation which are to be kept PERMANENTLY.
Indefinitely depending upon issue.
2.2 Sales /Receivables /Receipts
Retention Code Record Series Name
2.2.1 - P
2.2.2 - 4
2.2.3 - 2
2.2.4 - 7
Computerized Area Weekly Revenue Reports
Duplicate Cash Receipts, Vouchers & Customer Cheque Copies
Daily Cheque Listing
All Other Reports, Journals, Files & Documents
C51 FINANCE AND ADMINISTRATION ADVISORY BOARD #5/94 - NOVEMBER 4, 1994
CATEGORY 2 - FINANCIAL cont'd
2.3 Accounts Payable
Retention Code
2.3.1 - 3
2.3.2 - 2
2.3.3 - 1
2.3.4 - 2
2.3.5 - 1
2.3.6 - 7
Record Series Name
Duplicate Cheque Copies
Central Stores Material Requisitions
Purchase Order Audit Trail
Vendor Listing
Purchase Order Cancellation Register
All Other Reports, Journals, Files & Documents
2.4 Vehicle & Equipment
Retention Code Record Series Name
2.4.1 - 7 All Reports, Journals, Files & Documents
2.5 General Accountinq
Retention Code Record Series Name
2.5.1 - P Audited Financial Statements
2.5.2 - P Financial Statement Working Paper Files
2.5.3 - P Year -to -Date Detailed General Ledger
2.5.4 - 3 Month -to -Date Detailed General Ledger
2.5.5 - P Budget Status
2.5.6 - 7 Operating Statements
2.5.7 - 7 Journal Entries
2.5.8 - 7 Bank Statements, Cancelled Cheques & Bank Reconciliation Files
2.5.9 - 7 Employment Programs Working Papers
2.5.10 - P Annual Returns Revenue Canada
2.5.11 - P Food Services Working Papers
2.5.12 - P Food Services Financial Statements
2.5.13 - P P.S.T. Support Files
2.5.14 - P Investments
2.6 Budgetinq
Retention Code
2.6.1 - P
2.6.2 - 7
2.6.3 - 7
2.6.4 - 10
2.6.5 - 10
2.6.6 - 10
Record Series Name
Authority Budget
Budget Working Papers
Metro /MNR Budget Working Papers
MNR Claim Files
Revenue Sharing Policy Files
Project Files
NOVEMBER 4, 1994 - FINANCE AND ADMINISTRATION ADVISORY BOARD #5/94 C52
CATEGORY 3 - CENTRAL FILING SYSTEM
• all files maintained and numbered are part of Central Filing;
• all files identified by Number, Name, Subject, Retention Period.
3.1 Property Related
Retention Code Record Series Name
3.1.1 - P Deeds"
3.1.2 - P Closed Acquisitions*4
3.1.3 - P Sales*4
3.1.4 - P Leases"
3.1.5 - P Easements"
3.1.6 - P Proposed Acquisitions*4
3.1.7 - 8 AppraisalsN4
3.1.8 - P Agreements "4
3.1.9 - P Legal Surveys
3.1.10 - P Erosion Control Properties "4
3.1.11 - 5 Rental Tenancies*4
3.1.11 - P Rental Rates *4
3.1.12 - P Expropriations*4
3.1.13 - 7 Permit Appeals "4
3.1.14 - 7 Fill Violations*4
3.1.15 - P Other Conservation Areas*4
3.1.16 - 6 Insurance Claim Settlement*4
3.1.17 - 6 Contingent Liability "3 "4
3.1 .18 - P Litigation Claims*4
3.1.19 - P Insurance Policies
3.1.20 - 4 Assessment Notices
3.1.20 - 4 Assessment Appeals
3.1.21 - 2 Property Tax Information
3.1.22 - 4 Contracts
3.1.23 - 2 General Correspondence
3.1.25 - P Telephone System & Information
3.1.26 - P Repairs
3.1.27 - P Statistics
3.1.28 - 2 Stationary & Office Supplies (Print Room)
3.1.29 - 6 Metro Encroachments "4
3.1.30 - 2 Administration
3.1.31 - P Central Filing Information
*3
*4
Longer if party injured is Under the Age of 18
Contains Confidential Information
C53 FINANCE AND ADMINISTRATION ADVISORY BOARD #5/94 - NOVEMBER 4, 1994
CATEGORY 3 - CENTRAL FILING SYSTEM cont'd
3.2 Plan Review - Water Resources
Retention Code Record Series Name
3.2.1 - P
3.2.2 - P
3.2.3 - P
3.2.4 - P
3.2.4 - 25
3.2.5 - 25
3.2.5 - 1
3.2.6 - 25
3.2.7 - P
3.2.7 - 1
3.2.8 - 25
3.2.8 - 1
3.2.9 - 25
3.2.9 - 1
3.2.10 - P
3.2.10 - 1
3.2.11 - P
3.2.1 1 - 1
3.2.12 - P
3.2.12 - 1
3.2.13 - P
3.2.13 - 25
3.2.15 - 25
3.2.15 - 1
3.2.17 - P
3.2.17 - 1
3.2.17 - 10
