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HomeMy WebLinkAboutPersonnel Sub-Committee 1980 ~ P-1 , the metropolitan toronto and region conservation authority minutes PERSONNEL SUB-COMMITTEE THURSDAY-UAY-1-1980 #1/80 The Personnel Sub-Committee met at the Authority Office, 5 Shoreham Drive, DOWNSVIEW, Ontario, on Thursday, May 1, 1980, commencing at 10:00 a.m. PRESENT WERE Chairman Mrs. L. Hancey Members M. J. Breen Dr. T. H. Leith llrs. S. Hartin Authority Chairman R. G. Henderson Authority Vice Chairman Mrs. F. Gell Executive Committee Member J. S. Scott Secretary-Treasurer K. G. Higgs Director, Finance and Administration W. E. Jones Adm. - Conservation Land Management P. B. Flood ABSENT WERE llember E. V.. Ko1b CONFERENCES, SEMINARS AND TRAINING COURSES Res. #1 Moved by: R. G. Henderson Seconded by: Mrs. Y. Cell THE COMMITTEE RECOMMENDS THAT the conferences, conventions and seminars, as appended as Schedule "A", be authorized for 1980 and that the fees in connection therewith be paid. CARRIED; FINANCE AND ADMINISTRATION DIVISION - ORGANIZATION Res. #2 Moved by: Dr. T. H. Leith Seconded by: M. J. Breen THE COMMITTEE RECOMMENDS THAT the organization chart and posi':ion descriptions of the Finance and Administration Division, as amended and appended as Schedule "B", be approved and that the Personnel Manual be amended accordingly and further that the salary classification levels as recommended be approved. CARRIED; RE-CLASSIFICATION AND SALARY ADJUSTMENT - TECHNICIAN CONSERVATION INFOmlATION SECTION Res. #3 Moved by: Dr. T. H. Leith Seconded by: Mrs. S. Martin THE COMMITTEE RECOMMENDS THAT the position of Technician with the Conservation Information Section, Information and Education Division, be re-classified from Classification Level 2 to Classification Level 3.' CARRIED; \ RECLASSIFICATION OF SECRETARY - CONSERVATION EDUCATION SECTION; AND RECLASSIFICATION OF CLERK - CONSERVATION EDUCATION SECTION Res. #4 Moved by: Dr. T. H. Leith Seconded by: Mrs. S. Uartin P-2 - 2 - THE COMMITTEE RECOMMENDS THAT: l. The position of Secretary, Conservation Education Section, Information and Education Division, be renamed "Administrative Coordinator" and be re- classified from Classification Level 3 to Classification Level 4; and 2. THAT the position of Clerk, Conservation Education Section, Information and Education Division become "Secretary" and be re-classified from Classification Level 2 to Classification Level 3. CARRIED; AN ACT RESPECTING THE OCCUPATIONAL HEALTH AND OCCUPATIONAL SAFETY OF WORKERS Res. #5 Moved by: Mrs. S. Martin Seconded by: R. G. Henderson THE COMMITTEE RECOMMENDS THAT in accordance with the provisions of the Act respecting The Occupational Health and Occupational Safety of Workers, a Safety / Committee for the Metropolitan Toronto and Region Conservation Authority be established; AND FURTHER THAT: The Staff be directed to prepare an information package on "The Act" and distribute to all employees; AND FURTHER THAT: At a general meeting of all staff directly involved, all non-supervisory staff, where applicable, be supplied with ballots to elect two representatives from the general labour force, one representing the work force in projects located East of Yonge Street, and one from projects located West of Yonge Street. AND FURTHER THAT: The following supervisory staff be appointed to represent the Employer (the Authority) on a Health and Safety Committee; William Robinson, Safety Officer, Conservation Land Management Division, and Ronald Dewell, Main- tenance and Operations Supervisor, Water Resources Division. CARRIED; SECRETARIAL COURSE - REQUEST FOR ASSISTANCE Res. #6 Moved by: Dr. T. H. Leith Seconded by: Mrs. F. Gell THE COMMITTEE RECOMMENDS THAT Miss Janet King be authorized to enroll in a secretarial course at Seneca College, and that the tuition fees for the first year in the amount of $70.00 be paid. CARRIED; PART-TIME STUDIES (York University) Res. #7 Moved by: Dr. T. H. Leith Seconded by: M. J. Breen THE COMMITTEE RECOM1ffiNDS THAT Mercedes Ruano be authorized to attend the Managerial Cost Accounting and Analysis and Introductory Finance courses at York University in the 1980/81 Fall-Winter session; and THAT the tuition fees, in the amount of $87.25 per course ($174.50 for both courses) , be paid. CARRIED; FULL TIME STUDIES - RESIDENTIAL ASSISTANT BOYD CONSERVATION FIELD CENTRE Res. #8 Moved by: R. G. Henderson Seconded by: Dr. T. H. Leith THE COMMITTEE RECOM1ffiNDS THAT Brenda Wright, Residential Assistant at the Boyd Conservation Field Centre, be granted a leave of absence for the period from September 1, 1980 to June 1, 1981; and THAT the tuition fees for the courses leading to a Bachelor of Education Degree and an Ontario Teaching Certificate, in the amount of $835.00, be paid. CARRIED; - 3 - P-3 MEL HUDEMA - RETIREMENT Res. #9 Moved by: R. G. Henderson Seconded by: M. J. Breen THE COMMITTEE RECOMMENDS THAT Mel Hudema be authorized an extent ion until the end of July so that a replacement can be trained. CARRIED; RETIREMENT - FERNANDO A. DEURBROUCK Res. #10 Moved by: R. G. Henderson Seconded by: M. J. Breen THE COMMITTEE RECOMMENDS THAT Mr. Fernando A. Deurbrouck's retirement from the full time staff on the Authority be deferred from April 30, 1980 to become effective December 20, 1980. CARRIED; APPOINT~ffiNTS, TRANSFERS, AND/OR PROMOTIONS TO AND WITHIN THE FULL TIME AND FULL TIME PROBATIONARY STAFF Res. #11 Moved by: R. G. Henderson Seconded by: Mrs. F. Gell THE COMMITTEE RECOMMENDS THAT the following appointments, transfers and/or promotions be made to the Full Time and Full Time Probationary Staff:- 1/ APPOINTEMENTS TO THE FULL TIME PROBATIONARY STAFF Name Position Level Effective Date Paul Longpre Livestock Attendant - March ,12, 1980 James B. Berry Assistant Works - February 18, 1980 Superintendent- Vikki L. Geary Accounting Assistant 3 Febrl1l'lry 4, 1980 (Payables) Donald R. Haley Project Engineer 7 November 28, 1979 James D. Finch Supervisor, Budget Control 6 February 25, 1980 2/ APPOINTMENTS TO THE FULL TIME STAFF Name Position Level Effective Date Julie Lauritzen Secretary 3 February 4, 1980 Ralph Westendorp Supervisor, Kortright 7A January 1, 1980 Centre for Conservation Lina Pilato Senior Secretary 4 January 1, 1980 Jane Harnadek Senior Secretary 4 March 16, 1980 Rhonda Locke Accounting Assistant 3 March 2, 1980 Receivables Richard Padmore Labourer - February 4, 1980 James D. Finch Supervisor, Budget Control 8 April 27, 1980 Christine Bell Residential Assistant- 3A September 1, 1980 Maurice Berthiaume Instructor 4 September 1, 1980 Catherine Schoenthier Residential Assistant 3A September I, 1980 Catherine Fletcher Instructor 4 September 1, 1980 James B. Berry Assistant Works - April 27, 1980 Superintendent Donald Ward Labourer - April 27, 1980 3/ TRANSFERS AND/OR PROMOTIONS WITHIN THE FULL TIME STAFF Name Position Level Effective Date LaBerta Hamill Accounting Assistant 3 March 30, 1980 Payroll Don Hebert Building Manager II 5 February 17, 1980 Stephen Bain Superintendent 5A January 1, 1980 John K. Britton Superintendent 5A March 2, 1980 Mary E. Miller Assistant Accountant 4 April 27, 1980 Muriel Yates Accounting Assistant, 4 April 27, 1980 Claims & Invoicing P-4 - 4 - APPOINnlENTS, TRANSFERS, AND/OR PROMOTIONS TO AND WITHIN THE FULL TIME AND FULL TIME PROBATIONARY STAFF 3/ TRANSFERS AND/OR PROMOTIONS WITHIN THE FULL TIME STAFF (Continued) Name Position Level Effective Date John Annunziello Technician 3 April 27, 1980 Janice Haggart Secretary 3 April 27, 1980 Marjorie Pudney Administrative 4 April 27, 1980 Co-Ordinator Constance Nelson Supervisor, Personnel 6 April 27, 1980 Services Anthony Ceney Lead Hand - April 27, 1980 Margaret Taylor Senior Livestock Person - April 13, 1980 Roger McClure Supervisor, Livestock - April 13, 1980 Section Anne Patterson Residential Assistant 3A September 1, 1980 Alex Vernest Building Hanager II 5 September I, 1980 Leonard Cowie Supervisor, Mailing, 6 April 27, 1980 Printing and Office Supply Services CARRIED; ADJOURNMENT On Motion, the Meeting adjourned at 11:30 a.m., May 1, 1980. Mrs. L. Hancey K. G. Higgs Chairman Secretary-Treasurer : j P-5 SCHEDULE "A" TO: The Chairman and Members of the Personnel Sub-Committee, M.T.R.C.A., Meeting #1/80 - Thursday, May 1, '1980 RE: CONFERENCES, SEMINARS AND TRAINING COURSES IT IS RECOMMENDED THAT THE following conferences, conventions and seminars by authorized for 1980 and that the fees in connection therewith be paid:- 1/ CONFERENCES, TRAINING COURSES AND SEMINARS Executive and Senior Staff Account Item Staff Member(s) Cost Code .S.C.S.A. Annual Meeting K. G. Higgs $500. 01-07-13 Dearborn, Michigan .Bi-ennial Conference of Senior Staff and 01-07-13 The Chairman's Committee representative of the Conservation of Executive Authorities of Ontario Committee September 14-17 Trenton, Ontario Finance and Administration .Ontario Chapter Right-of- W. E. Jones $300. app. 01-07-13 Way Association, Ontario .Appraisal Institute of D. J. Prince $ 45. 01-07-13 Canada .Insurance Institute of D. Osborne $ 40. app. 01-07-13 Ontario Information and Education .Council of Outdoor J. Wansbrough $100. 14-01-04 Educators of Ontario September - 1980 .Ontario Museum Assoc. A. ~Iayhoe $100. 14-15-04 Windsor, October/80 .Association of Canadian A. Hayhoe $100. 14-15-04 Interpreters - Fall/80 .Council of Outdoor T. Carr $100. 14-10-04 Educators of Ontario . September .