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Date: Time: Present: Absent THE DISTRICT MUNICIPALITY OF MUSKOKA ADMINISTRATION AND FINANCE COMMITIEE MEETING NO. AF-2-93 PLACE: Boardroom, District Administration Building DATE: February 5, 1993 TIME: 9:30 a.m. PRESENT: Committee Chair, R. House; District Chair, F. Miller; Members, M, Scott, B. Rogers, T. Pilger ABSENT: D. Donnelly, J. Boyes OFFICIALS PRESENT: B. Calvert, Chief Administrative Office OTHERS PRESENT: District Councillors J. Young; M. Duman, Director of Finance; G. Plummer, Director of Muskoka Computer Centre; M. Bialkowski, Personnel Director; P. Peltomaki, Administrative Assistant MINUTES Moved by B. Rogers and seconded by M. Scott THAT the minutes of the Administration and Finance Committee meeting of January 8, 1993 be confirmed. Carried. 136-139 DISTRICT'S TELEPHONE·SYSTEM Mr. Calvert advised that the initial reason for pursuing telephone alternatives was to enhance after hours capabilities and to reduce costs. Mr. Plummer reviewed the benefits of the two options as outlined in his report. He stated that Option No. 1 was being recommended, as this system would allow District to simplify after hours and emergency calls as well as reduce costs. This option will also allow District staff to be more accessible to the general public. Office hours and pertinent information items can be programmed into the new system for the benefit of callers. Moved by B. Rogers and seconded by M. Scott 7/93 THAT the Administration and Finance Committee recommend to District Council that the District proceed with the tendering for Voice Processing at the District Office as described in option one of the report by the Director of the Muskoka Computer Centre dated January 28. 1993. Carried. 140-145 COUNCILLOR EXPENSE POLICY Mr. Calvert and Mr. Duman explained the present policy. After a brief discussion, it was agreed to continue the practice of only reimbursing District Councillors for travel expenses from their Muskoka residence to the District office based on a banding schedule of rates. If Councillors are required to attend extra meetings. they have the opportunity of submitting an invoice for the additional mileage. Committee requested staff to review the mileaqe and banding schedule to determine the last amendment date. tr r- Mr. Miller suggested that By-law 86-12 be amended to include a provision for reimbursing miieage costs to the Acting Chair or any District Councillor who is required to attend a function on behalf of the District Chair. Councillors also have the option of using a District vehicle. 146-148 COUNCILLOR COMPENSATION BY-LAW Mr. Calvert explained that a by-law was required to permit Dlstrlct Councillors to receive remuneration. He noted that the present by-law was being amended to reflect a more generic form which would allow any adjustments to be made during budget deliberations. Moved by M. Scott and seconded by B. Rogers THAT by-law 93-8. a by-law to confirm District Councillors' remuneration, be forwarded to District Council on February 15. 1993 for three readings. Carried. 149 FAIR TAX COMMISSION Mr. Miller commented that figures provided in a table in the report supported District's concerns regarding tile unfairness of the apportionment of educational grants the Muskoka Board of Education receives from the Province. He felt it was important that District Council support the Muskoka Board in their initiatives to obtain a fairer percentage. After a thorough discussion. it was agreed that members of the committee would take the issue back to their local municipality to seek a supportive resolution. All resolutions should be forwarded to Dan Waters, M.P.P. Muskoka-Georglan Bay with a request for action. 150-160 DISENTANGLEMENT - DRAFT AGREEMENT PHASE I Several concerns were expressed by Mr. Miller and members of the Committee with regard to the draft Phase I Disentanglement Agreement. Mr. Calvert recommended that a list of concerns or questions be prepared and forwarded to AMO for clarification. Mr. Miller suggested that Council take a position on disintanglement to accept 1) program administration only if the District has control of policy, management, and hiring; and 2) not to manage programs that the District doesn't own. 1 Moved by B. Rogers and seconded by M. Scott 9/93 THAT the District Treasurer be requested to analyze the draft Phase I Disentanglement Agreement, as full detail becomes available, and bring back a recommendation to the Administration and Finance Committee on the position District Council should take on the draft agreement. Carried. 161-164 ATIENDANCE REPORT - 1992 SHORT-TERM BENEFIT COSTS Mr. Bialkowski distributed and highlighted his Absenteeism and Short-term Benefit Costs report. He noted that the Wellness Program initiated at The Pines has had a significant effect on the number of days lost to illness by employees at The Pines. INFORMATION ITEMS The following items were provided for Committee's information. 