3.2.18 - P
3.2.19 - P
3.2.20 - P
3.2.21 - P
3.2.22 - P
3.2.22 - 1
Comprehensive Zoning By -laws
Official Plans
Subdivision Applications
Fill, Construction & Alteration to Waterways Regulation Applications -
Actioned
Fill, Construction & Alteration to Waterways Regulation Applications -
Non - Actioned
Plans of Condominium - MTRCA Comments
Plans of Condominium - MTRCA No Comments
Solicitor/Realtor Written Responses
Land Divisions (Consents) - MTRCA Comments
Land Divisions (Consents) - MTRCA No Comments
Variances - MTRCA Comments
Variances - MTRCA No Comments
Niagara Escarpment Commission - MTRCA Comments
Niagara Escarpment Commission - MTRCA No Comments
Official Plan Amendments - MTRCA Comments
Official Plan Amendments - MTRCA No Comments
Zoning Amendments - MTRCA Comments
Zoning Amendments - MTRCA No Comments
Site Plan Control (S.41) - MTRCA Comments
Site Plan Control (S.41) - MTRCA No Comments
Concept Development /Regulation Property Enquiries - Actioned
Concept Development /Regulation Property Enquiries - Non - Actioned
Parkway Belt Exemptions - MTRCA Comments
Parkway Belt Exemptions - MTRCA No Comments
Administration - Program Development & Policy
Administration - Section Operations
Administration - Program Statistics
Municipal Subwatershed /Natural Resource Studies et al
Environmental Assessment Act Submissions
Secondary Plans /Land Use Studies
.Specialized Municipal By -laws
By -law Development Applications - MTRCA Comments
By -law Development Applications - MTRCA No Comments
NOVEMBER 4, 1994 - FINANCE AND ADMINISTRATION ADVISORY BOARD #5/94 C54
CATEGORY 3 - CENTRAL FILING SYSTEM cont'd
3.3 Engineering & Development
- Water Resources
Retention Code Record Series Name
3.3.1 - P Administration
Except for:
3.3.1 - 1 + CY General Administration
3.3.1 - 1 + CY Administration - Studies & Discussions
Flood Control
3.3.2 - P Flood Warning
3.3.3 - P Dams & Reservoirs
3.3.4 - P Flood Plain Lands & Projects
3.3.5 - P Transportation Systems Files
3.3.6 - P HEC -II Revisions Files
3.3.7 - P Mapping
3.3.8 - P Flood Plain Policy
3.3.9 - P Stormwater Management
Erosion Control
3.3.10 - P General
3.3.11 - 5 YRS. AFTER Studies
WORK IS COMPLETE
3.3.12 - P Maintenance
Waterfront General
3.3.13 - P General
3.3.14 - P Boating Studies
3.3.15 - P Etobicoke Sector
3.3.16 - P City of Toronto
3.3.17 - P Scarborough Sector
3.3.18 - P Pickering /Ajax /Durham
3.3.19 - 3 Resource Planning - Tommy Thompson Park
3.3.20 - 3 Water /Discharge Studies
3.3.21 - 3 Policy
3.3.22 - 5 Resource Management Strategies
3.3.23 - 3 Resource Planning
3.3.24 - P Mississauga
3.3.25 - P Landfilling
3.3.26 - P Watershed Management
C55 FINANCE AND ADMINISTRATION ADVISORY BOARD #5/94 - NOVEMBER 4, 1994
CATEGORY 3 - CENTRAL FILING SYSTEM cont'd
3.4 Resource Management - Water Resources
Retention Code
3.4.1 - P
3.4.1 - P
3.4.1 - P
3.4.2 - 5
3.4.3 - 1 + CY
3.4.4 - 5
3.4.5 - 10
3.4.6 - 5
3.4.6 - 5
3.4.7 - 10
3.4.8 - P
3.4.9 - P
3.4.10 - 10
3.4.10 - 10
3.4.10 - 10
3.4.10 - 10
3.4.10 - 10
Study
3.4.10 - 5
Design
3.4.10 - 10
Reports
3.4.11 - P
3.4.12 - 10
3.4.13 - 10
3.4.14 - P
3.4.15 - P
3.4.16 - P
3.4.17 - P
3.4.18 - P
3.4.19 - P
3.4.20 - P
3.4.21 - P
3.4.22 - P
3.4.23 - P
3.4.24 - P
3.4.25 - P
3.4.26 - 5
3.4.27 - 10
3.4.28 - P
3.4.29 - 5
3.4.30 - 10
3.4.30 - 5 + CY
Record Series Name
Administration
General
General - Contracts & Agreements
General - Miscellaneous
Budget
Project Files
Personnel /Staff Development
MNR & Other Agencies - Policy /Reports
Presentations /Public Meetings/Workshops
Presentations /Public Meetings/Workshops
G.I.S.