- 1980 .Council of Outdoor D. Young $100. 14-25-04 . Educators of Ontario September - 1980 .Annual COEO Conference G. Linney $100. 14-30-04 .Environmental Science A. Foster $100. 14-35-04 Teachers Conference October - 1980 .Interpretation Canada R. Westendorp $250. 14-35-04 Workshop, Thunder Bay, October - 1980 .Interpretation Canada A. Foster $100. 14-35-04 Ontario Region Workshop September - 1980 .Council of Outdoor R. Hudson $100. 14-13-04 Educators of Ontario September - 1980 P-6 Personnel Sub-Committee Meeting #1/80 Conferences, Seminars and Training Cpurse~ , , , " ' " . Page 2 CONFERENCES, TRAINING COURSES AND SEMINARS (Continued) Historical Sites Account Item Staff Member(s) Cost Code .Two Seminars - -,' N. Elliott $100. 15-01-76 Certificate in Basic Museum Studies .Two Seminars - J. Hughes $100. 15-01-76 Certificate in Basic Museum Studies .Two Seminars - L. O'Byrne $100. 15-01-76 Certificate in Basic Museum Studies .Two Seminars - D. Smith $100. 15-01-76 Certificate in Basic Museum Studies .Ontario Museum Assoc. .R. K. C~oper $ 75. 15-01-76 Windsor, October/SO .Ontario Museum Assoc. J. M' Hughes $ 75. 15-01-76 Windsor, October/80 .Ontario Museum Assoc. N. Elliott $ 75. 15-01-76 Windsor, October/80 .Ontario Museum Assoc. L. O'Byrne $ 75. 15-01-76 Windsor, October/SO .Ontario Museum Assoc. F. Castle $ 75. 15-01-76 Windsor, October/80 Conserv.a t ion Lan'd Managemen t .Ontario Parks Assoc. J. Agnew $150. 28-28-71 .Ontario Parks Assoc. S. Bontje $150. 28-28-71 .Ontario Maple Syrup J. Agnew $100. 28-28-71 Producers Association .Ontario Maple Syrup A. Ceney $100. 12-03-18 Producers Association .Ontario Maple Syrup M. MacDowell $100. 12-03-18 Producers Association .Conservation Authorities 20+/- area $2500. Various area Supervisor's Workshop supervisors budgets .Horticulture in the 80's G. Misumi $ 35 25-01-02 .Horticulture in the 80's D. Dyce $ 35. 25-01-02 .Ontario Shade Tree D. Dyce $250. 25-01-02 Council .Ontario Shade Tree E. Oakleaf $250. 25-01-02 Council .Canadian Parks and P. B. Flood $300. 01-03-06 Recreation . Welding courses - Board D. Fuller $ 35. 12-02-40 of Education--Dufferin Water Resource .Storm Water Management M. R. Garrett $300. 20,-01-02 Seminar .Storm Water Management J. C. Mather $300. 26-02-02 Seminar .Coastal Engineering M. R. Garrett $500. 20-01-02 .Coastal Zone '80, D. E. Denney $500. 20-01-02 Florida .Ontario Parks Assoc. W. G. Mulholland $100. 20-01-02 ~-'( Personnel Sub-Committee Meeting #1/80 Conferences, Seminars. an\! r~aipit.1g" ~~u;p:>~s, ,',; ;'" ",,, "'" " Page 3 . CONFERENCES, TRAINING COURSES' AND' SEMINARS (Continued) Planning and Policy Account Item Staff Memh'er(s) Cost Code .S.C.S.A. Annual Meeting, A. C. Deans $500. 01-03-06 Dearborn, Michigan .American Planning Assoc. J. W. Maletich 30-01-01 Annual Meeting cn~ CJ - ~" i ~~ Director, Finance Lnd Administration t:1 I c: , . (C.L. 11) t'" ~ I = ! to I supe~Visor, superLisor " I I S I. , Supervisor Head, uperv1sor, Budget Accounting Personnel Property Mailing, Printing . Control Services Services .and Office Supply , (C.L. 8) (C.L. 7) (C.L. 6) (C.L. 6) Senior Secretary Property and Administration (C.L. 4) Senior Secretary , ~ Finance ' (C.L. 4) I I . I I Accounting Accounting Secretary Superv1sor, Property Assistant Assistant (C.L. 3) Property Assistant (Claims and (Payroll) Administration (C. L. 3) Invoicing) (C.L. 3) (C.L. 5) I (C.L. 4) I I . p .1 . I I I I Assistant Senior Accounting Accountmg r1nt1ng room Printing room Receptionist Printing room Lunchrol I Accountant Assistant (Payable~) Assistant Assistant Clerk- (C.L. 3) Co-Ordinator "Staff i (C.L. 4) (C.L. 4) (Receivables) (C.L. 3) Typist (C.L. 3) I (C.L. 3) (C.L. 3) Accounting , Assistant i (Payables) (C.L. 3) ! i I I I , P-9 DIVISION: Finance and Administration PAGE: POSITION: Head, Propertr Section EXECUTIVE II DATE: CLASS. LEVEL: 8 RESOLUTION # TERMS OF REFERENCE To be responsible to the Director, Finance and Administration for the supervision and administration of all aspects of the Property Section of the Finance and Administration Division including the following: - receiving property plans and instructions from Authority Divisions charged with the responsibility of designating lands or property rights for acquisition; - initiating, developing, recommending and implementing policy and plans to meet the property needs of The Metropolitan Toronto and Region Conservation Authority including implementing expropriation procedures, carrying out and arranging for property appraisals, lands surveys, and negotiating for sales, acquisitions and easements, as well as preparation of the necessary Communications to the Executive Committee concerning same -.developing and implementing plans and programs for property management, including the Administrative Head Office, negotiating rentaJ arrangements for Authority houses and farmland3, a6 well as arranging for demolition and/or removal of all buildings not required by the Authority. - the supervision of all records concerning property, including ownership mapping, land survey plans, assessments, taxation, insurance, leases, easements, rentals, deeds, agreements, Ontario Municipal Board applications and including all legal documents - instructing the Authority's solicitors in matters requiring legal assistance relating to the Property Section, including the preparation of agreements and other documents as required - the supervision of the Authority's insurance requirements, including the maintenance of insurance records and processing of claims - signing correspondence, requisitions, invoices, vouchers, purchase orders, and other similar papers or forms of consequence in connection with the Property and Administration Section - working closely with all divisions of the Authority and providing routine information as required - preparation of the Budget for all segments of the Property and Administration Section - the performance of any other related and unrelated duties pertaining to the Finance and Administration Division as assigned. -~._-...._.....- -= DIVISION: Finuncc and l\dmin.l s tru tion PM;/: : ,. . ... ~-'..._--- -------- -'--..-...-. --.--- '" .. ----- _... -'---.-- ,. - --....--.--..... -_.. I'()~; 'T 1 ON : Head, Property Section I:X/:CUTlVI: /I - ------ DATE: CLASS. LEVEL: 8 HESOLUTION II QUALIFICl\TIONS AND EXPERIENCE - a thorough knowledge of- procedures and practices relating to real-estate, real-estate appraisal, property management and general administration - a working knowledge of real-estate law and expropriation procedures - an ability to meet the public in a courteous manner - an ability to prepare concise and accurate reports - an ability to prepare effective correspondence - an ability to work effectively with other persons in related and unrelated disciplines - an administrative ability coupled with proven experience in meeting and working with persons of senior levels . - ., ....---..---....- -.. -" . -.- 0__' .... - . -. P-II DIVISION: Finance and Administration PAGE: pas IT I ON: Supervisor, Printing, Mailing ,and EXECUTIVE If Office Supply Services DATE: CLASS. LEVEL: 6 RESOLUTI ON II TERMS OF REFERENCE: To be responsible to the Director, Finance and Administation, for the management and supervision of the Printing, Mailing and Office Supply Services, including the following: - screening of all work presently performed, to ensure that same is processed in the most efficient way, in order to give each Division the best quality of reproduction, as expeditiously and economically as possible - work closely with each Division to ascertain if there are any services that could be provided more efficiently by the Printing and Mailing Room staff - screen all printing going out to commercial printers to confirm that the work calls for skills or equipment which the Authority does not have - to recommend personne~ as required, and provide the necessary training - recommending the purchasing of equipment and supplies as required - 0~0~~~~~6 ~ny and all equipment associated with the printi~~ ~nd I mailing room, as required - within limits of capabilities, adjust and maintain equipment - supervising lunch room staff as required - supervising of receptionist and relief personnel - assistant with maintenance of head office as directed - the performance of other related duties as assigned QUALIFICATIONS AND EXPERIENCE - a thorough knowledge of procedures and practices relating to all printing, mailing and office supply services - a working knowledge of and an ability to operate reproduction equipmen1 such as offset presses, Xerox copier, IBM copier, Gestetner, plate- making equipment, bindery equipment, etc. to provide high quality printing - an ability to prepare concise and accurate reports - an ability to supervise and work effectively with other persons in related and unrelated disciplines P-l.:l --.-... DIVISION: Finance and Administration rAGE: --- ._-_..._--~._._---- ----- ----- _. .. . .--.