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Minutes of Corporate Services Advisory Committee Meeting

April 20, 2015

6:30 PM

Town Hall (Council Chambers), Arnprior, ON

Present: Chair, Walter Stack Vice-Chair, Frank Dugal (6:35 PM) Citizen Member, David Mitchell Citizen Member, Peter Anas Citizen Member, Rick Farrell Citizen Member, Lori Van Wyk Absent: Citizen Member, Chris Couper

Also Present: Michael Wildman, CAO Maureen Spratt, Town Clerk Jennifer Morawiec, Director of Corporate Services/

Treasurer Renée Mask, Manager of Financial Services Laura Garbuio, Human Resources Officer Jim McBain, By-law Enforcement Officer Kaila Zamojski, Secretariat Services Coordinator

1. Call to Order Chair Walter Stack called the Corporate Services Advisory Committee Meeting to order at 6:30 PM and welcomed those present.

2. Roll Call The Secretariat Services Coordinator called the roll with all Members of the Corporate Services Advisory Committee being present, except Citizen Member Chris Couper and Vice-Chair Frank Dugal.

3. Adoption of Agenda Resolution No. CSC001-15 Moved by Peter Anas Seconded by David Mitchell BE IT RESOLVED THAT the agenda for the Corporate Services Advisory Committee Meeting dated Monday, April 20, 2015 be adopted.

Resolution CARRIED Vice-Chair Frank Dugal arrived at 6:35 PM.

4. Disclosures of Pecuniary Interest None

5. Adoption of Minutes of Previous Meetings

None

 

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6. Presentations/ Delegations a) Corporate Services Department Overview & Work Plan – Director of Corporate

Services Treasurer

Resolution No. CSC002-15 Moved by Lori Van Wyk Seconded by Peter Anas THAT the Corporate Services Advisory Committee receive the Corporate Services Department Overview & Work Plan as information.

Resolution CARRIED

The Director of Corporate Services/Treasurer provided a Power Point Presentation outlining the Department Overview and Work Plan for 2015, attached as Appendix A and forming part of these minutes.

On question of Committee Members the following was clarified: Annual priorities are set by Council through the annual budget and strategic plan

processes and the CAO under delegated authority sets any further administrative priorities with Directors. Any further priorities, if necessary, will rise to council.

Chair Walter Stack noted it is important to keep Accessibility in mind when doing the redevelopment of the waterfront.

Chair Walter Stack provided a brief overview of previous business with the last Committee, to better inform any new members. b) Clerk’s Office Reports

i. Parking Issues – Request for Feedback – Town Clerk

Resolution No. CSC003-15 Moved by Rick Farrell Seconded by Peter Anas THAT the Corporate Services Advisory Committee receive the Parking Issues presentation as information and provide necessary feedback to staff.

Resolution CARRIED

The Town Clerk provided a Power Point Presentation outlining various Parking Issues, attached as Appendix B and forming part of these minutes.

MLES By-law Enforcement Officer, Jim McBain provided an overview of the parking issues from an enforcement perspective.

Discussion amongst Committee Members ensued following the presentation, which resulted in a resolution:

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Resolution No. CSC004-15 Moved by David Mitchell Seconded by Rick Farrell THAT the Corporate Services Advisory Committee recommend that the 2 hour parking on Ottawa Street from Harriet Street to Harrington Street (North Side) as well Bell Street, be extended to 3 hour parking; AND FURTHER THAT a four way stop sign be considered at the intersection of Ottawa Street and Harriet Street; AND FURTHER THAT the no parking restriction be extended on Harriet Street to allow for increased visibility and room for the maneuver of vehicles; AND FURTHER THAT a meeting with stakeholders in the area (Schools – Walter Zadow, ADHS, St. Joe’s, Parents, Students, Town, By-law Enforcement, School Bus Companies, Local Residents) be scheduled prior to the end of June 2015 to discuss options and receive feedback; AND FURTHER THAT a survey be created and distributed to involved parties and local residents, to gain further feedback and opinions on various options being proposed by staff and Committee Members; AND FURTHER THAT ADHS and St. Joe’s Elementary School be approached about utilizing the rear of their buildings/ school yard to create parking for students at ADHS and teachers at St. Joe’s. On question of Committee Members the following was clarified:

Staff can approach the Galilee Centre to ask if they would like to allow residents to park in their parking lot, even for a small fee.

c) Finance Office Reports i. Water Shut Off – Manager of Financial Services

Resolution No. CSC005-15 Moved by Rick Farrell Seconded by Lori Van Wyk THAT the Corporate Services Advisory Committee receive the Water Shut Off presentation as information.