MTRCA Jurisdiction
Environmental Policies /Acts /By -laws
Oak Ridges Moraine
Environmental Research, Studies & Planning
Environmental Research, Studies & Planning
Environmental Research, Studies & Planning
Environmental Research, Studies & Planning
Environmental Research, Studies & Planning
Internal
External
Environmental Research, Studies & Planning
Environmental Research, Studies & Planning
ESA Study
Vegetation Management
Plan Review
Proiects /Programs
General
Reforestation
Tree & Shrub Program
Sediment Control
Riparian Habitat
Fisheries Management
Wildlife Management
MTRCA Properties Management
Hydroseeding -
Hazard Tree Removal
Nursery
Subwatershed Planning
Special Projects
Watershed Strategy & Implementation
ESAs
Program Development
Waterfront
Waterfront - Tommy Thompson Park
- General
- Rehabilitation Studies
- Stormwater Quality
- ACAO Class E.A.
- Construction Practices
- Natural Channel
- Environmental Study
NOVEMBER 4, 1994 - FINANCE AND ADMINISTRATION ADVISORY BOARD #5/94
C56
CATEGORY 3 - CENTRAL FILING SYSTEM cont'd
3.10 Field Operations
Retention Code
Record Series Name
3.10.1 - 5 Administration
3.10.2 - 5 Authority Regulations
3.10.3 - 2 Personnel Administrations
3.10.4 - 3 Employment Programs
3.10.5 - 5 Staff Training Programs
3.10.6 - 2 Budgets
3.10.7 - 5 Charitable Programs
3.10.9 - 3 Staff & Committee Meetings
3.10.10 - 2 Concession Operations
3.10.11 - 5 Enforcement Administration
3.10.12 - 5 Safety Administration
3.10.13 - P Safety Officer's Reports
3.10.14 - 5 Resource Management
3.10.15 - 5 Recreation Programs
3.10.16 - 3 Conservation Areas & Properties
3.10.17 - 5 General Planning
3.10.18 - 5 Education Administration
3.10.19 - 5 Field Centre Programs
3.10.20 - 5 Kortright Programs
3.10.21 - P Site Plans
3.10.22 - P Violations"'
3.12 Planning & Development - Field Operations
Retention Code Record Series Name
3.12.1 - 5
3.12.1 - 5
3.12.1 - P
3.12.2 - 3 -5
3.12.2 - 5 -10
3.12.2 - P
3.12.2 - 5
3.12.2 - 5
3.12.2 - 3 or 3 -5
Development Projects - General
Development Projects - Current Project
Development Projects - Completed Projects
Planning & Development - Concept Plans
Planning & Development - Current Master Plans
Planning & Development - Completed Plans
Planning & Development - General
Planning & Development - Recreation Strategy Economic Analysis
Planning & Development - Recreation Strategy 10 Year Inventory
*4 Contains Confidential Information
C57 FINANCE AND ADMINISTRATION ADVISORY BOARD #5/94 - NOVEMBER 4, 1994
CATEGORY 3 - CENTRAL FILING SYSTEM cont'd
3.13 Communications - CAO's Office
Retention Code Record Series Name
3.13.1 - 3 Administrative
3.13.2 - 3 Advertising & Promotion
3.13.3 - 3 -20 Agreements"
3.13.4 - 5 Authority Brochures & Publications
3.13.5 - 5 Board Meetings /Related Materials
3.13.6 - 3 Budgets
3.13.7 - 5 Committee (Sub - Committee) Meetings/Related Materials
3.13.8 - 5 Conservation Areas
3.13.9 - 5 Conservation Field Centres
3.13.10 - 5 Exhibits
3.13.11 - 5 Films
3.13.12 - P Foundation
3.13.12 - 5 Foundation - Current Projects
3.13.12 - P Foundation - Completed Projects
3.13.12 - 3 Foundation - General Correspondence
3.13.13 - 5 Grant Applications
3.13.14 - P Joint Planning Committee
3.13.15 - 5 Marketing Plans
3.13.16 - 5 MTRCA General
3.13.17 - 3 Newspapers & Magazines
3.13.18 - P Official Openings
3.13.19 - 3 Personnel Files
3.13.20 - 3 Radio & TV Stations
3.13.21 - P Special Functions
3.13.22 - 5 Travel Trade
3.13.23 - 5 Studies
3.13.24 - 5 Conservation Centres
3.13.25 - P Policies
3.13.25 - P Policies - Government Studies
3.13.26 - 5 Membership
*6
Should be kept for the Duration of the Agreement, plus 3 Additional Years.