-- - -- "OS n I ON : Supervisor, Property Administration EXECUTIVE 1/ DATE: - CLASS. LEVEL: 5 RESOLUTION If TERMS OF REFERENCE To be responsible to the Head, Property Section, Finance and Administration Division,' and to take responsibility for the following: - managing property assessment and taxing of Authority properties so as to ensure fair treatment to all concerned - reviewing assessments and negotiating changes in assessments witi appropriate authorities - checking tax bills, following u~ corrections and preparing same for authorization of payment - managing rental and/or lease of Authority owned properties as required - arranging for all Authority insurance coverage including real property - maintaining insurance records and processing claims - preparing correspondence regarding rental properties, taxes and assessments, and insurance - maintaining the Authority rental records - A8~;~rlng with matters relating t.o acquisitions, sale::;, t::d.SeIllents etc. as required - the performance of related and unrelated duties pertaining to the Property Section and the Finance and Administration Division as assigned QUALIFICATIONS AND EXPERIENCE - a thorough knowledge of property management and administration - an ability to prepare effective correspondence - an ability to set up and maintain accurate records - an ability to prepare concise and accurate reports - an ability to work effectively with other persons in related and unrelated disciplines r-.L0 - . . . . . . . - . - . ... .. .. .. - .. ... .. ~._._--_.__.. .... - - .. -.... ------. ----------..---- .. -, - "'-'" DIVISION: Finance and Administration PAGE: -..-.-..---..--.------ - -- - ----- POSITION: Senior Secretary, Property and EXECUTIVE 1/ --.- Administration Section DATE: CLASS. LEVEL: 4 RESOLUTl ON " TERMS OF REFERENCE To undertake the general secretarial and clerical duties of the Head, Property Section, and the Director, Finance and Administration Division, including the following: - telephone answering - filing - taking and transcribing of shorthapd - typing of correspondence, reports, and other related material - processing of invoices regarding items concerning administration matters, including maintaining records - placing of orders for filing cabinets, typewriters, calculators, desks, bookcases, and various other office equipment on direction from the Director - maintaining and ordering supplies for office including towels, toilet paper, coffee cups, etc. - arranging for maintenance contracts and service calls for office equipment - opening and distributing mail dRily . - obtaining temporary help from placement agcr.cie~ for all Divisions as required - preparation of index for yearly Authority minutes - the performance of other related and unrelated duties as assigned QUALIFICATIONS AND EXPERIENCE - a thorough knowledge of administrative practices and procedures - an ability to prepare effective correspondence - an ability to deal effectively with the public - an ability to transcribe shorthand in an efficient and accurate manner - adequate speeds of shorthand and accurate typing - an ability to organize and maintain filing systems in a neat and orderly manner - an ability to keep concise and accurate records - an ability to work effectively with other persons in related and unrelated disciplines e I - - . . ... .,. , .. . . . . . . -,. - . -.. . ....-------.. -- ...--.-....-....... -..-. DIVISION: Finance <1.nd ^dmilllstr<1.t.i.on I'^<a~ : . . .. - . .0., . .. ______ . _ - .''"7'- ~"-'''_.- - - ... -- ..... - -. .. - - - --._ ., _ ...___.. .. _.._~~- PO~; I T I ON : Secretary, Property and Administration EXECUTl VI: 1/ Section DATE: --- CLASS. LEVEL: 3 HESOLUTION It TERMS OF REFERENCE To undertake the general secretarial and clerical duties of the Head, Property Section anti the Supervisor, Property Administration, of the Finance and Administration Division, including the following. - telephone answering - filing of all correspondence, reports, communications, etc. - processing of invoices regarding items concerning property matter: - typing of all kinds, including ~greements, communications, correspondence, etc. - taking and transcribing shorthand - arranging all details and revising all records in connection with the recording of property acquisitions, easements, and sales - to be responsible for the property indexing, recording and filing of all maps, plans and survey documents - the performance of other related duties as assigned QUALIFICATIONS AND EXPERIENCE . - adequate speeds of shorthand and typing - an ability to transcribe shorthand in an efficient and accurate manner - an ability to organize and maintain filing systems in a neat and orderly manner - an ability to type accurately - a thorough knowledge of office procedures and practices - an ability to keep concise and accurate records - an ability to work effectively with other persons in related disciplines - . ---------.--- -.-P-.. _. ... ...... .... . .-.....--...- .- , P-l5 DIVISION: Finance and Administration P^GE: POSITION' I~XECUTIVE " . Supervisor, Budget Control, Internal " , . . t. d F' . 1 R'~' D^TE: fillrli :in~ an lnanCla e~ortlng CL^SS. LEVEL: 8 RESOLUTION" TERMS OF REFERENCE: To be responsible to the Director of Finance and Administration for the supervision and administration of the following:- _ co-ordination of preparation of all annual and multi-year budgets - development of budget procedures and control _ processing revisions of budget allocations during the year and coordinating transfers _ analysis of cause and effect of budget revisions on the annual budget . - monthly report and analysis of monthly financial statement and variances with budgets - analysis of Divisional quarterly reports and projected year-end results - preparation of such management information as required _ develop internal audit program to evaluate the adequacy of the accounting records and internal control _ examin.:.l.tion of the operating \::;;.i.~i\::Hcy a.uu p...v':-:"~u..Lc..:J employed in respect to established policies 01 M.T.R.C.A. and M.N.R. manuals - advising managers of detailed allocation following budget finalization - an~lyzing monthly expenditure reports and preparing comments for senior management as required - assuming a major role in development of zero base budgeting concepts - serving as administration program analyst _ undertaking special assignmen~s pertainlng to Finance and Administration as directed - the performance of other related duties as assigned - in the absence of the Director, act as head of the Accounting Section QUALIFICATIONS & EXPERIENCE: - a thorough knowledge of accounting principles and practices - an ability to work effectively with other persons - a proven analytical ability , 1:'-1.b - DIVISION: Finance and Administration P^GE: POSITION: Supervisor, Accounting Services EXECUTIVE 1/ D^TE: CL^SS. LEVEL: 7 RESOLUTI ON 1/ TERMS OF REFERENCE: - To be responsible to the Director, Finance and Administration for the supervision and administration of the following:- - the Authority's general accounting functions, including accounts payables, accounts receivable and operation of the mechanized accounting system to monthly and ,annual financial statements - the maintenance of effective account controls and purchasing procedures to conform with internal audit policies - the ongoing development of an Accounting Procedures Manual - to record and maintain records and security on various Authority assets - to develop and maintain a reliable management information system r~garding regulatory requirements - the maintenance of eontract and commitment records relating to financial control - the performance of other related duties as assigned QUALIFICATIONS & EXPERIENCE - a thorough knowledge of accounting principles and practices, including exposure to electronic data processing systems - an ability to work effectively with other persons in related and unrelated disciplines .' ----~_.- -~ ....- .- P-17 DIVISION: Finance and Administration PAGE: POSITION: Supervisor, Personnel Services EXECUTIVE ff DATE: CLASS. LEVEL: 6 RESOLUTION ff TERMS OF REFERENCE: To be responsible to the Director of Finance and Administration for the supervising and administration of the Authority's personnel policy, including:- -the preparation and distribution of salary and wage disbursements for all Authority personnel -the administration of the Authority employee benefit program -the maintenance of personnel records of all Authority staff -the maintenance of the Authority's Personnel Administration Manual -the performance of other related duties as assigned -the cataloging of all prospective employee applications QUALIFICATIONS AND EXPERIENCE: -a thorough knowledge of general administrative procedures -a thorough knowledge of payroll operations -an ability to work effectively with other persons in related and unrelated disciplin~s . P-18 ,. DIVISION: Finance and Administration P^GE: L POSITION: Senior Secretary, Finance Secti,on EXECUTI VI; /I IMTE: - C L!