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Resolution CARRIED The Manager of Financial Services provided a Power Point Presentation outlining Water Shut Off, attached as Appendix C and forming part of these minutes.

On question of Committee Members the following was clarified: New water accounts are being billed directly to the property owner, not the tenant. Outstanding water accounts can be transferred to the taxes, for the property owner

to pay. The Town has the authority to shut it off. The Town does provide residents with payment plan options. The accounts

recommended for turn-off have been given every opportunity to settle their bill or negotiate a payment plan.

Properties where a water turn-off is not possible, i.e. if the connection feeds more than one resident account who is in good standing with the Town, other alternative options are being investigated further by the Public Works staff.

Of the 18 properties recommended for turn-off, there is 1 commercial property and 17 residential properties.

The Landlord Tenant Act and historic tenant agreements pose complexities on the outstanding water accounts.

Landlords are notified on a regular basis about outstanding tenant accounts.

Resolution No. CSC006-15 Moved by Rick Farrell Seconded by Peter Anas THAT the Corporate Services Advisory Committee support the recommendation that the water be turned off on the 18 delinquent accounts, as follows:

Turn down to trickle and followed by a hand delivered notice of pending shut off seven calendar days after if no substantial payment received. Shut off on the tenth (10) calendar day. One week staggered turn off.

Resolution CARRIED

7. Matters Tabled/Deferred/Unfinished Business None

8. Staff Reports None

9. New Business a) Terms of Reference The CAO provided a brief overview of the Advisory Committees’ Terms of Reference.

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b) Code of Conduct The CAO asked Committee Members to review the Council Code of Conduct and sign and return the Acknowledgement form at their earliest convenience.

10. Closed Session None

11. Adjournment Resolution No. CSC007-15 Moved by David Mitchell Seconded by Rick Farrell THAT this meeting of the Corporate Services Advisory Committee be adjourned at 7:56 PM.

Resolution CARRIED

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Jennifer MorawiecDirector of Corporate Services/

Treasurer

Overview of Corporate Services

Meeting - Monday, April 20, 2015

Background• The Corporate Services Department was

formed in 2012.

• The goal was to align all municipal administrative functions under one umbrella, including:– Finance

– Human Resources

– Clerks Office (Secretariat Services)

– Information Technology (IT)

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Departmental Chart

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Corporate Services Jennifer Morawiec

Human Resources

Laura Garbuio

Finance

Renée Mask

Payroll

Taxation / AP

Cashier / AR

Water Billing

Clerk’s Office

Maureen Spratt

Secretariat Services

By‐Law Enforcement

OPP

Crossing Guards

Information Technology

TBD

2013 Strategic Plan• Vision

– Sustainable financial model for the Town

– Effective Service Delivery

– Workplace of Choice

• Values– Accountability

– Teamwork & Collaboration

– Open & Transparent

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Finance

• Financial reporting to province

• Manage financial audits

• Annual operating and capital budgets

• Variance reporting

• Setting tax rates

• Oversee accounting functions (taxation, water, AR, AP, cash receipt)

• Payroll & benefit administration

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Finance• Tax sale process

• County and school board payments

• Investments

• Lease agreements

• Day-to-day maintenance of financial records

• Overall financial support to other departments

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2015 Work Plan Highlights

• Water/Wastewater Financial Plan

• Water Billing– Continued efforts to reduce arrears

– New policy for billing process

• Insurance RFP

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Clerk’s Office

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Town Clerk

Administrative Assistant                     Secretariat Services 

Assistant

Crossing Guards

(6 P/T)

