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MINUTES - General Committee - 20130129 THE TOWN OF AURORA SPECIAL GENERAL COMMITTEE MEETING REPORT Council Chambers Aurora Town Hall Tuesday, January 29, 2013 ATTENDANCE COMMITTEE MEMBERS Mayor Dawe in the Chair; Councillors Abel, Ballard, Gaertner (arrived 7:09 p.m.), Gallo, Pirri, and Thompson MEMBERS ABSENT Councillor Buck and Humfryes OTHER ATTENDEES Chief Administrative Officer, Director of Customer and Legislative Services/Town Clerk, Director of Legal Services/Town Solicitor, Director of Corporate and Financial Services/Treasurer, Manager of Human Resources, and Council/Committee Secretary The Chair called the meeting to order at 7:02 p.m. I DECLARATION OF PECUNIARY INTEREST AND GENERAL NATURE THEREOF There were no declarations of pecuniary interest under the Municipal Conflict of Interest Act. II APPROVAL OF THE AGENDA General Committee recommends: THAT the agenda as circulated by the Customer and Legislative Services Department be approved with the following item removed: Item 6 – Motion for Which Notice Has Been Given: Councillor Ballard Re: Alcohol Reimbursement Policy CARRIED III DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION General Committee recommends: THAT all items be pulled for discussion. CARRIED General Committee Meeting Report Tuesday, January 29, 2013 Page 2 of 4 IV ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION None V DELEGATIONS (a) Neil Garbe, Chief Administrative Officer Re: Administrative Policies Update Mr. Garbe provided an overview of the various policies that Council may take into consideration and noted the differences between Community, Corporate and Administrative policies, and how they can impact or affect the community or the Corporation. He reviewed the role that Council, Municipal Administration, and the Chief Administrative Officer play in the development, evaluation, and enactment of policy and programs, and advised on specific requirements under the Municipal Act. Mr. Garbe noted various administrative policies that Council has reviewed and approved in recent years, and advised on when some of these policies may be coming forward for Council’s consideration. He clarified policies 1, 5, and 57, and advised on the proposed changes, and how these revisions could update and address concerns identified in the existing policy. General Committee recommends: THAT the comments of the delegate be received for information. CARRIED VI CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION 1. CFS12-013 – Administrative Policy Revision: Policy No. 1 Applicability of Administrative Policies & Procedures General Committee recommends: THAT Council receive report CFS12-013; and THAT revised Administrative Policy No.1, Attachment #1, be approved by Council effective immediately; and THAT minor administrative updates to this policy by the CAO are authorized provided no material changes affecting members of Council or changes which may have a material financial impact on the Corporation are made without Council approval. CARRIED 2. CFS12-014 – Administrative Policy Revision: Policy No. 5 Council/Staff Communications General Committee recommends: THAT Council receive report CFS12-014; and General Committee Meeting Report Tuesday, January 29, 2013 Page 3 of 4 THAT Section 6 be revised to read: “Members of Council can expect to receive a response to a routine inquiry generally within one business day, although in practical terms, the response can be obtained in a shorter time. Where a response cannot be provided within one business day, the member making the inquiry shall be informed of the reasons for delay and the expected response date.”; and THAT revised Administrative Policy No.5, Attachment #1, be approved by Council effective immediately; and THAT minor administrative updates to this policy by the CAO are authorized provided no material changes affecting members of Council or changes which may have a material financial impact on the Corporation are made without Council approval. CARRIED 3. CFS12-016 – Administrative Policy Revision: Policy No. 57 Compensation and Support for Members of Council General Committee recommends: THAT Council receive report CFS12-016; and THAT revised Administrative Policy No.57, Attachment #1, be approved by Council effective immediately; and THAT minor administrative updates to this policy by the CAO are authorized provided no material changes affecting members of Council or changes which may have a material financial impact on the Corporation are made without Council approval. CARRIED 4. Extract from General Committee Meeting of May 1, 2012 Re: CFS12-017 – Administrative Policy Revision: Policy No. 28 Reimbursement of Corporate, Travel and Auto Expenses General Committee recommends: THAT the Extract from General Committee Meeting of May 1, 2012 regarding CFS12-017 – Administrative Policy Revision: Policy No. 28 Reimbursement of Corporate, Travel and Auto Expenses be received and referred to Item 5. . CARRIED 5. Motion for Which Notice Has Been Given: Councillor Ballard Re: Comprehensive Expense Policies General Committee recommends: WHEREAS the Town of Aurora has stated its commitment to being an open, transparent and accountable government that is fiscally responsible; and General Committee Meeting Report Tuesday, January 29, 2013 Page 4 of 4 WHEREAS esteemed organizations such as the Federal and Provincial Privacy Commissioners and Ontario Ombudsman have adopted Proactive Disclosure that includes Senior Staff expenses; and WHEREAS the Ontario Municipal Act, Section 284, requires municipalities to provide an itemized statement of remuneration and expenses paid to each Member of Council only on an annual basis; and WHEREAS neighbouring communities, notably Richmond Hill, Vaughan and Toronto, have adopted comprehensive Council expense policies with timely online reporting of Council Member expenses; and WHEREAS the City of Toronto’s public expense reporting includes expenses of Senior Staff; and WHEREAS the Town of Aurora’s Members of Council Expense Policy No. 57 only addresses Council Member spending on conferences, seminars, training and development, and expense allowance with minimal detail, and was written in 2001 and revised in 2006; and WHEREAS Employment Expenses Policy 28, addresses staff expenses and acts only as a “guide” for Council Member expenses, and was written in 1988 and revised in 2002; and WHEREAS it is in the best interest of the community we serve to disclose, in a comprehensive and public manner, the details of expenses that Councillors and Senior Staff incur, and that taxpayers fund from their pockets. NOW THEREFORE BE IT RESOLVED THAT staff be directed to develop new expense policies for both Members of Council and Senior Staff that are comprehensive and provide openness, transparency, and accountability to the residents and taxpayers of Aurora. General Committee recommends: THAT this item be referred to staff for a report from the Director of Corporate and Financial Services/Treasurer. CARRIED VII ADJOURNMENT General Committee recommends: THAT the meeting be adjourned at 9:30 p.m. CARRIED MAYOR DAWE JOHN D. LEACH, TOWN CLERK THE REPORT OF THE SPECIAL GENERAL COMMITTEE MEETING OF JANUARY 29, 2013 RECEIVED FINAL APPROVAL AND COUNCIL ENDORSEMENT OF THE RECOMMENDATIONS ON FEBRUARY 12, 2013.