NOVEMBER 4, 1994 - FINANCE AND ADMINISTRATION ADVISORY BOARD #5/94 C58
CATEGORY 5 - FOUNDATION
5.1 Foundation
Retention Code Record Series Name
5.1.2 - 10 Financial
5.1 .3 - 10 Legal
5.1.4 - 3 General
5.1.5 - 3 Kortright Centre
5.1.6 - 3 Black Creek Pioneer Village
5.1.7 - 3 B. Harper Conservation Fellowship Award
5.1.8 - P Personnel
5.1.9 - 3 Conservation Authority
5.1.10 - 3 Canadian National Sportsman's Fund
5.1 .1 1 - 3 Conservation Areas
5.1.12 - 3 Trees
C59 FINANCE AND ADMINISTRATION ADVISORY BOARD #5/94 - NOVEMBER 4, 1994
SECTION II - ITEMS FOR EXECUTIVE CONSIDERATION
3. UPDATE OF PERSONNEL POLICY
- Employee Conduct
KEY ISSUE
The personnel policy on employee conduct requires updating. The existing version is silent on the
issue of proper care of funds, goods and products with which the employee is entrusted.
Res. #F31/94
Moved by:
Seconded by:
Patrick Abtan
Jim Witty
THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT the personnel policy on
Conduct be updated to include the statement "that Authority employees shall honour their position
of trust in the proper care of the Authority funds, goods, products and other assets ".
CARRIED
BACKGROUND
Although our policy on employee conduct is fairly comprehensive, it neglects to specify directly
that employees handling Authority funds and goods are in a special position of trust that must be
honoured.
Improper care of funds and goods has not been a serious problem at the Authority. Our auditing
and inventory control systems are effective. When problems arise, such as using goods for
personal use or petty theft, the situations are dealt with quickly and appropriately.
The personnel policy on Conduct is used as an orientation tool by supervisors. The proposed
policy update will make the policy more effective and ensure that employees understand their
obligations from the date of hire.
SECTION IV - ITEMS FOR THE INFORMATION OF THE BOARD
4. ACCOUNTS RECEIVABLE STATUS REPORT
- October 25, 1994
KEY ISSUE
Staff report on accounts receivable as of October 25, 1994.
Res. #F32/94
Moved by:
Seconded by:
Brian Harrison
Jim Witty
THAT the report on accounts receivable of the Authority as of October 25, 1994, be received.
NOVEMBER 4, 1994 - FINANCE AND ADMINISTRATION ADVISORY BOARD #5/94 C60
SECTION IV - ITEMS FOR THE INFORMATION OF THE BOARD
4. ACCOUNTS RECEIVABLE STATUS REPORT (CONTD.)
- October 25, 1994
AMENDMENT Moved by: Brian Harrison
Res. #F33/94 Seconded by: Jim Witty
THAT the Chairs and the senior administrators of the Metro area school boards that use Authority
facilities be informed in writing of the Authority's Accounts Receivable Policy.
THE AMENDMENT WAS
CARRIED
THE MAIN MOTION, AS AMENDED, WAS CARRIED
BACKGROUND
At its meeting #3/91 the Board requested that for each of its meetings staff report on the status of
the Authority's receivables.
ANALYSIS
The schedule below summarizes the status of receivables, including aging and classification. The
schedule excludes $2,107 in accumulated interest arrears on invoices outstanding for more than 30
days.
ACCOUNTS RECEIVABLE AGING, BY CATEGORY
(Excluding Municipal Levy and MNR Grant)
As of October 25, 1994
Receivables are up 60% since the last report, dated September 4, 1994. At that time, receivables
from schools and school boards amounted to only $51,070, indicative of the relatively low number
of bookings with schools over the summer months. On October 25, 1994, receivables from
schools and school boards amounted to $316,468, reflecting increased business with schools with
the start of a new year.
CURRENT
31 TO 60
DAYS
61 TO 90
DAYS
90 PLUS
DAYS
TOTAL
%
SCHOOLS AND
SCHOOL BOARDS
309,918
2,430
0
4,120
316,468
67.9
GOVERNMENT
74,462
12,217
7,764
366
94,809
20.3
CORPORATE,
INDIVIDUAL AND
COMMUNITY
GROUPS
20,243
16,415
1,965
16,039
54,662
11.8
TOTAL
404,623
31,062
9,729
20,525
465,939
100.0
% OF TOTAL
86.8
6.7
2.1
4.4
100.0
Receivables are up 60% since the last report, dated September 4, 1994. At that time, receivables
from schools and school boards amounted to only $51,070, indicative of the relatively low number
of bookings with schools over the summer months. On October 25, 1994, receivables from
schools and school boards amounted to $316,468, reflecting increased business with schools with
the start of a new year.
