the corporation of the town of georgina...the georgina library board approved $5,000 for the...

THE CORPORATION OF THE TOWN OF GEORGINA

SPECIAL COUNCIL

AGENDA

Monday, December 15, 2014 9:00 AM

1. CALL TO ORDER - MOMENT OF MEDITATION

2. ROLL CALL

3. DECLARATIONS OF PECUNIARY INTEREST AND GENERAL NATURE

THEREOF

4. REPORTS

4.1 Reports from the Chief Administrative Officer:

The following reports are provided for background information purposes only; Council considered and dealt with these reports at the February 5th and April 16th, 2014 Council meetings, respectively; Pages 1-7

4.1.1 Compensation Review – Contract Award Report No. CAO-2014-0003

Pages 8-13 4.1.2 Compensation Review – Comparator Municipalities

Report No. CAO-2014-0006

5. CLOSED SESSION

5.1 Motion to move into closed session of Council

I) CLOSED SESSION MINUTES: (a) Closed Session Minutes - August 13, 2014 (b) Closed Session Minutes - August 21, 2014 (c) Closed Session Minutes - August 27, 2014 (d) Closed Session Minutes - September 3, 2014 (e) Closed Session Minutes - September 9, 2014 (f) Closed Session Minutes - September 10, 2014

December 15, 2014 Sp.C A -2- 2014-12-15

5.1 Motion to move into closed session of Council cont’d

II) ADVICE SUBJECT TO SOLICITOR/CLIENT PRIVILEGE - SECTION 239(2)(F)MA - Development Charges Appeal

III) MATTER PERSONAL MATTER ABOUT AN IDENTIFIABLE

INDIVIDUAL, INCLUDING MUNICIPAL OR LOCAL BOARD EMPLOYEES – SECTION 239 (2) (b), MA -AND- LABOUR RELATIONS OR EMPLOYEE NEGOTIATIONS - SECTION 239 (2) (d), MA

- Compensation Study (Advisement: Refer to Report Nos. CAO-2014-0003 and CAO-2014-0006, Item Nos.

4.1.1 and 4.1.2 of this agenda as background information)

5.2 Motion to reconvene into open session of Council and report on matters

discussed in closed session.

6. PRESENTATIONS (12:30 – 2:30 pm)

6.1 Drinking Water Quality Management System (DWQMS) - Standard of Care Training

7. CONFIRMING BY-LAW

Pages 14-17

By-law No. 2014-0135 (COU-2), a by-law to confirm the proceedings of Special Council on December 15, 2014.

8. MOTION TO ADJOURN


REPORT NO. CAO-2014-0003

FOR THE CONSIDERATION OFCOUNCIL

FEBRUARY 5,2014

SUBJEGT: COMPENSATION REVIEW - CONTRACT AWARD

1. RECOMMENDATION:

1. That council receive Report No. cAo-2014-0003 prepared by the HumanResources Division dated February 5, 2014 respecting compensationReview - Gontract Award.

2. That council award the contract for "Gompensation Review" to TheMungall Consulting Group and that the Town enter into an agreementwith The Mungall Consulting Group to conduct the GompensationReview for services in the amount of $34,325 excluding applicabletaxes.

3. That Staff be authorized to take the necessary actions to give effect tothe above-noted recommendations.

2. PURPOSE:

The purpose of this report is to award the contract for professional services ofconducting a Compensation Review for the Town of Georgina.

3. BAGKGROUND:

ln the 2013 Budget, Council recognized the need to conduct a CompensationReview of the Town's current compensation practices, market competitiveness andinternal equity. In support of that recognized need, Council approved $30,000 andthe Georgina Library Board approved $5,000 for the acquisition of services toconduct the review.

The Corporation of the Town of Georgina sought proposals from Proponents whohave the necessary qualifications and experience to províde the type of servicesdescribed in the Request for Proposal #HR2013-085 - Compensation Review. Thedeadline for RFP responses was November 29,2013. The project is scheduled to

1

of Report No. CAO-2014-0003

begin immediately upon award, and project completion with a presentation toCouncil in Spring 2014.

The objectives of the Compensation Review are to

Maintain a competitive recruiting position to attract, engage and retain atalented, competent, qualified and productive workforce.

