Body: Council Type: Document Meeting: Regular Date: October 18, 2012 Collection: Documents Municipality: Frontenac County
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Document Text
For Approval
Admin. & Finance Team Meeting Agenda The Frontenac Room Date:
October 18, 2012 Time: 9:00 a.m.
Members: Administrative Services ● Elizabeth Savill, CAO/Clerk ● Susan Beckel, Deputy Clerk ● Angelique Tamblyn, Executive Assistant ● Colleen Hickey, HR Labour Relations ● Krista Vandewal, HR Generalist/Researcher ● Bonnie Carter, OHN ● Trina Jones, Receptionist ● David Millard, Manager of Information Systems ● Ryan Dixon, IS Technician ● Dave Herrington, System Technician ● Alison Vandervelde, Communications Officer ● Anne Marie Young, Manager of Economic Sustainability ● Joe Gallivan, Manager of Sustainability Planning ● Kevin Farrell, GIS Specialist ● Peter Young, Community Planner ● Kieran Williams, Municipal Management Intern Financial Services Marian VanBruinessen, Treasurer Susan Brant, Deputy Treasurer ● Noreen Wright, Payroll & Benefits Clerk ● Beth Sproule, Payroll & Benefits Clerk ● Nancy Elliott, AP/AR Clerk ● Nancy Malette, AP/AR Clerk ● ●
Page 1.
Welcome
Review of Minutes
3-6
a)
September 20, 2012 Administration & Finance Team Meeting Minutes
b)
DRAFT Minutes September 20, 2012
Carried Forward Business
New Business
Page 1 of 6
For Approval
Page 4.
New Business a)
Round Table Discussion
b)
Health and Safety Issues
Other Business a)
Dress Down Fridays
Next Meeting a)
Date
b)
Chair
Adjournment
Page 2 of 6
AgendaItem#2b)
Please think of the Trees before printing this!
Administration & Finance Team Meeting Minutes The County Boardroom September 20, 2012 9:00 a.m. Members: Administrative Services Elizabeth Savill, CAO/Clerk Angelique Tamblyn, Exec. Assistant Bonnie Carter, Occ. Health Nurse Alison Vandervelde, Communications Officer Trina Jones, Receptionist Kieran Williams, Municipal Mgmnt. Intern David Millard, Manager of IS Ryan Dixon, IT Technician Dave Herrington, Systems Technician Kevin Farrell, GIS Specialist Colleen Hickey, HR Labour Management Joe Gallivan, Manager of Sustainability Planning Peter Young, Community Planner Anne Marie Young, Manager of Economic Sustainability
Financial Services Nancy Malette, AP/AR Clerk Nancy Elliott, AP/AR Clerk Noreen Wright, Payroll & Benefits Clerk Beth Sproule, Payroll & Benefits Clerk
Regrets Susan Beckel, Deputy Clerk Marian VanBruinessen, Treasurer Susan Brant, Deputy Treasurer Krista Vandewal, HR Generalist/Researcher
Welcome & Introductions Bonnie introduced St. Lawrence College nursing student Peggy Rafuse. Peggy will be here on a placement. 2.
Review of Minutes a)
July 19, 2012 Administration & Finance Team Meeting Minutes Approved
Carried Forward Business
New Business
Administration & Finance Team Meeting Agenda September 20, 2012
DRAFT Minutes September 20, 2012
Page 3 of 6
AgendaItem#2b)
Please think of the Trees before printing this! a)
Round Table Discussion
Alison: Alison is working on the ICSP Workshop and Local Government Week. Has been involved with the interviews for the website redevelopment and the contract will be awarded this week Local Government Week is October 14-19 Trina: A reminder to provide Trina with information for the PowerPoint Presentation for Susan Beckel’s farewell Angelique: Angelique is working on the prep/logistics for the ICSP Workshop Furniture on main floor/reception area will go back in place next week Colleen would like the couch moved from the living room to get to the light switch for the County Boardroom Nancy Elliott: Several RFP’s on outside projects, there will be new front entrance work, windows and door coverings, new windows in the main entrance, roof for the portico’s, painting. Some of the work will start on Monday. Anne Marie: Busy with the trails and the trails opening. Received good feedback. Also having meetings with the adjacent landowners. Plan on taking the trail through Verona in 2013. Kevin has been helping with the mapping Smaller Scale Initiatives to review with staff after the ICSP Workshop Joe:
Working mainly on the Official Plan. Special thank you to Peter Young and Alison Vandervelde for all their help. They’ve finished all five public meetings and are now moving ahead.