C61 FINANCE AND ADMINISTRATION ADVISORY BOARD #5/94 - NOVEMBER 4, 1994
SECTION IV - ITEMS FOR THE INFORMATION OF THE BOARD
4. ACCOUNTS RECEIVABLE STATUS REPORT (CONTD.)
- October 25, 1994
Receivable balances as reported on each of the previous reports to the Board are presented below:
DATE
Total
$
90 -Plus
S
October 25/94
465,939
20,525
September 4/94
290,913
23,061
June 12/94
476,882
137,440
April 24/94
387,596
43,375
December 31/93
858,375
67,813
October 3/93
431,385
75,215
May 30/93
429,864
59,207
February 07/93
277,844
58,454
December 31/92
816,609
89,378
November 1/92
630,868
58,622
September 20/92
501,784
141,929
July 26/92
371,826
126,124
May 24/91
526,831
171,845
February 9/92
750,801
125,183
November 15/91
1,030,971
274,131
August 25/91
713,007
177,335
June 30/91
720,531
195,593
NOVEMBER 4, 1994 - FINANCE AND ADMINISTRATION ADVISORY BOARD #5/94 C62
SECTION IV - ITEMS FOR THE INFORMATION OF THE BOARD
4. ACCOUNTS RECEIVABLE STATUS REPORT (CONTD.)
- October 25, 1994
The list below itemizes accounts greater than $ 1,000 included in the 90 day plus category.
CLIENT NAME
AMOUNT
$
ARREARS
INTEREST
$
AGE
(DAYS)
Green Diamond Day Camp
2,500.00
115.19
98
City of Toronto Board of Education
1,090.00
84.24
168
Vito Pacifico
1,245.00
96.23
161
Solar Energy Society of Canada
8,598.58
392.77
98
TOTAL
13,433.58
687.43
All items on the above list are deemed collectable.
TERMINATION
ON MOTION, the meeting terminated at 9:45 a.m., November 4, 1994.
Richard O'Brien J. Crain Mather
Chair Secretary- Treasurer
/bb.
c.
Working Together for Tomorrow's Greenspace
the metropolitan toronto and region conservation authority
minutes
C63
JANUARY 13, 1995 FINANCE AND ADMINISTRATION ADVISORY BOARD #6/94
The Finance and Administration Advisory Board met in the Humber Room, Head Office, 5
Shoreham Drive, Downsview. The Chair, Richard O'Brien, called the meeting to order at 8:30 a.m.
PRESENT,
Chair Richard O'Brien
Members
Raymond Cho
Brian Harrison
Eldred King
ABSENT Members Patrick Abtan
Frank McKechnie
Peter Oyler
Jim Witty
MINUTES,
Res. #F34/94
Moved by:
Seconded by:
THAT the Minutes of Meeting #5194 be approved.
DISCLOSURE OF INTEREST
Raymond Cho
Eldred King
CARRIED
Raymond Cho, presently on leave of absence from the Toronto Board of Education, declared a
conflict with respect to item 3, Accounts Receivable Status Report, and did not participate in
discussion or vote on this matter.
C64 JANUARY 13, 1995 - FINANCE AND ADMINISTRATION ADVISORY BOARD #6/94
SECTION I - ITEMS FOR AUTHORITY CONSIDERATION
1. AUDITOR SERVICES PROPOSAL
KEY ISSUE
The Finance and Administration Advisory Board, on November 4, 1994, approved Resolution
#F29/94 which asks staff to report at the January 13, 1995 meeting on the appointment of
auditors statutory resolutions.
Res. #F35/94
Moved by:
Seconded by:
Brian Harrison
Eldred King
THE BOARD RECOMMENDS TO THE AUTHORITY THAT there be a call for proposals for audit
services for the 1995 to 1999 fiscal years;
AND FURTHER THAT staff is to bring forward a recommendation for appointment of auditors to the
Authority, no later than July 28, 1995.
CARRIED
BACKGROUND
Section 38(1) of the Conservation Authorities Act states:
"Every authority shall cause its accounts and transactions to be audited annually by a
person licensed under the Public Accountancy Act."
The Authority has approved the appointment of Ernst & Young as auditors of the Authority since
1957. At its meeting of November 1994, the Finance and Administration Board asked that staff
give consideration to a proposal call for appointment of auditors. Such a proposal call would be
done in conformity with the Authority's purchasing policies and procedures.