Maintain internal equity, pay equity and external market parity.

Scope of Work

To achieve the desired results, the consulting firm selected to conduct a

compensation review will be required to deliver all of the following services, atminimum:

1. Labour Market Review (Management, non-union and union positions)

2. lnternal Equity, Pay Equity Compliance and Pay Rates (Management andnon-union positions)

3. Policy Statements, including research and recommendations forcompensation strategy and targeted market position of the Town (i.e. lag,meet, lead and o/o of market average).

4. Report and Presenting

4. ANALYSIS

ln response to the RFP, the Town of Georgina received proposals from the followingproponents:

o The Mungall Consulting Group, Toronto, ON. Gazda, Houlne & Associates lnc., Montreal QC. Human Resources Partners lnc. (HRP), Markham, ON. The Compensation Company, Markham, ON

The evaluation criteria for this project was included in the RFP as detailed in Table 1

below.

Table 1 - Proposal Evaluation CriteriaItem Evaluation Criteria Evaluation PointsI Proponent's Qualifications and Experience 252 Project Understanding, Approach and Methodology 253 Overall solution to RFPs Obiectives 304 Financial Offer 20

Total r00

o

2


An Evaluation Committee was established, comprised of Harold Lenters, Director ofPlanning and Building and Tricia Quinlan, Manager of Human Resources.

Each of the proposals has been reviewed in detail by the Evaluation Committee.Further, each of the proponents has attended at the Civic Centre (or viateleconference for one proponent) during the week of January 6,2014 and provideda high-level presentation of their proposal, services and experience to the EvaluationCommittee and Winanne Grant, CAO. The Evaluation Committee member'sindividual comments and evaluation scores have been incorporated into the overallevaluation scores.

The evaluation scores for each of the proponents are listed in Table 2 below.

Table 2 - Evaluation of ProposalsEvaluation Criteria The

CompensationCompany

The MungallConsultingGroup

Gazda,Houlne &Associateslnc.

HumanResourcesPartners lnc

Proponent'sQualifications andExperience

19.5 23 13.75 20.5

ProjectUnderstanding,Approach andMethodoloqv

21.5 22.5 10.75 20.5

Overall solution toRFPs Obiectives

23 25.5 13.5 22

Financial Offer 20 20 10 15TOTAL 84 9l 48 78

Pricing:Each of the proponents provided pricing that was within the budget provided in theRFP ($35,000); however, the pricing of each proponent was indicative of theproposed solutions. Some proponents did not understand the scope of the projectand their bids reflected this.

Table 3 - Financial OfferProponent Pricinq CommentThe CompensationCompany

$30,700 Proposalto include an existing JobEvaluation Tool for no charqe.

The Mungall ConsultingGroup

$34,325 Proposal includes waiving project relatedexpenses, such as mileage and copyino.

Gazda, Houlne & $25,405 Excludinq Job Evaluation and internal

3


Associates lnc. and u revlewHuman ResourcesPartners lnc.

$35,000 Proposal stated "estimatesthe budget"

will be within

ln consideration that the proposal from The Mungall Consulting Group achieved thehighest evaluation rating as compared to the other proponents, ¡t is therecommendation of staff that The Mungall Consulting Group be awarded thecontract for conducting a Compensation Review for the Town of Georgina.

Recommended Proponent - The Mungall Gonsulting Group (MCG)

The Mungall Consulting Group Ltd. (MCG) has been developing job evaluation andcompensation systems for close to two decades as MCG, and for many years priorto 1994 with the prior employment of their Senior Advisor (Lynda Mungall) with large,national consulting organizations. Their expertise resides in job I organizatioñaldesign, job valuing, employee compensation, organizational effectiveness andrelated human resources processes and systems.

MCG specializes in providing custom job evaluation and compensation programsolutions to a'wide array of clients, including public and private sector organizations,has had significant experience working with joint union / management teams, andhave worked co-operatively with CUPE and other unions.

MCG partnered with the Town of lnnisfil to implement a custom job evaluation andrenewed compensation program for its non-union, CUPE and CEP representedpositions.

For the City of Markham, MCG provides ongoing job evaluation and compensationconsultation, assisting the City to maintain the Mercer job evaluation framework fornon-union, management and senior management positions.

