Body: Council Type: Agenda Meeting: Committee Date: June 12, 2013 Collection: Council Agendas Municipality: Frontenac County
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Document Text
SERVICE DELIVERY AND ORGANIZATION REVIEW COMMITTEE AGENDA
Date and Time
June 12, 2013 at 11:00 a.m.
Place
County of Frontenac Administrative Boardroom 2069 Battersea Road, Glenburnie
Members: Deputy Warden Bud Clayton Councillor Gary Davison Councillor Denis Doyle, Vice Chair
Walter Knott, Chair Warden Janet Gutowski, Ex-Officio
Page 1.
Call to order
Adoption of the agenda
Disclosure of pecuniary interest and general nature thereof
Adoption of minutes
2-5
•
Minutes of the June 6, 2013 Meeting
Deputations and/or presentations
Communications
Reports
Other business
•
Committee Composition - Role of the City of Kingston
•
Preparatory Material for Interview Team - Background Information
Adjournment
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AgendaItem#4•
Minutes of the Service Delivery and Organization Review Committee Meeting June 6, 2013 A meeting of the Service Delivery and Organization Review Committee was held in the Boardroom of the County Administrative Office, 2069 Battersea Road, Glenburnie on Thursday, June 6, 2013 at 1:00 p.m. Present: Also Present:
Warden Janet Gutowski; Deputy Warden Bud Clayton; Councillors Davison and Doyle; Walter Knott, Community Member County Staff: Elizabeth Savill, CAO/Clerk; Marian VanBruinessen, Treasurer; Paul Charbonneau, Director of Emergency and Transportation Services; Julie Shillington, Administrator of Fairmount; Jannette Amini, Deputy Clerk Media: Elliot Ferguson, The Whig
Call to order
Ms. Savill called the meeting to order after welcoming the members and opened the floor for nominations for the Chair. Motion #: SDORC 001-13 Moved By: Seconded By:
Councillor Doyle Councillor Davison
THAT Mr. Walter Knott be nominated Chair of the Service Delivery and Organization Review Committee for 2013. CARRIED After receiving no further nominations during the second and third call, Mr. Knott was appointed Chair of the Service Delivery and Organization Review Committee for 2013. Motion #: SDORC 002-13 Moved By: Seconded By:
Councillor Davison Deputy Warden Clayton
THAT Councillor Doyle be nominated Vice Chair of the Service Delivery and Organization Review Committee for 2013. CARRIED
Service Delivery and Organization Review Committee Minutes June 6, 2013
Minutes of the June 6, 2013 Meeting
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AgendaItem#4•
After receiving no further nominations during the second and third call, Councillor Doyle was appointed Vice Chair of the Service Delivery and Organization Review Committee for 2013. Mr. Knott then assumed the Chair. 2.
Adoption of the agenda
Motion #: SDORC 003-13 Moved By: Seconded By:
Councillor Davison Councillor Doyle
THAT the agenda for the June 6, 2013 Service Delivery and Organization Review Committee be adopted. CARRIED 3.
Disclosure of pecuniary interest and general nature thereof
The Chair requested the Recording Secretary to make note in the minutes that no members of the committee declared any disclosures of pecuniary interest. 4.
Adoption of minutes – Nil
Deputations and/or presentations – Nil
Communications – Nil
Reports/Topics for Discussion 2013-116 Service and Organizational Review Committee – RFP Process
Concerns were expressed this was to be a Council exercise and questioned the number of staff in the room; however it was clarified that staff were in attendance to ensure the County’s Procedural by-law is adhered and to provide support. Staff has a responsibility to ensure that members of this Committee are aware of its obligations under the Municipal Act and Committees of Council must be open and transparent to the public. Mr. Knott questioned how the Committee would like to proceed. Motion #: SDORC 004-13 Moved By: Seconded By:
Councillor Doyle Deputy Warden Clayton
Service Delivery and Organization Review Committee Minutes June 6, 2013
Minutes of the June 6, 2013 Meeting
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AgendaItem#4•
THAT the Committee proceed with short listing of 2 or 3 proponents. CARRIED Based on the evaluation matrices completed by three of the members and circulated to the Committee, it was noted that all matrices ranked KPMG, Ernest & Young LLP and WSCS Consulting Inc. as the top 3 proponents. As such, the Committee decided to focus on these 3 proponents. The Treasurer cautioned that the Committee should evaluate proposals based on the information in the proposals and not based on comments heard externally. Motion #: SDORC 005-13 Moved By: Seconded By:
Councillor Davison Councillor Doyle
THAT the Service Delivery and Organizational Review Committee recommend to the Council of the County of Frontenac a short list comprising of KPMG, Ernst & Young LLP and WSCS Consulting Inc. be selected for interviews. CARRIED Interview Process Given that any business done by the Committee would be subject to open meeting requirements, members to will send recommended questions to staff for formatting and the interviews would be conducted at the staff level with the Chair and 1 other member of the Committee as part of the interview panel. It was also agreed that the Treasurer would sit in on the interviews as an observer to ensure adherence to the Procurement Policy. As part of the procurement process and through the RFP, questions must focus only on the requirements detailed in the RFP. If any of those elements has not been fully addressed in the submissions, staff will address this in the questions to ensure that Council’s direction is met. Motion #: SDORC 006-13 Moved By: Seconded By:
Councillor Doyle Councillor Davison
That Mr. Knott and Deputy Warden Clayton and the CAO conduct the interviews with the Treasurer to sit as an observer of the interview process. CARRIED Questions developed by senior staff will include input from the subject experts within the staff complement to ensure all terms of the RFP are addressed. Service Delivery and Organization Review Committee Minutes June 6, 2013
Minutes of the June 6, 2013 Meeting
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AgendaItem#4•
All questions should be funneled through the Deputy Clerk to ensure this is a staff exercise. Motion #: SDORC 007-13 Moved By: Seconded By:
Deputy Warden Clayton Councillor Doyle
The timeline for the project be revised as follows: • Receive Proposals • Determine Short List for Interviews • ADD: Council Approval of Short List • CHANGE: Interviews/Presentations • ADD: Council Approval of Award • CHANGE: Notification of Award
1 p.m. Tuesday, May 21, 2013 Monday, June 10, 2013 Wednesday, June 19, 2013 June 27, 28, July 4, 5, 2013 Wednesday, July 17, 2013 From June 28, 2013 to July 17, 2013 CARRIED
The next Committee meeting will be set for Friday, July 12 at 10:00 a.m. to confirm the proposal recommendation to County Council at its July 17 meeting. All proponents will need to be advised of the changes in the timelines as this could affect their proposals. It was noted an additional committee meeting is required to approve the interview process and make recommendations to County Council. All questions are to be submitted to the Deputy Clerk by June 14th who will then forward all questions to the interview panel. 8.
Other business – Nil
Next meeting date
The next meeting of the Committee is scheduled for Friday, July 12, 2013 at 10:00 a.m. 10.
Adjournment
Motion #: SDORC 008-13 Moved By: Seconded By:
Councillor Doyle Deputy Warden Clayton
THAT the meeting be hereby adjourned at 2:28 p.m. CARRIED
Service Delivery and Organization Review Committee Minutes June 6, 2013
Minutes of the June 6, 2013 Meeting
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