08 07 2014 Sp Council Meeting MinutesT ip ofj/ "
Proud Heritage, Exciting Future
Thursday, August 7, 2014
The Township of Oro - Medonte
Special Council Meeting Minutes
Council Chambers
2010 -2014 Council
Present: Mayor H.S. Hughes
Deputy Mayor Ralph Hough
Councillor Mel Coutanche
Councillor Marty Lancaster
Councillor John Crawford
Councillor Dwight Evans
Regrets: Councillor Kelly Meyer
Time: 10:00 a.m.
Staff Paul Gravelle, Director of Finance/Treasurer /Deputy CAO; Doug Irwin,
Present: Director of Corporate Services /Clerk; Donna Hewitt, Director of Corporate
& Strategic Initiatives; Tamara Obee, Manager Health & Safety, Human
Resources; Bonnie McPhee, Coordinator Human Resources; Darcy
Brooke - Bisschop, Coordinator, Economic Development/Communications
Also
Present: None.
1. Call to Order- Private Prayer /Moment of Reflection:
Mayor H.S. Hughes assumed the Chair and called the meeting to order followed by a
private prayer /moment of reflection.
Adoption of Agenda:
a) Motion to Adopt the Agenda.
Motion No. SC140807 -1
Moved by Lancaster, Seconded by Evans
Be it resolved that the agenda for the Special Council meeting of Thursday, August 7,
2014 be received and adopted.
Carried.
Page 1 of 8
Special Council Meeting Minutes — August 7, 2014.
3. Disclosure of Pecuniary Interest:
None disclosed.
4. Reports of Municipal Officers:
a) Report No. HR2014 -02, Tamara Obee, Manager, Health & Safety, Human Resources re:
Human Resources Policies Manual.
Motion No. SC140807 -2
Moved by Hough, Seconded by Coutanche
Be it resolved that Report No. HR 2014 -02, Tamara Obee, Manager, Health & Safety,
Human Resources re: Human Resources Policies Manual be received and adopted.
Carried.
Motion No. SC140807 -3
Moved by Evans, Seconded by Crawford
Be it resolved that
Human Resources Policy Manual Section 1- Policy and /or Procedure Acknowledgement
POL -HR -1.01 — Policy and /or Procedure Acknowledgement
is hereby adopted and effective September 1, 2014.
Carried.
Motion No. SC140807 -4
Moved by Coutanche, Seconded by Hough
Be it resolved that
Human Resources Policy Manual Section 2 - Employment Practices
POL -HR -2.01 — Organizational Structural Charts
POL -HR -2.02 — Confidentiality Statement
POL -HR -2.03 — Orientation Program
POL -HR -2.04 — Probationary Period, as amended, to change one hundred and twenty
(120) days to one hundred and eighty (180) days
POL -HR -2.05 — Personnel Files
POL -HR -2.06 — Identification Badges /Name Tags
POL -HR -2.07 — Driver's License Abstracts
POL -HR -2.08 — Exit Interviews
POL -HR -2.10 — Employee Credentials
are hereby adopted and effective September 1, 2014.
Carried.
Page 2 of 8
Special Council Meeting Minutes — August 7, 2014.
Motion No. SC140807 -5
Moved by Crawford, Seconded by Evans
Be it resolved that
Human Resources Policy Manual Section 3 - Recruitment and Selection
POL -HR -3.01 — Position Authorization
POL -HR -3.02 — Job Descriptions /Position Mandates
POL -HR -3.03 — Job Postings
POL -HR -3.04 — Job Applications, as amended, to change one hundred and twenty (120)
days to one hundred and eighty (180) days
POL -HR -3.05 — Interviewing and Selection of Applicants
POL -HR -3.06 — Volunteer Firefighter Recruitment
POL -HR -3.07 — Student Employment and Recruitment
POL -HR -3.08 — Employment of Relatives
POL -HR -3.09 — Employee Relationships in the Workplace
POL -HR -3.10 — Employment References
POL -HR -3.11 — Criminal Record Check/Vulnerable Sector Screening
POL -HR -3.12 — Employment Offers
are hereby adopted and effective September 1, 2014.