For the Legislative Assembly of Ontario, MCG provides ongoing job evaluation andcompensation consultation, assisting the Legislative Assembly to maintain themodified McDowell / Coopers Lybrand Universal job evaluation framework for itsprofessional, management and senior management positions.

5. FINANGIAL AND BUDGETARY IMPACT:

The Town's 2013 Budget includes a provision of $35,000 ($SO,OO0 from reserves inthe Town budget and $5,000 in the Georgina Public Libraries budget) for conductinga Compensation Review.

4


This report contains recommendations to accept the proposal from The MungallConsulting Group for professional services to conduct a Compensation Review in

the amount of $34,325, plus effective taxes of $604.12 (1.76 effective HST rate),totaling $34,929.12.

The intended completion of the scope of work under this project is intended forSpring 2014; therefore, the budgeted amounts for 2013 will need to be carriedfonruard. As the budgeted amounts were obtained through reserves, there is noimpact to the tax base.

6. PUBLIC CONSULTATION AND NOTICE REQUIREMENTS:

The Request for Proposal was adveftised in the Georgina Advocate on l'llovember14,2013 and ran in all possible editions until the closing date. lt was also advertisedon the Town's website as well as on OPBA and Biddingo websites.

7 " CONCLU$|ON:

This report contains recommendations for the Town to award a contract to TheMungall Consulting Group, in the amount of $34,325 for conducting a CompensationReview. Following evaluatlon of proposals received in response to the Town'sRequest for Froposals (RFP), The Mungall Consulting Group achieved the highestevaluation rating and is considered the preferred proponent.

Prepared and Reeommended by:

Tricia Quinlan, RPManager of Human Resources

Approved by:

Winanne Grant, 8.4., AMCT, CEMCChief Administrative Officer

Attachment 1 - Memorandum from Purchasing Manager regarding submitted bíds

5

MEMORANDUIVI

IO:

From:

Subject:

Date:

Tricia Quinlan., Manager, Human Resources

Scott Luebke, Senior Buyer

Professional Consulting Services - compensation Review, HRzOIg-0gs

December 4,2013

Proposals for'Professional Consulting Services - Compensation Review', RFp DocumentNo. 2013-085, closed at P:00 p.m., Friday, Novernber zgth, z0lg, as per the RFpDocument. Bids received were op!)ned at 11:30 a.m., Wednesday, Ðecember 4th, A01g,in the offices of the Purchasing Division, located on the mezzanine floor of the CivicCentre. Those present during the opening were as follows:

I) Brian Jordan, Purchasing Manager2l Debbie Keogh, purchasing Assistant3) Scott Luebke, $enior Buyer

A totalof four (4) Proposals were received from the following proponents:

The Mungall Consulting Group, TorontoGazda, Houlne & Associates lnc., Montreal, QcHuman Resource Pañners lnc. (HRP), MarkhamThe Compensatlon Company, Markham

The RFP Ðocumentwas prepared by the Purchasing Managerand the Human ResourcesÐepartment. The Request for Proposal was advertised in the Georgina Advocate onNovember 14, 2013, and ran in alf possible editions until the closing ãate. lt was alsoadvertised on the Town's weþsite as well as on thê OPBA and Biddingo websites. A totalof eleven (11) docurnent sets weie distributed.

There was one (1) addendum issued forthis project. Addendum numberone was issuedto answer questions lhat were raised with respect to the HFp.

Copies of the four (4) Bids received have been forwarded to the Human ResourcesDepartment for further evaluation and final recommendation. Final approval of thepreferred Contraclor will remain the responsibility of the Human Resources Department.

1)2)3)4l

6

Tender Evaluation Memo - Professional Çonsulting Services . Compensation ReviewRFP # H82013-085

ln order to comply with the terms and conditions as set out in the Town of GeorginaPurchasing By-Law # 2OA4-Aû0, Section 6,0, Reports to Council, it may be necessary forthe Department Head to submit the awarding of this contract to Council for approval.

Respectfully submitted by:

Scott Luebke,Senior Buyer

7




APRTL 16,2014

SUBJECT: COMPENSATION REVTEW - COMPARATOR MUNICIPALITIES

1. RECOMMENDATION:

1. That Council receive Report No. CAO-2014-0006 prepared by the HumanResources Division dated April 16, 2014 respecting GómpensationReview - Comparator Municipalities.