\SS . LEVE L : 4 RESOLUTION If TERMS OF REFERENCE: To undertake the gener~l secretarial and clerical duties of the Supervisors and the Director of Finance and Administration including the following:- - telephone answering - -, filing - taking and transcribing of shorthand - typing of correspondence, reports and .other related material - opening and distributing mail daily - monthly reconciliation of the Authority's payroll account - recording and maintaining per diem and kilometer records for Authority members - the yearly, then on-going process of passes, 1. e. revisions, deletions and/or additions to Master list - preparation for budget time: memos, typing, proofreading corrections and distribution, including multi-year budget - typing and distribution of revisions to Personnel Manual and Code of Accounts - w~lutaining of books and records for Chairman's ComnllLL~~ - back up operator. on Authority's mechanized accounting system with respect to payroll - preparation for Finance and Personnel Sub-Committee meeting, including the minutes and report - preparation of index for yearly Authority minutes book - the performance of other related and unrelated duties. . as assigned QUALIFICATIONS & EXPERIENCE: - a thorough knowledge of administrative practices and procedures - an ability to prepare effective correspondence - adequate speeds of shorthand and accurate typin~ - an ability to transcribe shorthand in an efficient and accurate manner - an ability to organize and maintain filing systems in a neat and orderly manner - an ability to keep concise and accurate records - an aptitude for figures - a basic understanding of accounti-ng principles and practices - an ability to work effectively with other persons in related and unrelated disciplines ----... .. P-l~ DIVISION: Finance and Administration PAGE: POSITION: Senior Accounting Assistant (Payables) EXECUTIVE 1/ DATE: CLASS. LEVEL: 4 RESOLUTION It TERMS OF REFERENCE: Supervisor of: - processing of vendor invoices for payment, matching of purchase documents, and verification of calculations - processing of materical requisitions and recording of commitments - operation of Authority's mechanized accounting system as required - clerical personnel relating to payables - performance of other related duties as required tclUALli'lCATIONS & EXPERIENCE: I - knowledge of accepted practices in purchasing, payables, payments, gained through experience in a multi-facited organization - knowledge of generally accepted accounting principles normally gained by enrollment in a recognized accounting progra.m - ability to communicate effectively both orally and in writing - an ability to work effectively with other persons . r-&.v . -_. -~-- DIVISION: Finance and Administration P^GE: _.- pas IT ION : Assistant Accountant EXECUTIVE 1/ IMTE : CL^SS. LEVEL: 4 RESOLUTION If TERMS OF REFERENCE: - assist Sypervisor of-Accounting Services with preparation of financial statements - assist in preparation of vehicle and equipment records pertaining to acquisition, usage and depreciation - reconciliation of accounts receivable and accounts payable - analysis of suspense accounts and others as required - operation of Authority's mechanized accounting system - assist in scheduling machine time on Authority's accounting system - assist Supervisor, Budget Control as required - the monthly reconciliation of the Authority's general bank accounts - performance of other related duties as assigned . . . QUALIFICATIONS & EXPERIENCE: - a sound understanding pf accounting principles and practices - experience on mechanized accounting system - an ability to work effectively with other persons . -::...-:..::..._-~ ---~---- ---.. P-21 DIVISION: Finance and Administration PAGE: POSITION: Accounting Assistant EXECUTl VE II (Claims and Invoicing) DATE: CLASS. LEVEL: 4 RESOLUTION " TERMS OF REFERENCE: - the preparation of claims for grant to the Provincial government - the processing of all information relating to the invoicing of all amounts owing to the Authority, including reconciliation of prenumbered request to invoice forms - the provision of relief operator service with respect to the Authority's mechanized accounting system - the performance of other duties as assigned QTJALIFICATIONS 8: EXPERIENCE: - an understanding of accounting principles and practices - a typing speed adequate to the nature of the work - an ability to work effectively with other persons . . '-22 -- DIVISION: Finance and Administration P^GE: POSITION: Accounting Assistant (Payroll) , EXECUTI VI: II D^TE: ------ CL^SS. LEVEL: 3 RESOLUTION " TERMS OF REFERENCE: - to assist the Supervisor, Personnel Services - operation of Authority's mechanized accounting system with respect to payroll - th~ performance of other related duties as assigned . QUALIFICATIONS & EXPERIENCE . - an understanding of mechanized Payroll operations - an ability to work effectivelv with othp.r Dp.rsons . . .. . '--'-. P-23 DIVISION: Finance and Administration rAGE: ros IT ION : Accounting Assistant (Receivables) EXECUTI VE # DATE: CLASS. LEVEL: 3 RESOLUTION If TERMS OF REFENCE: . _ the receipt and recording of all monies received by the Authority - the preparation of bank deposits ~ relief operator on the Authority's mechanized accounting system - the preparation of the Authority's weekly income report - to provide assistance to the Supervisqr, Budget Control as required - the performance of other related duties as assigned I QUALIFICATIONS & EXPERIENCE: - an understanding of accounting principles and practices - an aptitude for figures - good typing speed - an ability to work effectively with other persons . (~ P-2'l (/ .. the metropolitan toronto and region conservation authority minutes. ------ ----- -- -- - ----- --- --- PERSONNEL SUB-COMMI'l'TEE WEllNESDAY-JUNE-25-1980 #2/80 _ _-1..___ __ ----- The Personnel Sub-Committee met at the Authority Office, 5 Shoreham Drive, Downsview, Ontario, on Wednesda~', June 25, 1980, commencing at 10:00 a.m. PRESENT WERE Chairman Mrs. L. Uancey Members M. J. Breen E. V. Kolb Dr. T. H. Leith Authority Chairman R. G. Henderson Authority Vice-Chairman Mrs. F. Gel! Executive Committee Member J. S. Scott Secretary-Treasurer K. G. Higgs Director, Planning & Policy W. A. McLean Director, Finance & Administration W. E. Jones Woods Gordon Management Consultants Stephen Kuhn Woods Gordon Management Consultants Deborah Hedford ABSENT WERE Member Mrs. S. Martin Minutes T~~ ~i~~t=~ of Meeting #1/80 were presented. Res. #12 Moved by: M. J. Breen Seconded by: Mrs. F. Gell RESOLVED THAT: The M1nutes of meeting #1/80, as presented, be adopted as if read. CARRIED; Management and Organization System for the '80's - Organization Structure - Resource Management Divisions Res. #13. Moved by: Dr. T. II. Leith Seconded by: M. J. Breen THE COMMITTEE RECOMMENDS THAT the report on the Organization Structure - Resource Management Divisions, as appended as Appendix "A"~ be received and the principles of organization be adopted. - CARRIED; Management and Organization System for the '80's - Organization Structure - Job Evaluation Pro~ram . Res. #14 Moved by: E. V. Kolb Seconded by: Dr. T. II. Leith TIm COMMITTEE RECOMMENDS THAT the Authority engage the firm of Woods Gordon Management Consultants to undertake the job evaluation program as outlined in their proposal dated June 5th, 1980 at an estimated maximum cost of $23,000.00. CARRIED; Appointments, Transfers, and/or Promotions to and . Within thp rull Timc and Full 'l'ime Pl'obationllJ'Y Staff Res. #15 Moved by: E. V. Kolb Secondcd by: Dr. T. JI. l.eith P-25 THE COMMITTEE RECOMMENDS THAT the following appointments, transfers and/or promotions be made to the Full Time and Full Time Probationary Staff: 1/ APPOINTMENTS TO THE FULL Tnm PROBATIONARY STAFF Name Position Level Effective Date Paul Torkoff Supervisor, Accounting 7 May 20, 1980 Services Charles H. Wylie Labourer - April 27, 1980 Steven T. Knight Assistant Superintendent - May 5, 1980 Georgina M. White . Senior Accounting 4 June 2, 1980 Assistant (Payables) 2/ APPOINTMENTS TO THE FULL TIME STAFF Name Position Level Effective Date Donald R. Haley Project Engineer 7 May 28, 1980 3/ TRANSFERS AL'ID/OR PROMOTIONS WITHIN THE FULL TIME STAFF Name Position Level Effective Date Janet King Clerk-Typist 2 May 25, 1980 CARRIED; ADJOURNMENT On Motion, the Meeting adjourned at 12:30 P.M., June 25, 1980. Mrs. L. Hancey K. G. Higgs Chairman Secre~arY-lreabulc~ . . :j APPENDIX "A" TO: The Chairman and Members of the Personnel Sub-Committee Meeting #2/80 Wednesday-June-18-l980 FROM: Mr. W.A. McLean, Director, Planning and Policy RE: ORGANIZATIONAL STRUCTURE - RESOURCE MANAGEMENT DIVISIONS At Meeting #18/79 of the Executive Committee Re.port #5/79 of the Management Review Sub-Committee was adopted. The report included the following direction: "THAT the Seeretary-Treasurer be requested to prepare a report and recommendations, for consideration by the Personnel Sub- Committee on the staff organizational structure of the Authority, including the strengthening of the Personnel Management function of the Authority." In a subsequent report to the Executive Committee, the Secretary-Treasurer outlined the tasks which would be undertaken as a part of the study and a timetable for completing the work. (Exeeutive Meeting #5/80, Resolution #122) . The Finance, Administration and Property functions were examined early in 1980 and revisions in structure and organization made at Executive Meetings #21/79 and #7/80. The purpose of this report is to examine and recommend a structural framework within which the management activities required to produce the resource management work set out in the Watershed Plan, can best be performed. There are two basic components which have to be fitted together in the structural framework. (i) the management functions which have to be performed; (ii) the work packages which are defined by the programs which make up the Watershed Plan. (i r Management Functions The role of management in producing the program results set out in the Watershed Plan is to assemble the resources required to earry out the work and allocate them to effectively achieve results. The resources which must be assembled include, funding, required approvals, political and community support, technology, materials and equipment, staff, administrative systems, and Clgency and intergovernmental relations. There are four levels of management required to assemble and allocate these r~sources: Executive Management Program Management Activity Management Work Supervision. The relative roles of these levels are illustrated in Chart #1 as follows. The Chart deals only with management functions. There are, within the Authority, many positions of a professional and scientific nature which are not management positions but which must be accommodated in any consideration given to appropriate levels of remuneration for such positions. A study dealing with remuneration must take this into consideration. . .