MLES (By‐law Enforcement) 

OPP Support Staff

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Clerk’s Office

• The Municipal Clerk's Office is responsible forperforming the statutory duties under the OntarioMunicipal Act including:

– Registrar under the Vital Statistics Act, responsible for such matters as maintenance of the municipal birth and death registry; and, issuance of death and burial certificates;

– Elections Officer accountable for the preparationand overall conduct of the municipal electionsand certain aspects of the school election

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Clerk’s Office• Responsibilities include:

– Secretariat and Resource Person(s) to Council

– Administration of Council and Committee Meetings

– Responsible for records management and retention by-law

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Clerk’s Office

• Responsibilities include:

– Administers and responds to requests for information under Municipal Freedom of Information and Protection to Privacy Act

– Responsible for implementation of AODA

– Lottery Licensing for the Municipality

– Division Registrar for the municipality for births, deaths, marriages, etc.

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Clerk’s Office

• Responsibilities include:

– Acts as Returning Officer and directs municipal and school board elections.

– Oversees by-law enforcement and animal control activities

– Responsible for the management of the Crossing Guard Program

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2015 Work Plan Highlights

• Accessibility / AODA Compliance– Emphasis on AODA compliance

– Staff training on document formatting

• Policy Updates– User Fees

– Licensing By-law

– Noise By-law

• Records Retention

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Human Resources

• Support for TOA Management and staff regarding HR policies, procedures, collective agreements, and Occupational Health and Safety Act, and related legislations

• Develop and maintain job descriptions, personnel files, performance evaluations, training and development initiatives

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Human Resources

• Coordinate the recruitment and staffing activities

• Manage employee benefit and pension programs

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2015 Work Plan Highlights

• Update and/or create the following policies: – Expense, Leave, LTD Policy, Job Evaluation,

Orientation Policy

• Employee Engagement Survey

• Research the implementation of an Employee Assistance Program for staff

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Information Technology

• IT Coordinator position has been filled

• Incumbent will begin end of April, 2015

• Responsibilities includes:– Network maintenance (WAN, servers,

firewalls, switches, routers)

– Backup, security, risk management

– Hardware/Software support

– VOIP phone system & mobiles

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2015 Work Plan Highlights

• Integrate from third party provider to internal service provision

• Initiate help desk for staff

• Begin documentation of internal policies and procedures related to IT

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Summary

• Overall 2015 will be a busy year for Corporate Services– Financial planning

– Focus on policy renewal

– Employee engagement

– Shift from external to internal IT services

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Questions?

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Maureen Spratt, Clerk

Parking RegulationsSchool Zone

ADHS,WZPS, St. Joe’s

Corporate Services Advisory Committee MeetingMonday, April 20, 2015

Background

Schools• Three schools in the vicinity of John and Ottawa Streets

– St. Joseph’s Separate School (“St. Joes”), John Street North

– Walter Zadow Public School (“WZPS), Ottawa Street

– Arnprior District High School (“ADHS”), Ottawa Street

Mode of Travel• Secondary Students

– Walk, Cycle, Bus, Dropped Off, Drive

• Elementary Students– Walk, Cycle, Bus, Dropped Off

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Background

Safety• Our number one priority

• Signage

• Crossing Guards

• By-law Enforcement

2012 Changes• Amendments made to the Parking By-law that

specifically affected parking and the drop off/pick up of students in the Ottawa Street Area surrounding Walter Zadow and ADHS

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Background

• Parking Restrictions– No Stopping 8am to 4pm (Mon-Fri)

• Ottawa Street from John St. to Harriet St. (South Side)

– No Parking 8am to 4pm (Mon-Fri)

• Ottawa Street from Harriet St. to Harrington St. (North Side)

• Ottawa Street between Harriet St. and Harrington Street (South Side)

– Restricted Parking (2 hours) 8am to 4pm (Mon-Fri)

• Ottawa Street from Harriet St. to Harrington St. (North Side)

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Background

No Stopping Zones

• There are signs that indicate no stopping. Do not stop in a “No Stopping Zone” for any reason. Stopping can reduce the visibility of other drivers and pedestrians and increase the likelihood of an accident.

