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04 04 2008 SpCouncil AgendaTOWNSHIP OF ORO-MEDONTE SPECIAL COUNCIL MEETING AGENDA COUNCIL CHAMBERS DATE: FRIDAY, APRIL 4, 200$ TIME: 10:00 A.M. 1. OPENING OF MEETING BY THE MAYOR 2. PRAYERI'CONTEMPLATION/REFLECTION 3. ADOPTION OF AGENDA 4. "DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF - IN ACCORDANCE WITH THE ACT" 5. REPORTS OF MUNICIPAL OFFICERS: a) Robin Dunn, Chief Administrative CJfficer, re: Township of Oro-Medonte, Corporate Planning. 6. CONFIRMATION BY-LAW NO.200$-038 7. QUESTIONS FROM THE PUBLIC CLARIFYING AN AGENDA ITEM 8. ADJOURNMENT ~~~~~ `~,~dc~ ~~n ~~: ~ ~uv ~ .~ ~- _ ~ ~ r^~- ~~ ~ 1 ~a ~ ~ ~~ ;~ X~ ~`; ~ ~ ; --~~-- off" ~M Council Mandate For 2007-2010 Healthy Community Ora-Medonte policies promote a healthy environment and encourage healthy lifestyles Sustainable Oro-Medonte strives to build a sustainable community -with regard for future generations. t~- Ott ~~~~ ~r~~ti -Ea ~4 ~~~.~ ~ ~ ~, gas ur,~ ~ s.. at3x ;oo ~~ ~ C~ C7ro, C)ntarto IOL ZXO riF~cne i7~J5) 4£37-Z17€ Fax t765j 4F7-0133 w~Nw.oro-me~ion*e.r Service Excellence Employees and Council promote a welcoming, courteous and professional culture of service excellence Mandate for 2007-2010 Service excellence, while building a sustainable, healthy community that enriches quality of life lJ ~, Ouality of Life Ora-Medonte's natural beauty, planned development, preservation of our rural and recreational character contributes to an enriched quality of life. Township of tiro-Medonte Senior Management Team 2008 Performance Objectives Aligned with Corporate S#rategic Directions Corporate Goals Quality of Life Safe & Healthy Community Qualit of Environment Service Excellence Sustainability Financial Stewardship Key Content Elements for Corporate -Maintenance of rural, country-like character -Adequate provisions for environmental -Positive, customer oriented interaction be- -Ecologically sound land use planning -Maintenance of a balanced operating Goals -Balanced growth to preserve character protection tween residents and Township staff and -Well planned economic and tourism level- budget with appropriate controls - Community spirit and engagement, wide -Proper concern far public safety and secu- Council opment -Well planned capital projects and budgets Material synthesized notes from initial dis- involvement/participatian of residents in rity (e.g., safe roadways and public facili- • Well qualified and trained staffi at all points -Ability to maintain programs and service with sound R01, ROE cussions with Council on Strategic Directions. community activities and events ties, accident prevention, eta.) of customer/client services delivery (once introduced) taking into ac- -Maximizing Township's buying power cav- - Proper mix of residential and leisure pro- -Proper provision far fire prevention, public -Definition and maintenance of high scan- count changing residents' needs Bring goods and services including coop- grams geared to changes in the population safety and emergency response lards/norms for service delivery -Proper provision for life cycle analysis, pre- erative purchasing arrangements with other - Well planned and maintained basic ser- -Cleanliness in public and private spaces -Quality control measurement and monitor- ventative maintenance and asset man- municipalities/public sector organizations vices (i.e., roadways, water, wastewater, -Well planned and maintained parks, rec- ing to ensure constancy of service delivery agement to ensurelextend life of Town- -Ongoing development and implementation solid waste, etc.) rea#ional facilities and community halls -Sound communication referral net- ship's facilities, equipment, infrastructure of continuous improvement initiatives to -Accessibility, provisions for seniors, low- -Well planned and maintained roads net- worklchannels for prompt, informed re- and rolling stock maximize return, value received for expen- moderateincomes, handicapped. work antlwater/wastewater infrastructure. spouse to residents' inquiries -Adequate financial reserves to sustain diture of tax payers dollars - Requisite high quality programs and facili- above (ref. Financial Stewardship). -Application of pay for performance (impie- ties in place (ref. Quality of Life, Quality of mentation of Performance Management Environment). Program). Related 2008 SMT Performance Qbjectives Public Works & Engineering Public Works & Engineering Common to Most Departments Public Works & Engineering Gommon to Most Departments aligned with Corporate Goals Development and implementation by the 3rd Development and implementation of im- Development and implementation of a quality Within budget implementation of all capital Optimal scheduling (day-to-day) of the full- quarter of a planned program to liaise with proved health and safety policies, procedures assurance program far the Department cov- works improvements scheduled for 2008; time and part-time employees and out- Performance Objectives are of two types: 1) residents and rate payer associations in or- and programs covering workplace safety for Bring delivery of key