Finance and Administration Committee Meeting

THAT the Finance and Administration Committee Agenda for Wednesday, February 28, 2018 be approved as presented.

RECOMMENDATION: THAT the Finance and Administration Committee recommend to Council that the regular Council Meeting on March 19th be moved to March 21st at 4:00 p.m.

RECOMMENDATION: THAT the Finance and Administration Committee recommend to Council that MP-2018-08 be moved for consideration in the 2018 Draft Budget deliberations.

RECOMMENDATION: THAT the Finance and Administration Committee recommends to Council to proceed with the employee service awards tentatively scheduled for April 3, 2018 at 2:00 p.m.

RECOMMENDATION: THAT the Finance and Administration Committee recommend to Council to direct Mayor Love to forward the updated Recreation and Community Development Coordinator job description to the County of Renfrew to have it scored and added to the wage grid.

RECOMMENDATION: THAT the Finance and Administration Committee recommend to Council to advertise the Recreation and Community Development Coordinator position internally as per the Human Resource Policy for seven days prior to posting externally.

RECOMMENDATION: THAT the Finance and Administration Committee recommend to Council that the Hiring Committee for the Combermere Facilities Coordinator consists of Mayor Love, Councillor Bromwich, the Operations Manager and the Facilities Manager.

RECOMMENDATION: THAT the Finance and Administration Committee recommend to Council that the Combermere Facilities Coordinator Position is advertised again in the Valley Gazette, Eganville Leader and Bancroft This Week (Saturday) for two weeks, with a closing date of March 23, 2018; Finance and Administration Committee Meeting - February 28, 2018 AND THAT the two previously chosen candidates be contacted and informed they will be interviewed.

RECOMMENDATION: THAT the Finance and Administration Committee recommend to Council to proceed to advertise the CAO/Clerk position once the advertising list has been finalized.

THAT the Meeting recess at 10:59 a.m.

RECOMMENDATION: THAT the Finance and Administration Committee recommend to Council to approve the Junior Accounting Clerk Job Description with the noted changes.

RECOMMENDATION: THAT the Finance and Administration Committee recommend to Council that the Human Resource policy (A-14) is updated to include a policy developed indicating that the Operations Supervisor should have the use of a Municipal vehicle after hours for work purpose only; AND THAT in the absence of the Operations Supervisor then the designate covering for that role would have use of the vehicle; AND THAT effective immediately, the Operations Supervisor is authorized to use a municipal vehicle after hours for work purposes only.

RECOMMENDATION: THAT the Finance and Administration Committee recommend to Council that the Corporate Policy and Procedures A-13, Retirement and Early Retirement is accepted as presented and added to the Corporate Policy and Procedures.

Finance and Administration Committee Meeting - February 28, 2018 RECOMMENDATION: THAT the Finance and Administration Committee recommend to Council that the Corporate Policy and Procedures D-03, Cumulative Sick Leave Plan is accepted as presented and added to the Corporate Policy and Procedures.

RECOMMENDATION: THAT the Finance and Administration Committee recommend to Council that new asphalt shingles for the Railway Station at a cost of $20,000 be moved for consideration in the 2018 draft budget.

THAT the Meeting recess at 12:08 p.m.

RECOMMENDATION: THAT the Finance and Administration Committee recommend to Council to ensure that direction and approval was given to the Finance and Administration Committee Meeting - February 28, 2018 Chief Building Official and the By-Law Enforcement Officer to attend the Residential Rental Maintenance Standards training on March 7, 2018, in Carleton Place.

RECOMMENDATION: THAT the Finance and Administration Committee recommend to Council to use the Residential Tenancies Act (RTA) approach, enforcing provincial maintenance standards contained in Ontario Regulation 517/06 under the Residential Tenancies Act, 2006, (as of July 1, 2018) and that inspections be complaint driven only.

RECOMMENDATION: THAT the Finance and Administration Committee recommend to Council to accept the Lakeshore Tennis Club Meeting Minutes of February 22, 2018 as presented AND THAT Councillor Bromwich and Councillor Archer work towards negotiating a Memorandum of Understanding with the Lakeshore Tennis Club.

THAT the Meeting enter In-Camera Session to discuss matters pertaining to "personal matters about an identifiable individual, including municipal or local board employees", "labour relations or employee negotiations", "litigation or Finance and Administration Committee Meeting - February 28, 2018 potential litigation, including matters before administrative tribunals, affecting the municipality or local board", "advice that is subject to solicitor-client privilege, including communications necessary for that purpose" , Ontario Municipal Act 2011, c.25, s.239 (2)(b)(d)(e)(f). 1. Report - Mayor Love - February 26, 2018 RE: 2017 Wage Grid Step Increase/Merit Pay (2)(b)(d) 2. Report - Mayor Love - February 26, 2018 RE: Department Head Recommendations on Performance Appraisals (2)(b)(d) 3. Report - Acting Interim Treasurer RE: Strategies to Meet or Advance Budget Process (2)(b)(d) 4. Staff Report - Finance Clerk - February 23, 2018 RE: Junior Accounting Clerk - Contract Expiration (2)(b)(d) 5. Administration Report - Acting Interim Treasurer - February 26, 2018 RE: Finance Administrative Staff - Sufficiency Of Human Resources (2)(b)(d) 6. Proposed County Changes to Vacant Unit Rebate Program RE: Response - Commercial Rate Payer (2)(b) 7. Taste of the Valley - February 15, 2018 RE: Refund Request (2)(b) 8. Email from Kristin Eliot, Templeman, Menninga - February 26, 2018 RE: Employee Attendance Update (2)(b)(d)(e)(f)

THAT the Meeting return to Open Session at 1:20 p.m.

THAT the Meeting adjourn at 1:21 p.m.