2. That Gouncil approve the municipalities to be invited to participate inthe labour market review salary survey to be conducted by The MungallConsulting Group on behalf of the Town of Georgina.

2. PURPOSE:

The purpose of this report is to approve the municipalities to be invited to participatein the labour market review to be conducted by The Mungall Consulting Group onbehalf of the Town of Georgina.

3. BAGKGROUND:

On February 5, 2014, Council awarded the contract for a Compensation Review toThe Mungall Consulting Group and the Town entered into an agreement for Mungallto conduct a Compensation Review that included a Labour Market Review formanagement, non-union and union (CUPE) positions. (CAO Report # CAO-2014-0003)

The objectives of the Compensation Review are to:

Maintain a competitive recruiting position to attract, engage and retain atalented, competent, qualified and productive workforce.Maintain internal equity, pay equity and external market parity.a

8


As part of the Labour Market Review, the consultant will conduct a compensationsurvey of comparator municipalities. These municipalities receive a summary of thesurvey results in exchange for their information.

Upon completion of all components in the scope of the Compensation Review,Council will receive a report and presentation with the results.

4. ANALYSIS:

The municipalities listed below, in order of population, were recommended by TheMungall Consulting Group as comparator municipalities for the compensation surveyof the Labour Market Review. The municipalities range in populatíon from 22,473 ta59,460, with revenues from $25,502,071to $74,759,829 and provide similarservices. The population and private dwellings information was obtained fromStatistics Canada's 2011 Census.

Only three of the York Region municipalities are recommended as comparators asthe others do not meet the comparator criteria.

You will note that included in the recommended comparator municipalities are theTowns of Aurora, Caledon, East Gwillimbury, Halton Hills and Whitchurch-Stouffville,all of which are represented by The Greater Toronto Countryside Mayor's Alliance(GTCMA) afong with the Town of Georgina.

The GTCMA also represents the Town of Milton; the Townships of Brock, King,Scugog and Uxbridge and the City of Pickering and the Municipality of ClaringtonThese municipalities were not included in the list of comparators because theirpopulation and/or revenue are significantly lower or higher than the othercomparators.

The other municipalities were selected because of the similarity of characteristics,population, revenue, geographical location or service segments.

Municipality Location Population PrivateDwellings

Revenue Service Segments

Town of EastGwillimbury

YorkRegion

22,473 7,751 $25,502,071 GeneralGovernment,Protection,Transportation,Environment,Recreation,Planning, Library

9


Municipality Location Population PrivateDwellinqs


Town ofBradfordWestGwillimbury

SimcoeCounty

28,077 9,979 $39,577,790 GeneralGovernment, Fireand Emergency,Police, Planning,Building andProtection,Transportation,WaterA¡Vastewater,Parks andRecreation, Library,Waste Management

Town of NewTecumseth

SimcoeCounty

30,234 11,312 $44,639,788 GeneralGovernment,Protection,Transportation,Environmental,Health, Recreationand Culture,Planning andDevelopment

City of Orillia SimcoeCounty

30,586 13,863 $70,329,349 GeneralGovernment,Protection,Transportation,Environmental,Health Social andFamily, Recreationand Culture,Planning andDevelopment,

Town oflnnísfil

SimcoeCounty

33,079 13,941 $64,030,074 I GeneralGovernment,Protection,Transportation,Environmental,Health, Recreationand Culture,Planning andDevelopment,OLG/Hydro

10




Town ofWhitchurch-Stouftuille

YorkRegion

37,628 13,614 $46,537,556 GeneralGovernment,Protection,Transportation,Environmental,Health, Recreation,Planning, Culture,Nineteen on thePark A&E Corp,Librarv

City ofWoodstock

OxfordCounty

37,754 16,448 $51,336,950 Police, Fire,Transportation /Public Transport,CommunityServices,Recreation andPlanning, GeneralGovernment

Town ofGeorgina

YorkRegion

43,517 17,924 $45,007,660 Fire and EmergencyServices, Protectivelnspection andControl, Roads,Water / WastewaterSolid Waste,Leisure, Library,Planning andDevelopment,CorporateGovernance