~ CHART #l "d I MANAGEMENT ~ FUNCTION RESOURCES RESPONSIBLE FOR ACCOUNTABILITY ~ Executive . Funding . Sources & allocation of funding . Executive Committee satisfaction Management . Political & Community (Budget) that responsibilities are properly Support . Personnel policies discharged . Agency & Intergovernmental . Financial Management . Carrying out Executive Committee Relations Direction of programs directions . Information flow to governing . Authority business being conducted bodies according to accepted administration . Official records and financial practise & in . Promotion of Authority goals accordance with applicable laws . Setting program performance . Financial management goals . Accuracy & completeness of records . Auditing performance of next . Working environment management line . Performance of subordinates . Inter-Divisional management systems Program . Administrative systems . Development of programs & . Progress made on program activities Management . Required approvals componentf . Currency of programs . Technology . Annual work programs . Budget performance . Staff . Manage wi1h~n systems . Staff & cost effectiveness . Preparaticn of budget components . Operating within administrative . Applicaticn of personnel policy systems Operationil performance of budget . Obtaining all required approvals . Approval I r.)cess . Timely and effective reporting . Promotion 0: programs . Assembly ( f staff resources . Auditing lect level of management performance Activity . Technical expertise . Carrying <u: a program activity . Meeting targets of time & cost. Management . Materials & equipment . Contribut.nJ to budget preparation . Staff performance . Staff '. Engaging , ~llocation of staff . Compliance with Management System resources . Timely & accurate reporting . Assembly an,j allocation of . Meeting technical specifications materials & equipment . Technical input to decisions . Application of technical expertise . Effective use of staff, materials (Planning. Jesign) & equipment . Technical a~curacy and completeness of implemcmtation . Auditing activities of next staff line ,1 .. Supervision . Staff . Supervision of a work force or . Meeting targets of time, cost for . Technical expertise a defined range of technical unit , activity . Operating within guidelines, I'. Setting and meeting work administrative, or technical targets . Performance of assigned work force " Coordinate staff, materials & . Equipment assigned ec"ui")ment for specific task . Timely & accurate reporting ~-~v ORGANIZATION STRUCTURE - RESOURCE MANAGEMENT DIVISIONS PAGE 2 (ii) Programs At the present time the work of the Authority is carried out by five Divisions: Finance and Administration, Conservation Land Management, Water Resource, Information and Education and Historical Sites. At the present time there is a considerable amount of overlapping among Divisions in the accountability for budget spending. Chart #2 illustrates the relative share of the Authority budget for which each Division is responsible. The Watershed Plan defines the Authority's work in 10 programs and for budget purposes, these 10 programs will become the defined work packages to which the management functions apply. Chart #3 has been prepared to illustrate the relationship between the programs or work packages and management functions. The cost estimates which are set out in the Watershed Plan are ineluded in the chart to illustrate the relative magnitudes of dollar responsibilities which each program entails. These figures are also grouped to show a total by Division. It is the intention, through the management system and the budget organization, to reduce the overlapping of budget accountability and confine it to management personnel responsible for a given program or activity within that program. As much as possible the program components that are set out in the Watershed Plan are used as the work packages for which a manager would be responsible and accountable. In addition to the management benefits of this approach, reporting to the Executive Committee will be facilitated. This report deals with resource management programs. The activities which fall within the Administration Program will be dealt with in a similar manner. 0 SUMMARY OF 1980.BUDGET BY PROGRAM CHART #2 I ~ of S\.llTffi1ry 0 f % of Sources of Funding I Expenditures Revenues Program Salaries and Program Provo Program A.rrount % Arrount Budget Benefits Budget Grant % Levy % Other % . Adrrinistration and Gen. Operations 944,342 6.8 70,000 7.4 Salaries 455,878 Benefits 62,187 3IF; Ub5" 54.9 386,386 7.8 477,956 8.8 10,000 2.2 Conservation land r....anagerrent ' 2,577,914 18.5 1,079,985 41.8 Salaries 983,374 403,257 8.1 1,094,672 20.2 - - Benefits 143, )19 1~3,"393 44.2 ';\a t:er Resource 7,185,349 51.5 43,000 0.5 Salaries 725,;82 3,758,801 75.5 3,383,548 62.3 - - Benefi ts 103,168 --- 833,350 11.6 , Inforrration and Education 2,016,024 14.5 997,335 49.4 Salaries 575, ,124 305,273 6.1 323,416 6.0 390,000 87.5 Benefits 85,383 . 661,807 32.8 Historical Si tes 1,211,271 8.7 890,250 73.5 Salaries 407,199 127,175 2.5 147,846 2.7 46,000 10.3 Benefits 68,114 475,313 39.2 'IOI'AL 13,934,900 100.0 3,080,570 21. 7 3,627,928 26.0 4,980,892 100.0 5,427,438 100.0 446,000 100.0 I CWR~ #3 --- RELATIONSHIP OF MANAGEMENT Ft N( TIONS TO PROGRAM IMPLEMENTATION EXECUTIVE . Funding MANAGEMENT . Financial Manasement . Agency and Intergovernmental Relations . Inter-Divisicn Activities DIVISION WATER RESOURCES CONSERVATION INFORf.1.ATION HISTORICAL LAND MANAGEMENT & EDUCATION SITES $6,785,000 $3,006,000 $1,766,000 $1,217,000 PROGRAM MANAGEMENT $2,765,000 $4,020,000 $2,000,000 $540,000 $225,000 $3,000,000 $1,020,000 $700,000 $2,306,000 $1,546,000 $220,000 $1,257,000 Flood Erosion Prevo & Waterfront Shoreline Cons. Land Watershed Corom. Relts. Infor- Heritage Control & Sed. Storm Water Management Management Recreation & Educ. mation Cons. OI+J +J :>, 1Il 01 c: +J 1Il c: 01 01 1Il +J 1Il :>, +J+JOI. +J+JOI 01 ..... 01 1Il 01 1Il 01 +J c: 0 ..c: w 0 c: C:"':C:Q)+J c: c: c: c: c: c: c: c: 0 c: ...: c: ...: c: c: c: c: c: +J Q) .~ .~ 01 ..... .~ .~ .~ H.~ ......~ ACTIVITY w.~.~ H W .~ .~ .~ H .~ H .~ H .~ Q) .~ w .~ .~ ..... c: +J .~ rrJ +J +J c: 0 rrJ III H S rrJ c: rrJ ~ rrJ c: c: +J c: S c: S rrJ H rrJ rrJ W c: ::: :<: Ul ::l c: 0 c: ~ c: p. :<: ::l Ul @ rrJ H Ul e MANAGE- p.:<: c: :3: :<: c: c: c: c: :3: c: c: p. () +J ...: rrJ () o rrJ o rrJ rrJ 0 rrJ rrJ rrJ 0 rrJ 0 () ..... ::l H H ..... <<l Q) MENT .....<<l.....'" ..... <<l..... ..... U ..... ..... ..... ..... .......... <<l Q) "" '" ~ 0 III "" Ul W "" 0 w "" "" "" "" "" w "" w Ul ~ .... :<: :> 0 :> :> :> c: g. ~g. ..... w P. ....; Q) ~ P. H r.- oo Q) 0 0 :> Q) 0 SUPER- VISION TECHNICAL PLANNING INCLUDES PROGRAM, ENVIRONMENT, MARKETING. SALES INCLUDES FOOD SERVICE , I C C P-31 ORGANIZATIONAL STRUCTURE - RESDURCE.MANAGEMENT DIVISIONS PAGE 3 . ISSUES 1. Development Control & Regulation Administration The relationship of management functions to the program implementation chart represents the present management structure, as it would apply to the Watershed Plan programs, with one exception. The Development Control function, which is. presently directly responsible to the Director of Planning and Policy, is shown as a part of the Water Resource Division responsibility, under Prevention and Storm Water Management. Development Control and Regulation Administration is such an intregal part of the Water Resource programs that this change in organization is considered essential. 2. Coordination of Resource Service Programs The Watershed Plan programs break down into two major categories: Resource Management and Resource Service. The Resource Management Programs are all contained within the Water Resource Division. Resource Management Resource Service Flood Control Conservation Land Management Erosion and Sedimentation Watershed Recreation Storm Water Management Community Relations Shoreline Management Heritage Conservation Land Acquisition Waterfront Development Each of the Resource Service Programs has an identifiable expertise and relationship to advisory boards which is required to carry out the program. The technology and objectives associated with the Heritage Conservation Program are easily distinguishable from Community Relations and Watershed Recreation. At the same time, there are many activities in these programs which require the same skills and should not be competative among the programs. . visitor program development . marketing . conservation education. Within the management function Iramework the accountability for these activities is at the Activity Management Level. The structure should provide for these activities to be coordinated at this level among the Divisions on an on-going basis through an Interdivisional Program Committee. In this. same category are: . food service and sales . security . reservations. While these activities require administrative coordination, the requirements of each program are very different. The accountability for these services should lie with the Division responsible for the program. The techniques for ensuring administrative coordination require further study. 