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Background

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Background

No Parking Zones

• You can stop briefly to drop off or pick up passengers in these zones, but waiting in a vehicle or leaving your vehicle unattended is not allowed. Parking in a “No Parking Zone” can also contribute to traffic congestion and collisions, and reduce the visibility of drivers and pedestrians.

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Other Parking Regulations

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Background

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Discussions

• ADHS Students have approached the Town with a request to extend 2 hour parking on Bell Street

• Limited Parking in the Area

• Ongoing safety concerns continue in the vicinity of ADHS and WZPS

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Discussion Options Pros Cons

Increased Enforcement Educating Parents Short term solution

Increase Parking Restrictions on Ottawa Street

Reduces Volume of Vehicle Traffic

• special exceptions for parents with young children

• Inconvenient Parking Options (Parking limited within reasonable walking distance)

Increase Parking Restrictions on Bell Street and Harriet Street

Reduces Volume of Vehicle Traffic

• Adds to the limited parking in the area 

• Inconvenient Parking Options (Parking limited within reasonable walking distance)

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Discussion

Options Pros Cons

Extending 2 hour parking on Bell Street to 3 hours

• Satisfy Students Request• Align the parking

restrictions with those in the downtown core

Interim Measure 

Round table discussion with Stakeholders (Schools, Parents, Town, By-law Enforcement, School Bus Companies, Local Residents)

Analyzing the problem with all stakeholders will help staff design a more effective parking /traffic

Requires time and coordination with Stakeholders (not an immediate solution)

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Feedback

• Increased Enforcement

• Increase parking restrictions on Ottawa Street– No Stopping on the North Side of Ottawa Street

• Increase parking restrictions on Bell Street and Harriet – (no parking on either side Mon-Fri)

• Extending 2 hour parking on Bell Street

• Round Table Discussion

• Other

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Questions?

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Renée Mask, Manager of Financial Services

Water Shut Off

CSAC Meeting - Monday, April 20, 2015

Background

• February 2013 an updated Water Collection Policy was approved.

• The intent of the policy is to reduce outstanding water accounts and collect from Homeowners and Tenants.

• The policy allows for transfer to taxes and water turn off (per the Municipal Act).

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Background

• Historically the former administration did not follow proper collections steps.

• In September 2013 a Collection Agency was engaged to assist with collection of outstanding water accounts.

• The collection process was successful reducing active arrears +61 days from 221 accounts ($258,452) to 107 accounts ($82,857).

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Discussion

• Water arrears are now transferred to taxes when the water account is in the homeowners name.

• The new policy allowed tenants to open accounts, with the requirement that the landlord is responsible for the balance if not paid (tax roll).

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Discussion

• Active tenant accounts were sent to the Collection agency - attempts for collection was exhausted.

• Active tenant accounts +61 days with arrears balances over $1,000 amount to a total of $36,000 (18 accounts).

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Discussion

• Delinquent account summary

• Note: Three of the connections do not allow for disconnect, alternative methods to turn off are being reviewed.

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Recommendation

• Staff is recommending to proceed with a water turn down to trickle and shut off seven (7) days after if substantial payment is not received, as avenues to collect on delinquent accounts have been exhausted. NOTE: Some delinquent accounts have entered and into payment agreements and have still failed to pay.

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Recommendation

• THAT the Corporate Services Advisory Committee support the recommendation that the water be turned off on the 18 delinquent accounts, as follows:– Turn down to trickle and followed by a hand

delivered notice of pending shut off seven (7) calendar days after if no substantial payment received. Shut off on the tenth (10) calendar day. One week staggered turn off.

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Next Steps

• Corporate Services Advisory Committee provide feedback/recommendation.

• Council in May.

• Staff will bring forward an updated Water Collection Policy in Q3/Q4 to help reduce accumulation of arrears in the future.– Elimination of tenant billing

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Questions?

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