City ofWelland

NiagaraRegion

50,631 22,701 $64,162,468 GeneralGovernment,Protection toPersons andProperty,TransportationServices,EnvironmentalServices, HealthServices, Social andFamily Services,Recreational andCulture, Planning

11




and Development

Town ofAurora

YorkRegion

53,203 18,092 $71,871,000 Governance andCorporate Support,Fire and EmergencyServices, Building /Bylaw / Licensing,Roads and RelatedServices,EnvironmentalServices,CommunityPrograms andEvents

Town ofHalton Hills

HaltonRegíon

59,008 20,548 $58,524 695 Protection Services,Transportation,EnvironmentalServices / Stormwater, HealthServices, Social andFamily Services,Recreation andCulture (Library),Planning andDevelopment

Town ofCaledon

PeelRegion

59,460 19,649 $74,759,829 Public Works, Fireand EmergencyServices, Parks andRecreation, LibraryServices, GeneralGovernance andAdministration,Human Resources,Development andPlanning /EconomicDevelopment,Corporate Services

12


5. FINANCIAL AND BUDGETARY IMPAGT:

The Labour Market Review is included in the budget of the Compensation Review,which is being funded from reserves, with the expected project costs totaling$34,929.12, including HST.


Not Applicable.

7. CONGLUSION:

The recommended list of municipalities to invite to participate in the labour marketreview provides a good range of comparators, with similar population, revenues andcharacteristics. These comparators will provide the compensation information forthe labour market that will enable the Town to determine compensation strategiesand policies.

Prepared and Recommended by:

Tricia Quinlan, CHRPHuman Resources Manager

Approved by:

Wi Grant, 8.4., AMCT, CEMCnanneChief Admin istrative Officer

a

13

CORPORATION OF THE TOWN OF GEORGINAIN THE

REGIONAL MUNICIPALITY OF YORK

BY-LAW NO. 2014-0135 (COU-2)

BEING A BY-LAW TO CONFIRM THE PROCEEDINGSOF THE SPECIAL COUNCIL MEETING HELD ON THE1sth DAY OF DECEMBER, 2014

WHEREAS under subsection 5(3) of lhe Municipal Act, S.O. 2001,chapter 25, as amended, the powers of a council of a municipal corporationshall be exercised by by-law;

AND WHEREAS it is deemed expedient that the proceedings of theCouncil of the Corporation of the Town of Georgina at its meeting held on the15th day of December,2014 be confirmed and adopted by by-law.

NOW THEREFORE, the Council of the Town of Georgina, in theRegional Municipality of York, hereby enacts as follows:

1. The proceedings and actions of Council as contained in the Reports andAdditional Business referred to in Schedule 'A' at the end of this by-laware adopted and confirmed as if each proceeding and action wereexpressly adopted and confirmed by by-law. As if all such proceedingswere expressly embodied in this by-law.

2. Subject to section 3, the Mayor, any other appropriate member ofCouncil and the proper Town officials be authorized and directed toundertake all actions necessary to give effect to the proceedings anddirections of Council referred to in section 1.

3. Where a proceeding or action requires an additional approval to that ofCouncil before a particular action can be done in order to give full effectto it, the Mayor, any other appropriate member of Council and the properTown officials before taking the particular action under the authorizationof section 2, shall seek and obtain the necessary additional approval andare authorized to do so.

4. A document required to be signed on behalf of the Town shall be signedby the Mayor or Deputy Mayor, Town Clerk or Deputy Clerk.

2

14

-2-

5.

6

A Member of Council, whose name is set out in Column 1 of Schedule'B', Conflict of lnterest, at the end of this by-law, has declared an interestwith respect to any item in Column 2 set out opposite the member'sname, and the Member has declared an interest in this confirmatory by-law as it relates to the confirmation of the proceedings and actions onthe item.

This by-law shall be signed by the Mayor and Clerk, affixed with the sealof the Corporation and engrossed in the By-law book.