3. Planning The Director of Planning and Policy is responsible for the Authority's planning activities. There are two levels of planning. Goals planning, including' coordination of Authority responses to programs and policies of other agencies. The Director, assisted by the Research Planner, are directly responsible and accountable for this. Secondly, all of the programs include a planning activity requirement. This includes, program development, master planning, and environmental assessment. In the present structure, planning capability is available in the Water Resource and Conservation Land Management Divisions. The Information and Education and Historical Sites Divisions.draw on the planning capability of the other Divisions or use consultants. The principle of having planning capability as an intregal part of program delivery, as opposed to a separate service function, is important. It concentrates planning efforts on the specific programs and keeps them relevant. It has the deficiency of unequal in-house planning capability. r-u~ ORGANIZATIONAL STRUCTURE - RESOURCE MANAGEMENT DIVISIONS PAGE 4 A function of the Planning and Policy Committee has been to coordinate and allocate planning capability among Divisions. In the management function framework accountability for the technical component of planning is at the Activity Management Level. There is sufficient merit in the present approach to planning activities to warrant its continuance. The Planning and Policy Committee, at the present time, is made up of the Director of Planning and Policy and the Administrators of the Water Resource, Information and Education, Historical Sites and Conservation Land Management Divisions. Effective coordination of planning activities and the allocation of planning capability among Divisions will be facilitated if the function of this Committee is altered to concentrate on inter-divisional planning and if the membership includes the planning staff, with the Division Administrators in an exofficio capaeity. The Committee would be renamed the Planning Committee. 4. Basic organization The basic organization of the Authority, taking into account the changes already made in the Finance and Administration Division, would have three major components: . Finance and Administration . Resource Management . Resource Service. Chart #4 illustrates the basic organization. A consultant study of the principles by which the Authority remunerates all of its staff is being recommended as a part of the Management Study Review. It is important that this study be undertaken in the context of the programs which now form a part of the Watershed Plan, the management functions which are required to carry out the programs, and with an appreciation of the organizational issues which must be resolved. This report and basic organization should be considered as the context for the remuneration study. RECOMMENDATION: IT IS RECOMMENDED THAT the report on the Organizational Structure - Resource Management Divisions be received and the principles of organization adopted. 1980.06.11. WAM/mm atts. "t:l I W w CHART # 4 BASIC ORGANIZATION SECRETARY-TREASURER SENIOR MANAGEMENT COMMITTEE - SEC.-TREAS., DIRECTORS, ADMINISTRATORS DIRECTOR OF PLANNING AND POLICY - FINANCE AND RESOURI ~E RESOURCE SERVICES ADMINISTRATION MANAGE~ ill.T- INFORMATION AND DIVISION WATER RESOUR::~ DIVISION EDUCATION, CONS. LAND MANAGEMENT, HISTORICAL SITES DIVISIONS I PLANNING COMMITTEE I INTER-DIVISION PROGRAM COM1\1ITTEE FINANCE FLOOD CONTROL CONSERVATION LAND MANAGEMENT PROPERTY MANAGEMENT EROSION & SEDIMENT WATERSHED RECREATION PROPERTY ACQUISITION STORM WATER MANAGEMENT INFORMATION PERSONNEL REGULATION EDUCATION ADMINISTRATION WATERFRONT DEVELOPMENT HERITAGE CONSERVATION SHORELINE MANAGEMENT ~-- -.. P-34 , the metropolitan toronto and region conservation authority minutes PERSONNEL SUB-COMMITTEE MONDAY-DECE!ffiER-8-l980 #3/80 The Personnel Sub-Committee met at the Authority Office, 5 Shoreham Drive, Downsview, Ontario, on Monday, December 8, 1980, commencing at 9:00 a.m. PRESENT WERE Chairman Mrs. L. Hancey Members M. J. Breen E. V. Kolb Dr. T. H. Leith Mrs. S. Martin Authority Vice Chairman Mrs. F. Gell Executive Committee Member J. S. Scott Secretary-Treasurer K. G. Higgs Director, Planning & Policy W. A. McLean Director, Finance & Administration W. E. Jones ABSENT WAS Authority Chairman R. G. Henderson Minutes The Minutes of Meeting #2/80 were presented. Res. #16 Moved by: Dr. T. H. Leith Seconded by: E. V. Kolb RESOLVED THAT: The Minutes of meeting #2/80, as presented, be adopted as if read. CARRIED; Organizational Structure - Senior Management Res. #17 Moved by: Dr. T. H. Leith Seconded by: E. V. Kolb THE COMMITTEE RECOMMENDS THAT the report on the Organizational Structure - Senior Management, as amended and appended as Appendix "A", be approved. CARRIED; Organizational Structure and Interim Management - Water Resource Division Res. #18 Moved by: Mrs. F. Gell Seconded by: Dr. T. H. Leith THE COMMITTEE RECmlMENDS THAT the report appended as Appendix "B" be received. and that the following action be taken: THAT the Development Control Staff be established as a section in the Water Resource Division; and THAT the position, Head, Development Control be established; and THAT for the period of the secondment of the Administrator of Water Resource, the Head of Development Control be responsible to the Director of Planning and Policy and that the Head of Development Control and the Head of Flood Control Section, cooperate in the taking of measures to achieve the objectives of the integration. CARRIED; P-35 - 2 - Organizational Structure - Finance and Administration Division Res. #19 Moved by: Dr. T. H. Leith Seconded by: M. J. Breen THE COM~IITTEE RECOMMENDS THAT the position of Personnel Officer be established within the Finance and Administration Division reporting to the Director; and THAT the classification be level 6; and THAT an appropriate job description be prepared; and , THAT the position be filled as soon as the 1981 Budget has received final approval; and further THAT an additional position of Secretary be established within the Finance and Administration Division, responsible jointly to the Personnel Officer and to the Executive Secretary; and THAT the classification be level 3; and THAT an appropriate job description be prepared; and THAT the position be filled as soon as the 1981 Budget has received final approval. CARRIED; Report on the Job Evaluation Program Res. #20 Moved by: Dr. T. H. Leith Seconded by: M. J. Breen THE COMMITTEE RECOMMENDS THAT the report of Woods, Gordon under date of December 8, 1980 be received; AND THAT the staff be directed to: (A) Review the report and recommendations; (B) Prepare and recommend an improved system of job evaluation; and (C) Prepare and recommend an improved classification levels and wages system CARRIED; Employee Fringe Benefits for Full Time Staff Res. #21 Moved by: E. V. Kolb Seconded by: Dr. T. H. Leith THE COMMITTEE RECOMMENDS l. Group Life Insurance - it is recommeded that the life benefit be increased to two time earnings for a maximum of $100,000.00 at an additional cost to the Authority of approximately $6,000.00 per annum 2. Hospital Semi-Private - no change is recommended at this time. 3. Major Medical Insurance - no change is recommended at this time. 4. Dental Plan - it is recommended that a basic dental plan be implemented at a cost of approximately $30,000.00 per annum 5. Eension Plan - no change is recommended at this time. 6. Accumulated Sick Leave - it is recommended that the accumulation of sick leave credits at the rate of l! days per month as per the two sick leave plans presently existing be discontinued effective December 31, 1980, and that accumulated sick leave credits be made available to employees in accordance with terms and conditions as set out hereunder in the short term disability plan. 7. Short Term Disability - it is recommended that a self-insured short term - 3 - P-36 disability plan providing for payment as follows for each period of absence be implemented effective January 1, 1981: A) Percentage of Pay First two weeks 100% 3rd to 15th week 75% B) a phase out plan with respect to accumulated sick leave for affected employees would be implemented as follows: l. For each staff member as at December 31st, 1980, the Authority would determine the accumulated sick leave credit. . 2. The accumulated sick leave credit in 1. above may be used by the staff member to a) supplement payments under the short term disability plan when they drop below 100% of pay; b) make payment in accordance with sick leave plan payout terms as at December 31, 1980, on termination of employment with the Authority. 3. In no event will the payout under the terms of the two previous sick leave plans exceed six months' salary. 