Township of North Dumfries Committee of the Whole Meeting Monday, August 13, 2018 NDCC – Dumfries Room COUNCIL AGENDA CONVENE: 6:00 P.M. CHAIR MAYOR FOXTON 1. CALL TO ORDER 2. APPROVAL OF THE AGENDA 3. DISCLOSURE OF PECUNIARY INTEREST & GENERAL NATURE THEREOF 4. STANDING COMMITTEE 4.1 FINANCE & ADMINISTRATION COMMITTEE (Chair Councillor Rod Rolleman) 4.1.1 Report No. CLK-15-2018: Administrative Policy – Annual Attendance Reporting for Members of Council. 4.1.2 Report No. FIN-19-2018: Computer Services Contract. 4.1.3 Report No. FIN-20-2018: North Dumfries Financial Update – July 31, 2018. 4.1.4 Report No. FIN-22-2018: 2018 Cambridge & North Dumfries Community Foundation Grant Award and Allocation. 4.1.5 Report No. PW-16-2018: Request for Tender Award – Supply and Delivery of One (1) 2019 ¾ Ton, Crew Cab Pickup. 4.1.6 Report No. PW-17-2018: Request for Tender Award – Road Resurfacing, Various Locations. 4.1.7 Report No. CAO-35-2018: Memorandum of Understanding – North Dumfries Heritage Preservation Society. 4.1.8 Report No. CAO-38-2018: Request for Proposal Award – Salary Comparator Study. Page 1 of 2 Township of North Dumfries Committee of the Whole Meeting Monday, August 13, 2018 NDCC – Dumfries Room 4.2 DEVELOPMENT SERVICES COMMITTEE (Chair Councillor Derrick Ostner) 4.2.1 Report No. CAO-37-2018: Parking Standards for Residential Neighbourhoods. 4.3 COMMUNITY SERVICES COMMITTEE (Chair Councillor Gord Taylor) None. 4.4 PROTECTIVE SERVICES COMMITTEE (Chair Councillor Neil Ritchie) 4.4.1 Report No. CAO-36-2018: Consideration of a Parks By-law. 4.4.2 No. PW-15-2018: Enhanced Traffic Calming Measures – 3 School Zones. 5. CLOSED SESSION None. 6. RECONVENE INTO OPEN SESSION 7. BUSINESS ARISING FROM CLOSED SESSION 8. CONFIRMATORY BY-LAW By-law No. 2984-18 - Being a By-law to Confirm the Proceedings of Committee of the Whole on August 13, 2018. 9. ADJOURNMENT Page 2 of 2 FINANCE & ADMINISTRATION COMMITTEE Report No. CLK-15-2018 August 13, 2018 ADMINISTRATIVE POLICY – ANNUAL ATTENDANCE REPORTING FOR MEMBERS OF COUNCIL RECOMMENDATION The Clerk recommends: 1. THAT Report No. CLK-15-2018 be received; 2. AND THAT the Finance & Administration Committee recommends Council adopt the Administrative Policy for Annual Attendance Reporting For Members of Council. 1. PURPOSE The purpose of this report is to present for the Finance & Administration Committee’s consideration a policy that will be used for recording annual attendance at all Committee of the Whole meetings, Regular Council Meetings and Public Planning Meetings for Members of Council. 2. BACKGROUND At the May 28, 2018 Regular Council meeting, Council adopted the following recommendation as presented by the Finance & Administration Committee: “AND THAT the Clerk be authorized to prepare an administrative policy for Council’s consideration regarding the logging of the annual attendance record to be published for Committee of the Whole meetings, Regular Council meetings and Public Planning meetings.” 3. OPTIONS AND ANALYSIS Staff have reviewed practices that are conducted by other municipalities with regards to the logging of the annual attendance for Members at meetings. It is not uncommon for municipalities to publicly report attendance records for Members of Council on their municipal website indicating how many meetings each member attended for that year. Minutes are prepared for all meetings of Council that indicate the names of Members who were present, absent, arrived late or departed early. The preparation of an annual attendance record would be sourced from meeting minutes prepared by the Clerk’s division following each meeting of Council. Given that a Member is considered to have ADMINISTRATIVE POLICY NO. CS - XXXX SUBJECT: Annual Attendance Reporting For Members of Council DEPARTMENT: Corporate Services EFFECTIVE: December 1, 2018 REVISED: APPROVED BY: Council 1.0 Purpose 1.1 The purpose of this policy is to establish clear guidelines and procedures with regards to the annual publishing and reporting of attendance for Members of Council at meetings. 2.0 Legislative Authority 2.1 The Municipal Act provides the following authority to municipalities: “Role of Council 224 It is the role of council, (d) to ensure that administrative policies, practices and procedures and controllership policies, practices and procedures are in place to implement the decisions of council.” 3.0 Definitions For the purposes of this Policy: Meetings – means Committee of the Whole, Regular Council and Public Planning Meetings. Member – means a current sitting Member of Council. 