Carried.
Motion No. SC140807 -6
Moved by Coutanche, Seconded by Hough
Be it resolved that
Human Resources Policy Manual Section 4 - Employee Development and Recognition
POL -HR -4.01 — Council /Employee Training Opportunities
POL -HR -4.03 — Township Payment of Membership Dues
POL -HR -4.04 — Succession Planning
POL -HR -4.05 — Employee Recognition
POL -HR -4.06 — Volunteer Firefighter Recognition
POL -HR -4.07 — Receipt of Gifts
POL -HR -4.08 — To Recognize Life Events
POL -HR -4.09 — Performance Review
POL -HR -4.11 —Acting Pay
POL -HR -4.12 — Overtime
POL -HR -4.13 — Mileage Reimbursement
are hereby adopted and effective September 1, 2014.
Carried.
Page 3 of 8
Special Council Meeting Minutes — August 7, 2014.
Motion No. SC140807 -7
Moved by Lancaster, Seconded by Evans
Be it resolved that
Human Resources Policy Manual Section 5 - Accommodation and Benefits
POL -HR -5.02 — Office Phone Headsets
POL -HR -5.03 — Self- Insurance of Vision Care
POL -HR -5.04 — Computer Purchase Program
POL -HR -5.05 — Critical Illness Benefit
POL -HR -5.06 — Smoking Cessation Program
POL -HR -5.07 — Gym Memberships /Home Gym Equipment Purchase Program
are hereby adopted and effective September 1, 2014.
Motion No. SC140807 -8
Moved by Coutanche, Seconded by Hough
Be it resolved that
Human Resources Policy Manual Section 6 - Absenteeism and Attendance
POL -HR -6.01 — Paid Holidays
POL -HR -6.02 — Vacation
POL -HR -6.03 — Recording and Reporting Hours Worked
POL -HR -6.04 — Reporting Absenteeism and /or Lateness
POL -HR -6.06 — Leaves of Absence
POL -HR -6.07 — Holiday Shutdown
are hereby adopted and effective September 1, 2014.
Motion No. SC140807 -9
Moved by Evans, Seconded by Lancaster
Be it resolved that
Human Resources Policy Manual Section 7 - Employee Conduct
POL -HR -7.01 — Code of Conduct
POL -HR -7.02 — Discipline
POL -HR -7.03 — Employee Complaint and Appeals Process
POL -HR -7.04 — Full -Time Employees Responding to Emergency Calls
POL -HR -7.05 — Appropriate Use of Electronic Communications
POL -HR -7.06 — Personal Use of Social Media
are hereby adopted and effective September 1, 2014.
Carried.
Carried.
Carried.
Page 4 of 8
Special Council Meeting Minutes — August 7, 2014.
Motion No. SC140807 -10
Moved by Coutanche, Seconded by Hough
Be it resolved
Human Resources Policy Manual Section 8 — Emergency and /or Exceptional
Circumstances
POL -HR -8.01 — Employee Practices During Emergency and /or Exceptional
Circumstances
POL -HR -8.02 — Alternate Working Arrangements in Emergency and /or Exceptional
Circumstances
POL -HR -8.03 — Payroll in Emergency and /or Exceptional Circumstances
POL -HR -8.04 — Overtime /Lieu Time During Emergency and /or Exceptional
Circumstances
are hereby adopted and effective September 1, 2014.
Carried.
Motion No. SC140807 -11
Moved by Evans, Seconded by Lancaster
Be it resolved that the following existing policies be repealed effective September 1, 2014.