ANALYSIS
In previous years, Authority staff and the Board have given consideration to the need for a proposal
call for the appointment of auditors. The Authority has enjoyed a long and successful relationship
with the firm of Ernst & Young. The quality and timeliness of their work has been excellent. They
have responded well to the Authority's need for clarification in a number of situations. The cost of
audit services has remained virtually unchanged in recent years: 1990 - $49,024; 1991 - $48,009;
1992 - $47,999; and, 1993 - $47,536.
As a public agency, the Authority ensures that as many qualified organizations as possible have an
opportunity to bid for the work of the Authority. Balanced against this need for fairness and
equity, is the need to recognize that the process of seeking competitive proposals is a time
consuming one, which may not produce significant economic benefits to the Authority. Given that
the Authority has been more than satisfied with the work of Ernst & Young, and that a detailed
proposal has significant staff and advertising costs, the value added to such an exercise must be
considered very carefully.
FINANCE AND ADMINISTRATION ADVISORY BOARD 66/94 - JANUARY 13, 1995 C65
SECTION I - ITEMS FOR AUTHORITY CONSIDERATION
1. AUDITOR SERVICES PROPOSAL
On the whole, it would appear prudent that the Authority should conduct a public proposal call.
Such a proposal call will include, as a condition, that the successful candidate will be appointed as
auditor for a minimum of five years, subject to satisfactory performance.
The Authority's financial activities are such that a new firm being retained by the Authority will
require a significant orientation with attendant higher than usual costs in staff time and support. It
is important that there be continuity, which staff believe can be achieved by making the
appointment-a minimum of five years.
FINANCIAL IMPLICATIONS
It is difficult to estimate the staff time involved in conducting this proposal call. It is estimated that
some $5,000 to $10,000 in staff time will be required. We anticipate that it will be necessary to
conduct a proponents meeting to which would be invited all interested individuals and
organizations. Depending on the response to the proposal call, it may be necessary to reduce the
proponents to a short list which would be submitted to the Finance and Administration Advisory
Board and the Executive Committee for approval, prior to a final call for detailed proposals from
those firms selected on the short list. Analysis of the proposals and submission of a final
recommendation should be made to the June 23, 1995 meeting of the Finance and Administration
Advisory Board, for submission to the Authority on July 28, 1995. This timing is necessary to
ensure that appointment can be made and the audit team is in place in the fall of 1995. We
estimate advertising costs in the range of $2,000 to $3,000.
SECTION II - ITEMS FOR EXECUTIVE COMMITTEE CONSIDERATION
2. PERSONNEL POLICY CHANGES
- Lay -off and Termination of Employment
KEY ISSUE
Staff recommend changes to the Authority's personnel polices relating to lay -off and termination of
employment.
Res. #F36/94
Moved by:
Seconded by:
Brian Harrison
Eldred King
THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT the following amendments to
personnel policies be approved:
(a) The introduction of Personnel Policy #10 entitled Lay -Off;
C66 JANUARY 13, 1995 - FINANCE AND ADMINISTRATION ADVISORY BOARD #6194
SECTION 11 - ITEMS FOR EXECUTIVE COMMITTEE CONSIDERATION
2. PERSONNEL POLICY CHANGES (CONTD.)
-Lay -off and Termination of Employment
(b) And that Personnel Policy #11, Termination of Employment, be amended to include
Section (D) Termination with Proper Notice.
CARRIED
BACKGROUND
Recent review of the Authority's personnel policies indicates that some changes are required.
These changes are noted under the following sub - headings.
LAY -OFF POLICY
In 1994, the Authority was required to make a number of full -time lay -offs because of the
provincial government's economic restraint legislation. Given the number of full time lay -offs that
the Authority encountered, a formal lay -off policy is required. The foregoing recommendation
would implement a new policy which will provide a clear description of the definition for lay -off of
all staff. The policy would be as follows.
HIRING /EMPLOYMENT STATUS
10. LAY OFF
a) TEMPORARY LAY -OFF
A temporary lay -off is an interruption in the employees employment of thirteen
weeks or less. Temporary lay -off may be extended to a maximum of thirty -five
weeks, with the permission of the Employment Standards Branch and provided the
Authority continues the health -care benefits to which the employee is entitled.
Employees should be given as much notice as possible prior to a lay -off.
b) PERMANENT LAY -OFF
A lay -off of more than thirty five weeks must be treated as a Termination of
Employment in accordance with policy 11 (d).
TERMINATION POLICY
As a result of the recent downsizing, Authority staff have encountered some confusion associated
with the distinction between severance pay and termination pay. Accordingly, the existing
termination policy requires additions to ensure that the Authority's obligations are clearly
understood. The amended termination policy is as follows.