2 | P a g e A n n u a l Attendance Reporting For Members of Counci l P o l i c y 4.0 Procedures 4.1 Procedures 4.2.1 The Clerk shall note in the minutes for each meeting which Members are present and which Members are not. 4.2.2 At the end of each calendar year the Clerk shall compile a list of all meetings that occurred during the calendar year and indicate whether any Member was not in attendance. This shall be called the annual “Attendance Record.” Members that were present for a portion of the meeting (arrived late and/or left early) will be logged in the Attendance Record as having been present. 4.2.3 The Clerk shall prepare the annual Attendance Record using the following format: Regular Council, Committee of the Whole and Public Planning Meetings December (insert year) to November (insert year) Mayor Meeting Date Meeting Type Councillor Ward Two Councillor Ward Three Councillor Ward Four Councillor Ward One (insert date) Committee of the Whole (insert date) Regular Council (insert date) Public Planning Note: Mark in cell depicts the absence of the Member of Council. 4.2.4 Once prepared, the Clerk shall post the Attendance Record to the designated section of the Township website. Finance and Administration Committee FIN Report No. 19-2018 August 13, 2018 COMPUTER SERVICES CONTRACT RECOMMENDATION The Treasurer/Director of Corporate Services recommends: 1. THAT Report FIN 19-2018 – Computer Services Contract; 2. AND THAT Council authorize entering into an agreement with Xylotek Solutions Inc. for the Term September 1st 2018 to August 31, 2020 with subsequent one-year periods unless terminated pursuant to the agreement – Article 1; 3. AND THAT if the scope of the contract changes substantially either in workload required to be performed or the price varies more than 2.5%, before the periods commencing in September 1, 2020 a Request for Proposal for Computer Services be issued; 4. AND THAT a Request for Proposal be issued for the Computer Services contract to commence September 1, 2021; 5. AND THAT the Mayor and Clerk be authorized to execute the agreement on behalf of the Township of North Dumfries. 1. PURPOSE OF REPORT The purpose of this Report is to seek Council’s authorization to enter into a formal agreement for Computer Services with Xylotek Solutions Inc. 2. BACKGROUND The Township has been utilizing the services of Xylotek Solutions Inc. for three years. They have worked on some of the Township computer systems prior to 2016 on a call-in basis. Just over two years ago a contract arrangement was reached on a trial basis between Xylotek and the Township which required the Township to purchase a block of time at a reduced hourly rate. Xylotek Solutions became the main supplier of technical support for operating computer systems in the Township. Commencing with the 2016 contract, the Township has had the Technician services purchased on a Platinum Level Block time rate of $135 per hour (plus HST). The Township purchases the blocks in 30-hour increments and each call or onsite hour is booked against the block. This system was set up to monitor the number of hours that the Township would 2 | P a g e FIN Report No. 19- 2 0 1 8 A u g u s t 1 3 , 2 0 1 8 Computer Services Contract need to utilize an Information Technician. Separate charges relating to specific projects such as installation of new workstations, cabling, wireless installation or audio-visual installations are tracked by project and charged to the project, however the regular maintenance of the Township system is covered by the Block time. The blocks of time purchased cost $4,050 plus tax. In 2016 12 blocks of time were purchased. In 2017 12.5 blocks were used. It is anticipated that the block times would grow to 13 in 2018 without the change to the remote desktop system being recommended. The contract is for a cost of $4,100 per month. This includes onsite visits of 7.5 hours, with the balance of time to be completed through the helpdesk. Additional costs may occur in the prices if additional users or virtual servers are added, which is standard in the industry. 3. OPTIONS AND ANALYSIS The use of technology at the Township is critical in its day to day operations. All municipalities in the Region of Waterloo, beside North Dumfries have at least one full time Information Technician on staff. Township staff are not recommending that inhouse staff be hired for this function at this time, as the depth of coverage and knowledge that is provided by having an external contract could not be completed by one person in house. An external contract allows for coverage as the contractor can support a number of trained technicians on a help desk or send on-site as needed. In working with Xylotek over the past 2 ½ years, the Township has dealt with approximately 5 various technicians. While there is a main contact, due to changes in the industry and technical needs, the main contact is not always available, and other technicians have been trained and have access to the Township database that allows calls for service to be answered expeditiously.