POL -HR -001 — Employee Policy /Procedure Awareness — Dated June 17, 2009;
POL -HR -002 - Employee Injury Reporting — May 19, 2004;
POL -HR -003 — Incident, Accident Reporting — May 19, 2004;
POL -HR -004 — Appropriate Internet & Email Usage — May 19, 2004;
POL -HR -005 — Management Concern Policy — November 24, 1999;
POL -HR -006 — Self- Insurance of Vision Care — December 19, 2001;
POL -HR -007 — Discipline — March 20,1996;
POL -HR -008 — Receipt of Gifts — March 20, 1996;
POL -HR -009 — Township Payment of Memberships /Fees;
POL -HR -010 — Organizational Charts — Township of Oro - Medonte — Dated February 4, 1998;
POL -HR -011 — Hiring Policy — Dated December 15, 2004;
POL -HR -012 — Floral, Donations — June 22, 2005;
POL -HR -013 — Code of Ethical Conduct — June 22, 2005;
POL -HR -016 — Driver's License Abstracts — Dated September 12, 2007;
POL -HR -017- Computer Purchase Program - November 14, 2007;
POL -HR -019 — Employee Recognition — October 22, 2008;
POL -HR -020 — Office Phone Headset — June 22, 2011.
Carried.
Page 5 of 8
Special Council Meeting Minutes — August 7, 2014.
Motion No. SC140807 -12
Moved by Evans, Seconded by Crawford
Be it resolved that By -law No. 2002 -077, Being a By -law to Adopt Staff and Council
Training and Development Policies and Procedures be repealed effective September 1,
2014.
Carried.
5. By -Laws:
a) By -Law No. 2014 -126: A By -Law for the Imposition of Development Charges and
Repeal By -Law Nos. 2009 -105 and 2011 -086.
Motion No. SC140807 -13 (Amendment)
Moved by Crawford, Seconded by Evans
Be it resolved that By -Law No. 2014 -126: A By -Law for the Imposition of Development
Charges be amended to
Renumber 3.6 to 3.6.1
And add as follows:
3.6.2 The following percentage of each service for residential uses, as provided in
Schedule "B ", shall be imposed until November 1, 2014 at which time the residential
uses, as provided in Schedule "B" shall be imposed:
Service
RESIDENTIAL
Municipal Wide Services:
Roads and Related
78.424%
Fire Protection Services
78.424%
Police Services
78.424%
Outdoor Recreation Services
78.424%
Indoor Community Services
78.424%
Administration 178.424%
Total Municipal Wide Services 178.424%
Carried.
Page 6 of 8
Special Council Meeting Minutes — August 7, 2014.
Motion No. SC140807 -14
Moved by Hough, Seconded by Coutanche
Be it resolved that By -Law No. 2014 -126: A By -Law for the Imposition of Development
Charges be read a first, second and third time, passed, be engrossed by the Clerk,
signed and sealed by the Mayor, as amended to
Renumber 3.6 to 3.6.1
And add as follows:
3.6.2 The following percentage of each service for residential uses, as provided in
Schedule "B ", shall be imposed until November 1, 2014 at which time the residential
uses, as provided in Schedule "B" shall be imposed:
Service
RESIDENTIAL
Municipal Wide Services:
Roads and Related
78.424 %
Fire Protection Services
78.424%
Police Services
78.424%
Outdoor Recreation Services
78.424%
Indoor Community Services
78.424%
Administration
78.424%
Total Municipal Wide Services
78.424%
Carried As Amended.
6. Questions from the Public Clarifying an Agenda Item:
7. Confirmation By -Law:
a) By -Law No. 2014 -114: Being a By -Law to Confirm the Proceedings of the Special
Council Meeting held on Thursday, August 7, 2014.
Motion No. SC140807 -15
Moved by Lancaster, Seconded by Evans
Be it resolved that By -Law No. 2014 -114: Being a by -law to confirm the proceedings of
the Special Council meeting held on Thursday, August 7, 2014 be read a first, second
and third time, passed, be engrossed by the Clerk, signed and sealed by the Mayor.
Carried.
Page 7 of 8
Special Council Meeting Minutes — August 7, 2014.
8. Adjournment:
a) Motion to Adjourn.
Motion No. SC140807 -16
Moved by Hough, Seconded by Coutanche
Be it resolved that we do now adjourn at 11:19 a.m.
Mayor, H.S. Hug es er , T glas Irwin
Carried.
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