FINANCE AND ADMINISTRATION ADVISORY BOARD #6/94 - JANUARY 13, 1995 C67
SECTION 1I - ITEMS FOR EXECUTIVE COMMITTEE CONSIDERATION
2. PERSONNEL POUCY CHANGES (CONTD.)
- Lay -off and Termination of Employment
11. TERMINATION OF EMPLOYMENT
The Authority shall pay to the employee any payments to which the employee is entitled
upon ceasing employment as a result of:
(a) DEATH
Such payments shall be made to the employee's estate or beneficiary;
(b) RESIGNATION
Employees must give at least two weeks notice of their resignation from the
Authority;
(c) RETIREMENT
The normal retirement date shall be at the first of the month following the
employee's 65th birthday unless the Executive Committee authorizes the employee
to continue in the same position for a specific period;
(d) TERMINATION
Employment may be terminated at any time with proper notice and in accordance
with the provisions of The Employment Standards Act.
• if the employee has worked for the Authority for three months or more the
Employee must given one week of Notice of Termination for each year of
service to a maximum of eight weeks;
• Notice of Termination must be in writing gr an equivalent amount of salary
must be paid in lieu of written notice;
• if the employee has worked for the Authority for five years or more the
employee is entitled to severance pay in addition to Notice of Termination;
• severance pay is equal to one week's salary for each year of service to a
maximum of 26 weeks. For less- than -full time employees, the amount of
severance will be pro- rated.
C68 JANUARY 13, 1995 - FINANCE AND ADMINISTRATION ADVISORY BOARD 16/94
SECTION IV - ITEMS FOR THE INFORMATION OF THE BOARD
3. ACCOUNTS RECEIVABLE STATUS REPORT
- December 30, 1994
KEY ISSUE
Staff report on accounts receivable as of December 30, 1994.
Res. #F37/94
Moved by:
Seconded by:
Brian Harrison
Eldred King
THAT the report on accounts receivable of the Authority as of December 30, 1994, be received.
CARRIED
BACKGROUND
At its meeting #3/91, the Board requested that for each of its meetings staff report on the status
of the Authority's receivables.
ANALYSIS
The schedule below summarizes the status of receivables, including aging and classification. The
schedule excludes $ 1,726 in accumulated interest arrears on invoices outstanding for more than 30
days.
ACCOUNTS RECEIVABLE AGING, BY CATEGORY
(Excluding Municipal Levy and MNR Grant)
As of December 30, 1994
Consistent for this time of year, total receivables are higher than at any other time and will increase
when the year's final invoices are processed. Included in the school board receivables are amounts
due under special funding agreements and for seconded teachers, which total approximately
$300,000.
The 90 -day plus category ($5,753) is at the lowest level it has been in many years. Items in
excess of $1,000 are deemed collectable.
CURRENT
31 TO 60
DAYS
$
61 TO 90
DAYS
$
90 PLUS
DAYS
$
TOTAL
$
Schools and School
Boards
502,246
43,451
7,874
3,599
557,170
75.2
Govemment
111,435
5,561
1,193
291
118,480
16.0
Corporate,
Individual and
Community Groups
29,170
32,830
1,544
1,863
65,407
8.8
TOTAL
642,851
81,842
10,611
5,753
741,057
100.0
% OF TOTAL
86.7
11.0
1.4
0.8
100.0
Consistent for this time of year, total receivables are higher than at any other time and will increase
when the year's final invoices are processed. Included in the school board receivables are amounts
due under special funding agreements and for seconded teachers, which total approximately
$300,000.
The 90 -day plus category ($5,753) is at the lowest level it has been in many years. Items in
excess of $1,000 are deemed collectable.
FINANCE AND ADMINISTRATION ADVISORY BOARD #6194 - JANUARY 13, 1995 C69
SECTION IV - ITEMS FQR THE INFORMATION OF THE BOARD
3. ACCOUNTS RECEIVABLE STATUS REPORT (CONTD.)
- December 30, 1994
Receivable balances as reported on each of the previous reports to the Board are presented below:
DATE
Total $
90 -Plus $
December 30/94
741,057
5,753
October 25/94
465,939
20,525
September 4/94
290,913
23,061
June 12/94
476,882
137,440
April 24/94
387,596
43,375
December 31/93
858,375
67,813
October 3/93
431,385
75,215
May 30/93
429,864
59,207
February 07/93
277,844
58,454
December 31/92
816,609
89,378
November 1/92
630,868
58,622
September 20/92
501,784
141,929
July 26/92
371,826
126,124
May 24/91
526,831
171,845
February 9/92
750,801
125,183
November 15/91
1,030,971
274,131
August 25/91
713,007
177,335
June 30/91
720,531
195,593
The list below itemizes accounts greater than $ 1,000 included in the 90 day plus category.
