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HomeMy WebLinkAboutJan 16 Winter Study Session • _AA OF p/CSF Lu �� $ 2 A z 1111 1999 WINTER STUDY SESSION CLAREMONT FOUR SEASONS COUNTRY CLUB SATURDAY,JANUARY 16, 1999 9:50 a.m. PRESENT: Mayor Wayne Arthurs COUNCILLORS: M. Brenner D. Dickerson M. Holland • R. Johnson D. Pickles D. Ryan ALSO PRESENT: T. J. Quinn - C.A.O. D. Kearns - Committee Co-ordinator 1. Corporate WDW Committee - Update The C.A.O. distributed copies of his memorandum dated January 12, 1999 concerning Who-Does-What Corporate Review along with a copy of the Senior Staff Employment History - 1988 - 1998. He advised of the possible changes to take place within the organization to enhance service delivery, while making the most effective use of available staff and resources. He requested Council review this status report and provide him with feedback in order that he could provide an organizational chart and a report for Council's review at a meeting to be held prior to an upcoming Council Meeting. He advised that a number of organizational changes have been made over the last two years, including the establishment of a Customer Care Centre, the creation of the Executive Coordinator position, and the transfer of Information Systems to the Finance Department. No staff layoffs or staff additions were necessary and the internal layout of the Civic Complex was not'modified. Further changes considered for immediate implementation include: • transfer Supply and Services from Clerks to Finance • transfer film industry liaison from Culture and Recreation to Economic Development • consolidate office support systems (including telephones, fax machines, photocopiers, etc.) under Supply and Services/Information Systems - 2 - • improve coordination between Parks and Facilities and Public Works with respect to park, roads and Town property maintenance • continue to improve coordination/integration between Library and Town departments (e.g. records keeping, business liaison, etc.) • consolidate the issuance of all permits, licences and certificates with Clerks, except for"technical"permits which would be issued by Public Works • continue the planned shift in the Customer Care Division from "complaint handling" to "complaint management" (i.e. from handling all complaints to ensuring all complaints are handled, and to increased focus on customer care training to other staff) A discussion took place concerning seniors snow removal, the service provided by the Town along with volunteer youth from the community. It was suggested that a program be organized whereby a volunteer list be prepared of youth interested in clearing snow for seniors and the disabled for a nominal fee. This program would be a private arrangement between youth and seniors or disabled. The Towns only involvement would be on a referral basis and for an interim time period only. Councillor Johnson commented on the flooding of outdoor rinks in northern Pickering, questioning when this would take place. He also requested that the Site Plan Committee ensure that gardens with curbs not be placed in the middle of parking lots as this creates a problem with snow removal. Councillor Brenner advised that he has been speaking with the Regional Chair concerning joint purchasing of snow blowers between Whitby, Ajax and Pickering. 2. Joint Services- Update Joint Dispatch/Communication Centre Transit Amalgamation A discussion took place concerning a joint dispatch/communication centre between Ajax/Pickering. A scenario was also commented on with respect to Whitby and their new fire hall and dispatch equipment. The C.A.O. advised that both Pickering and Ajax dispatch equipment is in need of replacement. Mayor Arthurs advised that the dispatch service needs to be monitored and a report should be prepared on the immediancy of replacement. The C.A.O. advised that he would prepare and provide a report to Council by early spring. He also advised that the proposed amalgamation of the Fire Dispatch Service and Transit would be right behind each other. 3. 1999 Budget The C.A.O. distributed copies of the Finance Department Memorandum dated January 13, 1999 providing Council with comments and notes which they may wish to review prior to the 1999 Budget deliberations. He also provided Council with a Proposed Timetable outlining the preparation and review of the Budgets. The C.A.O. requested Council's comments on the timetable. Mayor Arthurs suggested that two days be scheduled for the end of March, early April for Council deliberations. Region of Durham Budget Meeting will take place April 7th, 1999. The C.A.O. advised that the 1998 books will be closed this week and no more submissions will be accepted. He also advised that he will be meeting with the Director of Finance &Treasurer this week. - 3 - 4. Y2K Compliance Status Report The C.A.O. distributed copies of the Y2K Compliance Status Reportort dated January 15, 1999, for Council's information. A further report will come forth to Council pre-budget 1999 for various items concerning Y2K. 5. Pickering 2000 Councillor Dickerson advised that this project is funded 100% by the private sector. He outlined the organizations interested in partnering and also the events to take place. He provided samples of the jackets which could be ordered. The next meeting of the Pickering 2000 Committee is scheduled for January 20th at 3:30 p.m. in the Council Committee Room. Mayor Arthurs outlined the various committees and their function. He advised that a representative from the senior, youth, financial community and various other sectors will be invited to participate. Councillor Dickerson distributed a copy of the Pickering 2000 Steering Committee Agenda for their meeting of January 20th. The C.A.O. will speak to the Department Heads at their meeting of January 19th about promotion throughout the Town of this event. The C.A.O. was requested to review the cost of purchasing new business cards and letterhead, etc. with the Pickering 2000 Logo included. 6. Millennium Trail/Square Councillor Holland gave a brief report concerning this item. He advised that funding is conditional and the amount will be much lower than hoped. Substantial funding could be acquired from the Federal and Provincial Government's. Councillor Holland advised of organizations interested in becoming involved in this project. This matter will be brought back to Council the end of February, early March. 7. Frenchman's Bay (possible land acquisition - Liverpool Road/ Beachfront spit) Councillor Holland commented on the possible acquisition of beachfront lands. He requested Council's direction with respect to Councillor Dickerson meeting with the TRCA to discuss the possibility of acquiring beachfront lands for public ownership. Mayor Arthurs suggested formalizing discussion between the staff and TRCA and requested a report be brought back to Council by the end of January. 8. Pickering's Representation on the GTSB -reporting relationship on voting matters back to Council (i.e.,Resolutions, Governance) Mayor Arthurs distributed copies of Clerk's Report CL 4/99 dated January 12, 1999, concerning the Greater Toronto Services Board. r - 4 - Councillor Brenner commented on voting, representation and direction on issues with respect to the GTSB. 9. New/Other Business a) Mayor Arthurs advised that the East Duffins OPA received Regional approval. b) Mayor Arthurs advised that he would hold a meeting with the Director of Finance & Treasurer and the Town Clerk to further discuss the implementation of the remuneration package. Council will be given information concerning this matter. c) Mayor Arthurs outlined various options with respect to the Little Men Film Site at the Claremont Conservation Area. He advised that the Ontario Film Development Corporation are giving the Town of Pickering a cheque for $10,000 to be used to support community projects. d) Councillor Dickerson will speak with the TRCA concerning extending their agreement for at least one month. The Meeting adjourned at 3:20 p.m.