Noreen: Day to day tasks Colleen: Krista is away at AMCTO Colleen attended the OMRA Meeting recently and enjoyed HR Convention Bonnie: Physical risk assessment for Central Frontenac Bonnie attended a session on Ticks and West Nile Virus recently. There will be more ticks in the fall. Bonnie has tick pullers in her office. Reminder to wear long pants and check your pets! Peter: Administration & Finance Team Meeting Agenda September 20, 2012
DRAFT Minutes September 20, 2012
Page 4 of 6
AgendaItem#2b)
Please think of the Trees before printing this!
Peter has been busy with the CIP for Sharbot Lake, it was approved by Council. The CIP is making a difference in Verona Received positive comments regarding the Verona CIP from Councillor McDougall at the September Council Meeting.
b)
Health and Safety Issues There will be training with Paul Charbonneau and Marian VanBruinessen. There is a list of approved training providers. Colleen and Bonnie are coordinating and may host one here. RFP’s are out for Construction projects from now until November, staff will be redirected. The porticos in the front and back of building will be repaired. They are starting the work Monday. Front entrance may be closed next week and will need to use a different entrance while the work is being done.
Other Business Angelique indicated that there is a need for more users on the Electronic Meeting Management System. Training will be scheduled prior to departure of Lisa Goodberry and Susan Beckel. Trina Jones and Peter Young are interested in the training session. If anyone else is interested, please contact Angelique. A potluck has been scheduled for Susan Beckel’s farewell on Friday, October 5th. We will invite all staff to attend. Trina offered to organize the potluck for Susan’s farewell. Lisa Goodberry’s last day with the County is Friday, September 28th. It would be nice to order take-out and have a cake for her. a)
Old House Gift Fund Survey Results and Terms of Reference (Colleen Hickey) The Committee has had some meetings and discussions recently. The Survey Monkey provided had some good information/feedback. Noreen Wright is responsible for the financial statements and the balance of the coffee fund is $196.38. The gift fund is at $1181.62. Peter Young has created a draft Terms of Reference (TOR) for the Committee. Colleen has reviewed the TOR attached to the agenda) Action item: Staff to email their comments regarding the Terms of Reference to Peter, Noreen and Colleen Colleen thanked Alison for putting together the survey.
Administration & Finance Team Meeting Agenda September 20, 2012
DRAFT Minutes September 20, 2012
Page 5 of 6
AgendaItem#2b)
Please think of the Trees before printing this! b)
Shredding (Angelique Tamblyn) Susan Beckel has indicated that shredding is getting low for our volunteer. Please provide any shredding in advance. Margaret comes to the office on Wednesday mornings and helps with shredding and stuffing envelopes.
c)
Parking (Peter Young) Peter indicated that recently there’s been no parking for visitors and staff. Susan Brant is suggesting County vehicles park in the back or ask FPS to park in the back while they are training for 12 hours. Nursing staff have also been parking in the front instead of the Fairmount Staff parking lot. It was suggested to creating identifiers for the staff vehicles and where staff can park. This would be helpful when FPS has training sessions and Fairmount is introducing students. We could also look at expanding additional parking areas; there was a major expansion 2 or 3 years ago in the back area. Also suggested to create a map and “please park here”.
The parking signs are coming for the fleet vehicles. We’ll know where the County vehicles should be parked. Action item: Liz will raise parking issues at the Senior Management Meeting. 6.
Next Meeting a)
Date: October 18, 2012
b)
Chair Anne Marie Young will chair the next meeting.
Adjournment The meeting adjourned at 9:45 a.m.
Administration & Finance Team Meeting Agenda September 20, 2012
DRAFT Minutes September 20, 2012
Page 6 of 6