CLIENT NAME
AMOUNT
ARREARS
INTEREST
AGE
(DAYS)
Toronto French School
$2,392.52
$109.29
96
City of Toronto Board of Education
$1,090.00
5119.73
236
TOTAL
$3,482.52
$229.02
All items on the above list are deemed collectable.
C70 JANUARY 13, 1995 - FINANCE AND ADMINISTRATION ADVISORY BOARD #6194
SECTION IV - ITEMS FOR THE INFORMATION OF THE BOARD
4. PURCHASE AND /OR SALE OF PROPERTY FROM PUBUC BODY TO PUBUC BODY
KEY ISSUE
Request from members of the Authority for a report to the Finance and Administration Advisory
Board on the issue of the purchase and /or sale of property from public body to public body.
Res. #F38/94
Moved by:
Seconded by:
Eldred King
Brian Harrison
THAT the staff report dated 1995.01.12 on the purchase and /or sale of property from public body
to public body be received.
AMENDMENT Moved by: Eldred King
Res. #39/94 Seconded by: Brian Harrison
THAT the report on purchase and /or sale of property from public body to public body be forwarded
to the Authority for information.
THE AMENDMENT WAS CARRIED
THE MAIN MOTION, AS AMENDED, WAS CARRIED
BACKGROUND
A report on this matter was requested at Authority meeting #9/94, at which time a summary of
Authority acquisition and sale activities during 1994 was being presented.
LANDS BEING ACQUIRED
The Interim Greenspace Protection and Acquisition Project 1993 - 1995 is one component of the
Authority's effort to ensure the future of greenspace resources.
The current approved Greenspace Acquisition Project, as in the case of all previous acquisition
projects since the Authority's inception, includes provision for the Authority to acquire Municipal
lands, at a nominal cost, when they are located within the boundary of approved Authority
acquisition projects ". Accordingly, the Authority is generally able to acquire municipal owned lands
within Authority projects at nominal consideration.
While the Authority has in the past been relatively successful in obtaining lands required from other
public bodies at very low or nominal cost, each parcel, as in the instance of acquisitions from the
private sector, is required to be dealt with on a parcel to parcel basis.
FINANCE AND ADMINISTRATION ADVISORY BOARD #6194 - JANUARY 13, 1995 C71
SECTION IV - ITEMS FOR THE INFORMATION OF THE BOARD
4. PURCHASE AND /OR SALE OF PROPERTY FROM PUBUC BODY TO PUBUC BODY
(CONTD.)
LANDS BEING SOLD
In dealing with the disposition of Authority lands to public bodies, the Authority is required to
comply with the provisions of Section 21(c) of the Conservation Authorities Act and the policies
contained in the Policy and Procedures Manual for Conservation Authorities, prepared by the
Ministry of Natural Resources.
The provincial policies include the requirements for the sale of all lands, including sales to public
bodies to be at market value, and the approval of the Lieutenant - Govemor in Council to be
obtained.
In instances of dealings with minor road widenings and other minor servicing requirements for
municipalities who have conveyed lands to the Authority at nominal consideration, the Authority
has been successful in convincing the Province of Ontario that it is in the best interest of the
Authority to waive the market value requirement and convey lands at nominal consideration.
TERMINATION
ON MOTION, the meeting terminated at 8:55 a.m., January 13, 1995.
Richard O'Brien J. Craig Mather
Chair Secretary- Treasurer
/bb.
c.
Working Together for Tomorrow's Greenspace
Pr the metropolitan toronto and region conservation authority
minutes
C72
FEBRUARY 10, 1995 FINANCE AND ADMINISTRATION ADVISORY BOARD #7/94
The Finance and Administration Advisory Board and the Executive Committee met jointly in the
Humber Room, Head Office, 5 Shoreham Drive, Downsview. The Chair, Richard O'Brien, called the
meeting to order at 9:35 a.m.
PRESENT
Chair Richard O'Brien
Present
Raymond Cho
Lois Griffin
Brian Harrison
Lorna Jackson
Paul Palleschi
Jim catty
ABSENT Members Patrick Abtan
Eldred King
Frank McKechnie
Peter Oyler
Chair of the Authority William Granger
COMMITTEE OF THE WHOLE
Res. #E222/94
Res. #F40/94
Moved by:
Seconded by:
Jim Witty
Richard O'Brien
THAT the meeting move into closed session to discuss the Authority's response to The
Municipality of Metropolitan Toronto's request to review the implications of a five percent
reduction of municipal levy.
CARRIED
The meeting rose from closed session. The Finance and Administration Advisory Board adjourned.
TERMINATION
ON MOTION, the meeting terminated at 11:10 a.m., February 10, 1995.
Richard O'Brien J. Crain Mather
Chair Secretary- Treasurer
/bb.