8. Long Term Disabili!l - it is recommended that the long term disability plan be changed to a maximum benefit of $2,800.00 per month with a 15 week elimination period at an additional cost to the Authority of approximately $25.00 per month. CARRIED; Recognition Policy - Service Recognition Awards Res. #22 Moved by: Mrs. S. Martin Seconded by: Mrs. F. Gell THE COMMITTEE RECOMMENDS THAT the present Recognition Policy - Service Recognition Awards Program be confirmed and reviewed at the end of 1984. CARRIED; Proposed Salary and Wage Schedules for 1981 Res. #23 Moved by: M. J. Breen Seconded by: Dr. T. H. Leith THE COMMITTEE RECOMMENDS THAT the 1981 Salary and Wage Schedules, appended as Appendix "C", be approved. CARRIED; Salary and Wage Adjustments for 1981 Res. #24. Moved by: M. J. Breen Seconded by: Dr. T. H. Leith THE COMMITTEE RECOMMENDS THAT the salary and wage adjustments for 1981 as recommended under date of December 8, 1980 and signed by the Chairman and Secretary-Treasurer, be approved. CARRIED; Appointments, Transfers and/or Promotions to the Full Time and Full Time Probationary Staff Res. #25 Moved by: Dr. T. H. Le it h Seconded by: Mrs. S. Martin THE COMMITTEE RECmlMENDS THAT the following appointments, transfers and/or promotions be made to the Full Time and Full Time Probationary Staff: P-37 - 4 - 1) APPOINTMENTS TO THE FULL TIME PROBATIONARY STAFF Name Position Level Effective Date J. Hobbs Accounting Assistant Payables 3 September 29, 1980 S. Spencer Accounting Assistant Payables 3 July 28, 1980 A. Willison Enforcement Officer 5 August 11, 1980 A. M. Hood Draftswoman 4 November 24, 1980 S. D. . Johnston Accounting Assistant Payables 3 December 8, 1980 2) APPOINT~ffiNTS TO THE FULL TIME STAFF Name Position Level Effective Date B. Rankine Labourer - July 20, 1980 R. Taylor Cleaner - July 20, 1980 D. Rowland Clerk Receptionist 2 July 21, 1980 L. Coburn Skilled Labour - August 17, 1980 P. Torkoff Supervisor, Accounting Services 7 September 14, 1980 C. Wylie Labourer - October 26, 1980 S. Knight Assistant Superintendent - November 9, 1980 S. Spencer Accounting Assistant 3 November 23, 1980 Receivables J. Hobbs Senior Accounting Assistant 4 November 23, 1980 Payab1es K. Kelly Lead Hand - January 1, 1981 J. Delle Fave Labourer - January 1, 1981 3) TRANSFERS and/or PROMOTIONS/DEMOTIONS WITHIN THE FULL TIME STAFF Name Position Level Effective Date K. G. Higgs General Manager/Secretary- 12 January 1, 1981 Treasurer J. Ma1etich Head, Development Control 8 January 1, 1981 Section R. Herbert Labourer - September 25, 1980 A. Ceney Lead Hand - July 20, 1980 D. Smith Assistant Registrar 3 July 21, 1980 D. Ward Labourer - August 3, 1980 G. Misumi Skilled Labour - August 17, 1980 G. Wilkins Skilled Labour - August 17, 1980 F. Casey Foreman - August 17, 1980 J. Berry Assistant Superintendent - August 3, 1980 M. Miller Assistant Accountant 4 November 23, 1980 CARRIED; Report on Occupational Health and Safety Act and Joint Health and Safety Committee Res. #26 Moved by: Mrs. F. Gell Seconded by: Dr. T. H. Le ith THE COMMITTEE RECO~IMENDS THAT the report on An Act Respecting the Occupational Health and Occupational Safety of Workers be received. CARRIED; Request for Assistance - Accounting Course Mary Miller Res. #27 Moved by: Dr. T. H. Le it h Seconded by: Mrs. S. Martin THE COMMITTEE RECOmlENDS THAT Miss Mary Miller be authorized to enroll in an accounting course at Seneca College; and THAT the tuition fees for the course in the amount of $78.65 be paid. CARRIED; - 5 - P-38 New Year's Holiday - January 2, 1981 Res. #28 Moved by: Mrs. F. Gell Seconded by: Dr. T. H. Leith THE COMMITTEE RECOMMENDS THAT all Full-Time, Full-Time Probationary, Seasonal and Contract employees be granted a leave of absence with pay on Friday, January 2, 1981; and further THAT all Full-Time, Full-Time Probaticnary, Seasonal and Contract employees required to maintain essential services on Friday, January 2, 1981 be given a one day's leave of absence with pay in lieu of. CARRIED: ADJOURNHENT On Motion, the Meeting adjourned at 3:00 P.M., December 8, 1980. Mrs. L. Hancey K. G. Higgs Chairman Secretary-Treasurer 1980.12.9. :j P-39 APPENDIX "A" TO: The Chairman and Members The Personnel Sub-Committee Meeting #3/80 - Monday, December 8, 1980 - Item 2A FROM: K.G. Higgs, Secretary-Treasurer RE: ORGANIZATIONAL STRUCTURE SENIOR MANAGEMENT At Meeting #18/79 of the Executive Committee held on December 5, 1979 the Committee adopted Report #5/79 of the Management Study Review Sub-Committee as follows: "THAT the Secretary-Treasurer be requested to prepare a report and recommendations on the staff organizational structure of the Authority, including the strengthening of the Personnel Management function of the Authority." The Secretary-Treasurer has given this matter a lot of considera- tion. The strengths and the weaknesses of the present organization were reviewed. The organizational structure of other Authorities was reviewed and discussed with officials of those Authorities. The discussions and recommendations of the Management Study Review Sub- Committee were considered, and the matter has been discussed with staff and with members of the Executive Committee. Based on all of these considerations, IT IS RECOMMENDED: (1) THAT the Authority establish the position General Manager / Secretary- Treasurer effective January 1, 1981. (2) THAT the Authority establish the position Director of Planning and Policy effective January 1, 1981. ( 3) THAT the General Manager / Secretary-Treasurer be assigned overall responsibility for the management and the operations of the Authority. (4) THAT the Director of Planning and Policy be assigned responsibility for P-40 - 2 - (4 ) contld. - assuming all of the responsibilities of the General Manager / Secretary-Treasurer in the absence of the General Manager / s.ecretary-Treasurer and be a signing officer of the Authority - Chairman of the Planning and Policy Committee - preparation of Authority plans, programs and projects - coordination of inter-divisional plans, programs and projects - preparation of Planning and Policy reports - preparation of environmental assessment studies - coordination of planning and policy development among the resource management divisions and with other agencies and levels of government - supervision of planning research - related duties as assigned (5) THAT the organization chart as amended and appended as Schedule "A" of this report be approved. (6) THAT the staff be directed to prepare revised position descriptions for the position of General Manager/Secretary-Treasurer and the Director of Planning and Policy for consideration at the next meeting of the Personnel Sub-Committee. 'tl I .c. f-' SCHEDULE "A" GENERAL MANAGER / SECRETARY-TREASURER DIRECTOR OF FINANCE AND ADMINISTRATION DIRECTOR OF PLANNING AND POLICY ADMINISTRATOR ADMINISTRATOR ADMINISTRATOR ADMINISTRATOR WATER RESOURCE CONSERVATION LAND HISTORICAL SITES INFORMATION AND MANAGEMENT EDUCATION P-42 The Chairman and Members of the Personnel Sub-Committee, ~P~ENDIX "B" TO: M.T.R. . . Meeting #3/80 Monday-December-8-1980 FROM: W.A. McLean, Director, Planning and Policy RE: ORGANIZATIONAL S'rRUCTURE AND INTERIM MANAGEMENT - WATER RESOURCE DIVISION (1 ) INTERIM MANAGEMENT OF THE \'lATER RESOURCE DIVISION For a period of 14 months, commencing November 1, 1980, the Administrator of the Water Resource Division has been seconded to the South Nation River Conservation Authority. During this period the following interim management is recommended: (a) Administrator , The Director of Planning and Policy will serve as interim Administrator and perform the following administrative functions: - approve short and long term plans and programs of the Division - review and approve subordinate's budgets - coordinate Division budget allocation with other Divisions as necessary - monitor Division expenditures and take corrective action as necessary - provide guidance and advice to subordinates - make recommendations on personnel matters respecting the Head, Flood Control Section, Head, Waterfront Section and Planner - present the Division's major programs to the Authority, Executive Committee, Advisory Boards, municipal councils and similar bodies as required. ( b) Section Heads The Head of the Flood Control Section and the Head of the Waterfront Section will be responsible to the Director of Planning and Policy and in addition to their regular duties, will be responsible for: - the development of short and long term plana and programs - ensure implementation of approved plans and programs and monitor progress against plans - ensure the integration of the development control function with the flood control function (Head, Flood Control only) - set the standards for the flood forecast and warning system (Head, Flood Control only) - make recommendations on personnel matters regarding subordinates - present Division programs and plans as required - maintain contacts with municipal and provincial staff - ensure technical assistance for the development control function - represent the Authority on internal and external committees as required. (c) Planner The Planner will be responsible to the Director of Planning and Policy and in addition to his regular duties will be responsible for the supervision of the biological staff including: - development of short and long term plans - recommendations on personnel matters - monitoring progress against approved plans. (d) Development Coordinator The Development Coordinator will be responsible to the Head, Flood Control Section. His duties and responsibilities will remain as at present. (2 ) INTEGRATION OF DEVELOPMENT CONTROL FUNCTION WITH THE WATER RESOURCE STAFF Prior to the amalgamation of the Flood Control Division and Waterfront Division into the Water Resource Division, the administration of regulations and development control was a component of the Flood Control Division. At the time of amalgamation, in order to permit the restructuring and rebuilding of the Division's technical capability, the development control function was, on a temporary basis, placed under the direction of the Director of Planning and Policy. The Water Resource Division has now been restructured, competent staff developed and recommendations of the Watershed Plan in place. The recommendations of the Watershed Plan place greatly increased emphasis on development control and regulation administration as a flood control measure. The importance of this function dictates that close relationships be established P-43 ORGANIZATION STRUCTURE AND INTERIM MANAGEMENT - WATER RESOURCE DIVISION PAGE 2 between the planning skills and engineering skills which are required to implement the intent of the regulatory approach to flood control. An experienced and capable team of development control planners and enforcement officers has been developed and these must be fully integrated with the engineering, technical capability which has been established through the specialists now in the Flood Control Section. The objectives in integrating the two functions are as follows: - to produce information and recommendations for decision with respect to regulation administration and development control that are consistent with program objectives, technically correct and sensitive to the planning and community issues involved: - to enable full participation of all staff involved in Division technical discussions - to provide an organizational structure which will make the most effective use of staff effort, consultation, filing systems and space, and work space: - to reduce the number of staff contacts which applicants for permits must make. RECOMMENDATION: IT IS RECOMMENDED THAT the Development Control Staff be integrated with the Flood Control Section of the Water Resource Divisio~, and that for the period of the Administrator's secondment the Development COordinator be responsible to the Head, Flood Control Section, Water Resource Division and that the Development Coordinator and the Head, Flood Control Section cooperate with the taking of measures required to achieve the objectives of the integration set out in this report. 1980.12.04. WAM/mm APPENDIX "C" P-44 ~ the metropolitan toronto and region conservation authority PAGE: C-8 Personnel Ma.nual EXECUTIVE N~ (?7 ---- Employee Classifications and Categories DATE: RESOLUTION N~ 1981 Level Ranges 12% Increment LEVEL LOW MID HIGH 1 - - - 2 9,680 11,495 13,305 3 12,100 14,215 16,330 4 14,515 16,935 19,355 5 17,540 19,960 22,380 6 20,565 23,285 26,010 7 24,195 26,915 29,635 8 27,820 30,845 33,870 9 31,450 35,080 38,710 10 36,290 39,920 43,545 11 42,340 45,965 49,595 12 48,385 52,015 55,645 'tl I ~ U1 12% Increment ~~ Conservation Land Management Water Resources 1980 Actual Historic Sites 1980 Actual 1981 Proposed and Information & Education Division Wage Range Division Wage Range Wage Range I-' t:l 'tl 5- to 3 CD (l) Division (Xl "0 '1 3 I-' I-' en 0 0 ~ :x: '< ::l 0 $6.25-$7.00 0 CD ::l Labourer Labourer Labourer and/ $3.30-$6.00 $7.00-$7.85 !:: CD CD "0 or Interpreter '1 I-' g, I-' (") Qi '< I-' s:: I>) I>) :J Lead Hand and/or Semi- Lead Hand $6.95-$7.75 Artisan $4.30-$7.50 $7.80-$8.70 ::;l en ::l 0 Skilled Labour I>) cr. !:: 0 crq '"'" I>) CD ~ I-' :J Assistant Superintendent Assistant Works $7.25-$8.10 $4.30-$8.50 .... 0 Trades People $8.15-$9.10 ~ (') II) and/or Skilled Labour Superintendent I>) I>) :J n- n- Q. and/or Maintenance CD '"'" en 0 (ij Inspector ::l lQ en o. ...... Nursery Supervisor $7.65-$8.55 $8.60-$9.60 ~~ I>) :J - - - - - - ::l n 1-'1>) c- o I-'fg :J Foreman Works $8.05-$9.15 $9.05-$10.25 II> - -po - - 'c3::l (") III Superintendent ~.~ I>) ... < n- ~ ~[ CD Foreman--Ski11ed - - $9.15-$10.35 - - - - $10.25-$11.60 C1Q o. 0 :J '1 II) I-' .... c: 0 '< CD 5- ~ en g. en '-" -< :ll 0 "., ~ fTI ~ X Ul fTI C) 0 fTI (") fTI r .. C .. C -I -I <: (5 fTI Z Z Z ,0 ,0 -- P._4h ~ the metropolitan toronto and region conservation authority PAGE: -- -- ---- - - --.. '- - n -.- - --- Personnel Manual EXE.CU fiVE N2 (!7 ---- -------- - - - -. --- -- - --- Employee Classifications and Categories DATE. 1981 Hourly Wage Rates - Students and Part-Time RESOLUTION N2 5% Increment 5% Increment INEXPERIENCED EXPERIENCED 1980 1981 1980 1981 Function Actual Proposed Actual Proposed Lifeguards Head 4.90 5.15 5.20 5.45 Assistant Head 4.25 4.45 4.55 4.80 Guard 3.80 4.00 4.10 4.30 Gateman 4.90 5.15 5.20 5.45 Attendant 3.80 4.00 4.10 4.30 Labourer 4.90 5.15 5.20 5.45 Interpreter 3.30 . 3.65 (10%) 3.30 3.65 (10%) Technician (post-secondary) (5%) 1980 1981 Actual Proposed First Year 4.90 5.15 Second Year 5.20 5.45 Third Year 5.50 5.80 P-47 ~ the metropolitan toronto and region conservation authority PAGE: Personnel Manual EXECUTIVE N~ (p Employee Classifications and Categories DATE: Educational Assistants - I&E Division RESOLUTION N2 10% Increment 1980 Actual Rate 1981 Proposed Rate Level I $25.00 day $28.00 day Level II 32.00 day 36.00 day , Level III 37.00 day 41.00 day Level IV 42.00 day 47.00 day Level V 47.00 day 52 .00 day Educational Specialist $55.00 - $125.00 day $60.50 - $137.50 day Part time service personnel $3.00 to $5.00. ~ P-48 , the metropolitan toronto and region conservation authority minutes PERSONNEL SUB-COMMITTEE WEDNESDAY-JANUARY-14-198l #4/80 The Personnel Sub-Committee met at the Authority Office, 5 Shoreham Drive, DOWNSVIEW, Ontario, on Wednesday, January 14, 1981, commencing at 9:00 a.m. PRESENT WERE Chairman Mrs. L. Hancey Members M. J. Breen Dr. T. H. Leith Mrs. S. Martin Authority Vice Chairman Mrs. F. Gell Executive Committee Member J. S. Scott General Manager/Secretary-Treasurer K. G. Higgs Director, Planning and Policy W. A. McLean Minutes The Minutes of Meeting #4/80 were presented. Res. #29 Moved by: E. V. Kolb Seconded by: Mrs. F. Gel1 RESOLVED THAT: The Minutes of meeting #3/80, as presented, be adopted as if read. CARRIED; Organizational Structure Senior Management Res. #30 Moved by: E. V. Kolb Seconded by: Dr. T. H. Leith RESOLVED THAT: The report on the Organizational Structure Senior Management be received; and THE COMMITTEE RECOMME~S THAT the Report on the Organizational Structure Senior Management, as amended, be approved. CARRIED; Amendments to Regulations Made by The Metropolitan Toronto and Region Conservation Authority - Adopted by Resolution #88/75 of the Authority at Meeting Held Friday, November 21, 1975 and Approved by the Minister of Natural Resources on the 15th Day of January, 1976 Under Section 29 of the Conservation Authorities Act, R.S.O. 1970 - and - Rules for the Conduct of the Authority Res. #31 Moved by: Dr. T. H. Le it h Seconded by: E. V. Kolb RESOLVED THAT: The Communication on Amendments to Regulations Made by The Metropolitan Toronto and Region Conservation Authority - Adopted by Resolution #88/75 of the Authority at Meeting Held Friday, November 21, 1975 and Approved by Minister of Natural Resources on the 15th Day of January, 1976 under Section 29 of the Conservation Authorities Act, R.S.O. 1970 - and - Rules for the Conduct of the Authority, be received; and THE COMMITTEE RECOMMENDS THAT The communication on Amendments to Regulations Made by The Metropolitan Toronto and Region Conservation Authority - Adopted by Resolution #88/75 of the Authority at Meeting Held Friday, November 21, 1975 1'-49 Personnel Sub-Committee Minutes Meeting #4/80 Page 2 and approved by Minister of Natural Resources on the 15th day of January, 1976 under Section 29 of the Conservation Authorities Act, R.S.O. 1970 - and - Rules for the Conduct of the Authority, as amended, be approved. CARRIED; Senior Staff - Secretarial Services Res. #32 Moved by: E. V. Ko1b Seconded by: Mrs. S. Martin RESOLVED THAT: The Report on Senior Staff - Secretarial Services, be received; and TIlE COMMITI'EE RECOMMENDS THAT the Report on Sen ior Staff - Secretarial Services, be approved. CARRIED; Appointments, Transfers and/or Promotions To and Within the Full Time and Full Time Probationary Staff Res. #33 Moved by: Dr. T. H. Leith Seconded by: Mrs. S. Martin THE COMMITTEE RECOMMENDS THAT: The fOllowing appointments, transfers and/ or promotions to the Full Time and Full Time Probationary Staff, be approved. 1) APPOINTMENTS TO TilE FULL TIME STAFF Name Posit ion Level Effective Date A. Willison Enforcement Officer 5 January 1, 1981 2) TRANSFERS AND/OR PROMOTIONS WITHIN THE FULL TIME STAFF Name Posit ion Level Effective Date K. G. Higgs General Manager 12 March 1, 1981 w. A. McLean Deputy General Manager II March 1, 1981 W. E. Jones Secretary-Treasurer II March 1, 1981 M. Mitchell Senior Administrative 5 March 1, 1981 Secretary CARRIED; ADJOURNMENT On Motion, the Meeting adjourned at 10:30 A.M., January 14, 1981 Mrs. L. Hancey K. G. Higgs Chairman General Manager/Secretary-Treasurer