READ and enacted this 15th day of December,2014

Margaret Quirk, Mayor

Patricia Nash, Deputy Clerk

15

Schedule'A'to By-law No. 2014-0135 (COU-2)

MINUTES

Special Council Meeting of December 15, 2014

16

Schedule'B' to By-law No. 2014-0135 (COU-2)

CONFLICTS OF INTEREST

Colu 2Column 1

nla nla

17




FEBRUARY 5,2014

SUBJEGT: COMPENSATION REVIEW - CONTRACT AWARD

1. RECOMMENDATION:

1. That council receive Report No. cAo-2014-0003 prepared by the HumanResources Division dated February 5, 2014 respecting compensationReview - Gontract Award.

2. That council award the contract for "Gompensation Review" to TheMungall Consulting Group and that the Town enter into an agreementwith The Mungall Consulting Group to conduct the GompensationReview for services in the amount of $34,325 excluding applicabletaxes.

3. That Staff be authorized to take the necessary actions to give effect tothe above-noted recommendations.

2. PURPOSE:

The purpose of this report is to award the contract for professional services ofconducting a Compensation Review for the Town of Georgina.

3. BAGKGROUND:

ln the 2013 Budget, Council recognized the need to conduct a CompensationReview of the Town's current compensation practices, market competitiveness andinternal equity. In support of that recognized need, Council approved $30,000 andthe Georgina Library Board approved $5,000 for the acquisition of services toconduct the review.

The Corporation of the Town of Georgina sought proposals from Proponents whohave the necessary qualifications and experience to províde the type of servicesdescribed in the Request for Proposal #HR2013-085 - Compensation Review. Thedeadline for RFP responses was November 29,2013. The project is scheduled to


begin immediately upon award, and project completion with a presentation toCouncil in Spring 2014.

The objectives of the Compensation Review are to

Maintain a competitive recruiting position to attract, engage and retain atalented, competent, qualified and productive workforce.

Maintain internal equity, pay equity and external market parity.

Scope of Work

To achieve the desired results, the consulting firm selected to conduct a

compensation review will be required to deliver all of the following services, atminimum:

1. Labour Market Review (Management, non-union and union positions)

2. lnternal Equity, Pay Equity Compliance and Pay Rates (Management andnon-union positions)

3. Policy Statements, including research and recommendations forcompensation strategy and targeted market position of the Town (i.e. lag,meet, lead and o/o of market average).

4. Report and Presenting

4. ANALYSIS

ln response to the RFP, the Town of Georgina received proposals from the followingproponents:

o The Mungall Consulting Group, Toronto, ON. Gazda, Houlne & Associates lnc., Montreal QC. Human Resources Partners lnc. (HRP), Markham, ON. The Compensation Company, Markham, ON

The evaluation criteria for this project was included in the RFP as detailed in Table 1

below.

Table 1 - Proposal Evaluation CriteriaItem Evaluation Criteria Evaluation PointsI Proponent's Qualifications and Experience 252 Project Understanding, Approach and Methodology 253 Overall solution to RFPs Obiectives 304 Financial Offer 20

Total r00

o


An Evaluation Committee was established, comprised of Harold Lenters, Director ofPlanning and Building and Tricia Quinlan, Manager of Human Resources.

Each of the proposals has been reviewed in detail by the Evaluation Committee.Further, each of the proponents has attended at the Civic Centre (or viateleconference for one proponent) during the week of January 6,2014 and provideda high-level presentation of their proposal, services and experience to the EvaluationCommittee and Winanne Grant, CAO. The Evaluation Committee member'sindividual comments and evaluation scores have been incorporated into the overallevaluation scores.

The evaluation scores for each of the proponents are listed in Table 2 below.

Table 2 - Evaluation of ProposalsEvaluation Criteria The

CompensationCompany

The MungallConsultingGroup

Gazda,Houlne &Associateslnc.

HumanResourcesPartners lnc

Proponent'sQualifications andExperience

19.5 23 13.75 20.5

ProjectUnderstanding,Approach andMethodoloqv

21.5 22.5 10.75 20.5

Overall solution toRFPs Obiectives

23 25.5 13.5 22

Financial Offer 20 20 10 15TOTAL 84 9l 48 78

Pricing:Each of the proponents provided pricing that was within the budget provided in theRFP ($35,000); however, the pricing of each proponent was indicative of theproposed solutions. Some proponents did not understand the scope of the projectand their bids reflected this.

