MINUTES - Special Council - 19850110r·----"-
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MINUTES OF THE SPECIAL COUNCIL MEETING HELD IN THE
COUNCIL CHAMBERS, THURSDAY, JANUARY 10, 1985 at 7:30P.M.
The meeting was scheduled to begin at 7:30p.m. but was held to 7:45p.m. to see if
other members of Council would be coming.
Present Were: Mayor Illingworth and Councillors Barker, Jones, Ostick, Paivio, E.
Stewart and West.
Absent Were: Councillors Buck and N. Stewart.
A.1 Department/Council Orientations
West: Resolved that the Administration and Finance Committee prepare a
Jones: draft programme and seminar proposal for a new Council including
format and ideas for better informing elected Councillors or even
candidates prior to an election.
CARRIED
A.2 Staff Follow-up Procedure regarding Councillor's Inquiries
Discussion as to whether Council should write a policy on this matter took
place and it was agreed that inquiries should be made to the Department Head
or his/her designate and not to subordinate employees. It was agreed no
action was required.
A.3 Policy Establishment -Lines of Communication
Jones: Resolved that each Council Committee should review with the
Ostick: appropriate Department Head any outstanding or referred issue at
least monthly and shown on each Committee Agenda and report and
further that an agenda for each Committee meeting be prepared and
forwarded to all members of Council and to all Department Heads in
advance of each Committee meeting.
CARRIED
A.4 Budget Procedures
After discussion of this item it was agreed that no action was required.
A.5 Committees of Council -Determination and Number of Members
Jones: That the matter and discussion of Committee members, the structure,
West: appointees, composition and term be referred to the Administration
and Finance Committee for any recommendations or options for future
Council consideration.
CARRIED
A.6 Staff Review and Staffing Needs in all Departments
West:
E. Stewart:
Resolved that the need of a study to review and recommend staff and
the future required strengths be referred to the Administration and
Finance Committee to discuss and to prepare terms of reference for
consideration.
CARRIED
A.7 Size of Council
Following discussion, it was agreed no action was required.
A.8 Lawyer Services
Following discussion of this matter and reviewing Council's previous
decision on this matter it was agreed no further action was required.
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SPECIAL COUNCIL MEETING ••• THURSDAY, JANUARY 10, 1985
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A.9 Council Meetings -Agenda -Timing
It was agreed after discussing this item that no action was required.
B.1 Fire Department Manpower -Full Time and Volunteer
It was agreed that this matter would be discussed in the terms of reference
of item A.6.
C.1 Building Code -Interpretation and Uniformity with Fire Code
While this item was discussed at length and staff should be instructed to
co-operate when joint inspections or occupancy certificates are required,
because of the difference in legislative requirements and two different
officials being responsible for the appropriate statutory requirements and
in fact two differing ministry's administering and interpreting matters of
their concern, it was agreed that differing interpretations and problems
could occur but hopefully through our site plan administration, problems
should be kept to a minimum.
D.1 Capital Budgets and Reserve Accounts
Jones: That the Expenditure Committments to be shown on the monthly reserve
West: accounts be referred to the Administration and Finance Committee for
study.
CARRIED
D.2
Ostick:
E. Stewart:
Resolved that the Administration and Finance Committee review and
study methods by which the expenditures and revenues for each
account can be shown on the same page, and also review the street
lighting line item format.
CARRIED
D.3 Intermunicipal Computer Group
Following discussion of this matter and Council's previous decision it was
agreed no further action was required.
E.l Town of Aurora -Pol icy Manual
Council discussed the desire of completing this document and the matter is
to be reviewed when setting priorities in the 1985 staff needs budget.
E.2 Policy and Procedure -Follow-up to Public and Developers
It was agreed that a policy should not be required in a formal form and it
was agreed that no further action was required at this time.
E.3 Hiring Policy
It was agreed that this item could be incorporated into the referred item
A.6.
E.4 Technical Committee
West:
E. Stewart:
Resolved that the Administration and Finance Committee prepare a
Policy for terms of reference and guidance for the Technical
Committee.
CARRIED
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SPECIAL COUNCIL MEETING ••• THURSDAY, JANUARY 10, 1985
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E~5 Job Descriptions -All Staff
It was agreed that these could be incorporated and included in the Policy
Book -E.l and made available for all staff and Council.
SUMMARY
It was explained that most of the discussion and matters raised in concern
pertained to growing pains and the Clerk-Administrator was requested to meet and
explain such to staff Department Heads.
ADJOURNMENT
E. Stewart: Resolved that this meeting be adjourned at 10:07 p.m.
Jones:
CARRIED
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