services with quality compliance with established Township poll- sourced workers so as to deliver the required those that are common to all or most De- der to identify and respond to current resident employees and road safety for residents measurements/standards to be in place by ales/procedures re: calls for tender and pur- services to residents in a timely manner and partments, and 2) those that are specific to Heads re: operations, maintenance and ser- (e.g., speed reduction, clear line markings, the end of the 3rd quarter; submission of a chasing of goods and services. to standard while making efficient use of re- one or more particular Departments. The vice delivery by the Department; preparation street lighting, accident prevention measures, year-end report to the CAO on service deliv- sources (i.e., not exceeding amount in oper- Performance Objective type is indicated in and submission of a report to the CAO by etc.); at least 50°l° of new policieslprocetlures cry by the Department with recommendations Recreation & Community Services ating budget}. the columns to the right with the specific De- partment(sj identified in bald type as applica- year-end on program results. to be in place by year-end with balance for remedial or corrective action. By year-end, preparation of programs and On-going monitoring of the operating and ble. Recreation & Community Services scheduled for implementation in 2009. Active participation in a Corporate-wide com- promotional materials to support economic capital budgets including review and follow- ~d Completion by the 3 quarter of a compre- Completion of required inspections to ensure munications program for residents in order to and tourism development efforts in 2008 as part of the Township's Economic Develop- up on variance reports; achievement of bal- compliance with regulatory agreements re: enhance the visibility and image of the Town- anced budget by year-end for the Depart- hensive Business Plan for the delivery of the Township's water treatment and distribu- ship's facilities and service delivery with par- meet Strategy. ment unless exceptions pre-approved by the recreation and special event programs by the Department; Business Plan to be approved tion system and network of storm and sani- ticular emphasis on those provided by the Development of a fiscally sound tang term CAO and Council. b the CAO and Council without ma'or modi- y I Lary drains; report to be submitted on time with correative action implemented as neces- concerned Department; implementation by to the end of the 4 quarter of a planned pro- facilit Ian for the Townshi with full rote ro- y p p g tion in its capital planning and budgeting; Pre oration and on-time submission of De- p ' fication. nary to achieve full compliance. gram to promote interaction with targeted plan to be submitted for approval by year- partment input for the Township s 2008 Op- crating and Capital Budgets; revenues and Development and initial implementation of an Recreation & Community Services customers/clients. end. expenditure to be optimized so as to con- action program to promote closer ties with community groups and sports associations in On-going project management of parkland Preparation and submission to the CAO by Corporate Services/Clerk, Finance/ taro/minimize increases in resident tax rates. order to build a sense of community in the development according to schedule and es- the end of the 3 quarter of an action pro- gram to develop a contact network of coun- Treasury, Human Resources On schedule active participation in the first ' Townshipand tofoster volunteerism. tablished budget including completion of terparts in other municipalities and profes- Throughout 2008, provision of assistance on s Per- stage implementation of the Township Sweetwater Park by the end of 2008. sionallindustry associations and also key schedule to the CAO and Council in the tle- formance Management Program; provision of suppliers/contractors; initial implementation velopment at a comprehensive Strategic Plan assistance to the ICAO and Human Re- in the 4th quarter of a visitation schedule to for the Township ttrat addresses current as sources during the 4 quarter in the effective gather information on best practices for pos- well as future needs of the municipality. roll-down of program implementation to ero- sible application by the Department; comple- ployees below the level of the SMT. tion of a year-end report far the CAO on key findings. Special Council Meeting -Corporate Planning 04.04.2008 Township of Oro-Medonte Senior Management Team 2008 Performance Objectives Aligned with Corporate Strategic Directions Corporate Goals Quality of Life Safe & Healthy Community Qualit of Environment) Service Excellence 5ustainahility Financial Stewardship Related 2008 5MT Performance Objec- Fire & Emergency Services Fire & Emergency Services Development Services FinancetTreasury FinancefTreasury tives, specific to one ar more Departments On- oin im lementation accartlin to 9 9 P 9 Establishment b ear-end of a com rehen- YY P On- oin ravisian of technical advice on 9 g P B ear•end, cam letion of an