165-169 a) Ontario Society for the Prevention of Cruelty to Animals 170-173 b) 9-1-1 Service in Ontario 174-177 c) Provincial Municipal Relations 178 d) Correspondence - National Transportation Agency of Canada 179 e) Bracebridge Agricultural Society Request for Grant 180-183 f) Tax Talk 184 g) Bell Canada's Neighbourhood Calling Plan (NCP) 185 h) Correspondence from OPSEU re Disentanglement NEW BUSINESS Councillor Pilger requested that staff prepare a report for a future meeting regarding building security, I.e. who has access and during what times; who monitors access availability to the bUilding when doors are open between the District, Health Unit and Board of Education offices; and what happens on District Council nights when the doors are left unlocked. ADJOURNMENT Moved by B. Rogers and seconded by M. Scott THAT we do now adjourn until February 19, 1993 at 9:30 a.m. or the call of the Chair. Carried. Chair, Administration &Finance Committee Distriet~ January 28. 1993 TO: Administration and Finance Committee FROM: Geoff Plummer SUBJECT: The District's telephone system ORIGIN: As requested by the Administration and Finance Committee on January 8 1993 to evaluate alternate methods of providing telephone service for the District, with specific attention being taken to simplify the after hours emergency dial-In. ANALYSIS: The District currently uses a PBX switch manufactured by Toshiba. ThIs switch, whIch was Installed In 1988, hasthe capability of being upgraded to handle any of the following options. As with any device several options are open and we have tried to explore the onesthat will directly affect the waythe DIstrict presently services the public. The system as It Is currently configured handles all Incoming calls Inthe traditIonal manner Oe: via a central operator, with the exception of the General Welfare area), calls are then disbursed to the properdepartment or person. Under the new system this could change to one of the follOWing optIons. Option 1: Part time voice processing There are systems available which will allowthe District to: • handle phone calls when the office Is closed ~ eliminate the requirement for zenith emergency phone numbers or resultant listings replacing same with a new service which Is easier to use (1-800-entry) • transfer the caller to the requested department or allowthe caller to dial the known extension number • provide the option to the caller should the call not be answered either to - leave a voice mall message for that call or - select an alternate extension • Inthe event of an emergency to - record the call - contactthe designated person - should the Initial contact fall the system will contact the alternate (repeated for up to three alternates), to accept an emergency callthe designated person MUST InpUt the correct access code indicating to the system that this Is the correctparty Under this scenario, the District will be ableto eliminate most If not all of the answering service requirements the zenith number and simplify the after hours dial-In. The zenith number Is replaced with a new service called 1-800 entry. This allows Bala, Port Carling and Mact1er to contact the District toll free. This will also have the added benefit of making the District more accessible to the public. Financial: (projected) The cost of Installation for this option is as follows: 2 port 2.5 hr message storage Voice Mall System 11,100.00 Upgrade required to the current pbx switch 4,500.00 Total cost for option 1 (Tax in) $15,600.00 Example Costing: Total amount to be capitalized $15,600.00 Operating cost: Maintenance (estimated - monthly) $50.00 Tax MQ. Total monthly $55.50 Annual operating cost $666.00 Annual amortization expense (based on 5 yrs at 9%) 3,900·00 Total annual operating expense $4,566.00 Savings: Each year for the first fIVe years: Projected annual savings (from the elimination of the answering service) $6,000.14 Projected annual operating cost 4,566.00 Projected savings $1,434.14 For subsequent years: Projected annual savings $6,000.14 Projected annual operating cost 5.QQ. Projected savings $5,334.14 /37 Option 2: Part time voice processing (including Direct Inward Dialling· DID) This option includes all the advantages of option 1 plus the additional ability to call In direct to the department (DID). As with option 1 the District will be able to eliminate most If not all the requirements for the telephone answering service and the zenith number. The caller will have more and faster access to District staff. Financial: (projected) The cost of Installation for this option Is as follows: 2 port 2.5 hr message storage Voice Mall System 11,100.00 Upgrade required to the current pbx switch 5,800.00 Total cost for option 1 (Tax In) $16,900,00 The monthly operating cost for DID Is dependent upon the number of DID's that are requested. Should every employee have DID access the cost wlll be approximately 1,000.00 per month.
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