inventor and YY P Y Provision of technical su ort to the De art- PP P schedule of public education initiatives re: live Master Plan for Fire and Emergency Planning and Development matters to Town- valuation of Township facilities, infrastructure, meat Heads, CAO and Council in balance public safety and fire prevention; completion Services that fully addresses the current and ship staff, Council and key stakeholders; in- equipment and rolling stock in compliance sheet management (i.e., revenue- of a planned visitation program to schools, future needs of the community in the areas of formation to be provided promptly in a can- with new provincial legislation (i.e., PASB expenditure match) in the preparation, report- community groups and associations to in- fire prevention, public safety, risk assess- cise, user-friendly manner so as to improve 3150}; completed work to be accepted as ing and follow-up on variance reports; advice crease public awareness and contribute to ment/control and environmental protection; service delivery, minimize legal exposure of sound by the external auditor including atl- to be provided promptly and judged to con- thedevelopment of community spirit. plan to be submitted to the CAO and Council the Township and reduce cases requiring justments as required to the Township's chart tribute to achievement of a balanced budget and approved without major modification. arbitration/special hearings. of accounts and financial reporting poli- by year-end. Human Resources Corporate ServicestClerk Gies/procedures. Consolidation and analysis of Department Provision of technical support to the Depart- On-going provision of technical advice to the Paralleling the above objective, completion by year-end of an Asset Management Plan submissions for the 2009 operating and capi- tal budgets; budget forecast to be submitted meet Heads in the development and imple- GAO, Council and the general public regard- for the Township including establishment of to the CAO by the end of the 3`~ quarter; mentation of policies, procedures and pro- ing public meeting protocols, rules of order, adequate reserves to sustain facilities, infra- 2008 budget process to proceed on schedule grams far employee health and workplace Township By-Laws and decision precedents, structure, equipment and rolling stock; Plan and judged by Township staff and Council to safety; advice to be provided promptly and legislative requirements and corporate real to take into account the Township's ability to be accurate, thorough and fiscally sound. judged to be professional as regards the estate matters; information to be provided pay/fund asset management initiatives and safety measures recommended far imple- promptly in a concise and easy to understand improvements over time. Human Resources mentation. manner so as to ensure that Council func- Provision of technical assistance to the CAO tiaras according to established By-Laws, poli- cies and rules of order and that residents are and Department Heads in the first and sec- properly informed on pertinent matters, and phase implementation of the Township's Performance Management Program; on- Human Resources going administration of the Program accord- Completion by the 4th quarter of continuous ing to schedule and within the established improvement initiatives/projects for the Hu- budget guidelines. man Resources Division to improve service delivery including: 1} new, comprehensive employee recruitment and selection process, 2) succession planning and replacement planning policieslpragrams, 3) training and development programs, 4} compensation program that is pay equity compliant and market competitive, and 5) Human Re- sources Policy Manual; work to be completed within budget guidelines established and to be approved by the SMT without major modi- fications. Special Council Meeting -Corporate Planning 04.04.2008 THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE BY-LAW N0. 2008-038 BEING A BY-LAW TO CONFIRM THE PROCEEDINGS OF THE SPECIAL COUNCIL MEETING HELD ON FRIDAY, APRIL 4, 20fl8 THE COUNCIL OF THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE HEREBY ENACTS AS FOLLOWS: 1. THAT the action of the Council at its Special Council Meeting held on Friday, April 4, 2Q08, and in respect to each Motion, Resolution and other actions passed and taken by the Council at its said Meeting is, except where prior approval of the Ontario Municipal Board is required, hereby adopted, ratified and confirmed. 2. THAT the Mayor and the proper Officials of the Township are hereby authorized and directed to do all things necessary to give effect to the said action or to obtain approvals where required and to execute all documents as may be necessary on behalf of the Council of the Corporation of the Township of Oro-Medante. And, the Clerk is hereby authorized and directed to affix the corporate seal to all said documents. BY-LAW READ A FIRST AND SECOND TIME THIS 4th DAY OF APRIL, 2008. BY-LAW READ A THIRD TIME AND FINALLY PASSED THIS 4th DAY OF APRIL, 2008. THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE Mayor, N.S. Hughes Clerk, J. Douglas Irwin