Table 3 - Financial OfferProponent Pricinq CommentThe CompensationCompany

$30,700 Proposalto include an existing JobEvaluation Tool for no charqe.

The Mungall ConsultingGroup

$34,325 Proposal includes waiving project relatedexpenses, such as mileage and copyino.

Gazda, Houlne & $25,405 Excludinq Job Evaluation and internal


Associates lnc. and u revlewHuman ResourcesPartners lnc.

$35,000 Proposal stated "estimatesthe budget"

will be within

ln consideration that the proposal from The Mungall Consulting Group achieved thehighest evaluation rating as compared to the other proponents, ¡t is therecommendation of staff that The Mungall Consulting Group be awarded thecontract for conducting a Compensation Review for the Town of Georgina.

Recommended Proponent - The Mungall Gonsulting Group (MCG)

The Mungall Consulting Group Ltd. (MCG) has been developing job evaluation andcompensation systems for close to two decades as MCG, and for many years priorto 1994 with the prior employment of their Senior Advisor (Lynda Mungall) with large,national consulting organizations. Their expertise resides in job I organizatioñaldesign, job valuing, employee compensation, organizational effectiveness andrelated human resources processes and systems.

MCG specializes in providing custom job evaluation and compensation programsolutions to a'wide array of clients, including public and private sector organizations,has had significant experience working with joint union / management teams, andhave worked co-operatively with CUPE and other unions.

MCG partnered with the Town of lnnisfil to implement a custom job evaluation andrenewed compensation program for its non-union, CUPE and CEP representedpositions.

For the City of Markham, MCG provides ongoing job evaluation and compensationconsultation, assisting the City to maintain the Mercer job evaluation framework fornon-union, management and senior management positions.

For the Legislative Assembly of Ontario, MCG provides ongoing job evaluation andcompensation consultation, assisting the Legislative Assembly to maintain themodified McDowell / Coopers Lybrand Universal job evaluation framework for itsprofessional, management and senior management positions.

5. FINANGIAL AND BUDGETARY IMPACT:

The Town's 2013 Budget includes a provision of $35,000 ($SO,OO0 from reserves inthe Town budget and $5,000 in the Georgina Public Libraries budget) for conductinga Compensation Review.


This report contains recommendations to accept the proposal from The MungallConsulting Group for professional services to conduct a Compensation Review in

the amount of $34,325, plus effective taxes of $604.12 (1.76 effective HST rate),totaling $34,929.12.

The intended completion of the scope of work under this project is intended forSpring 2014; therefore, the budgeted amounts for 2013 will need to be carriedfonruard. As the budgeted amounts were obtained through reserves, there is noimpact to the tax base.


The Request for Proposal was adveftised in the Georgina Advocate on l'llovember14,2013 and ran in all possible editions until the closing date. lt was also advertisedon the Town's website as well as on OPBA and Biddingo websites.

7 " CONCLU$|ON:

This report contains recommendations for the Town to award a contract to TheMungall Consulting Group, in the amount of $34,325 for conducting a CompensationReview. Following evaluatlon of proposals received in response to the Town'sRequest for Froposals (RFP), The Mungall Consulting Group achieved the highestevaluation rating and is considered the preferred proponent.

Prepared and Reeommended by:

Tricia Quinlan, RPManager of Human Resources

Approved by:

Winanne Grant, 8.4., AMCT, CEMCChief Administrative Officer

Attachment 1 - Memorandum from Purchasing Manager regarding submitted bíds

MEMORANDUIVI

IO:

From:

Subject:

Date:

Tricia Quinlan., Manager, Human Resources

Scott Luebke, Senior Buyer

Professional Consulting Services - compensation Review, HRzOIg-0gs

December 4,2013

Proposals for'Professional Consulting Services - Compensation Review', RFp DocumentNo. 2013-085, closed at P:00 p.m., Friday, Novernber zgth, z0lg, as per the RFpDocument. Bids received were op!)ned at 11:30 a.m., Wednesday, Ðecember 4th, A01g,in the offices of the Purchasing Division, located on the mezzanine floor of the CivicCentre. Those present during the opening were as follows:

I) Brian Jordan, Purchasing Manager2l Debbie Keogh, purchasing Assistant3) Scott Luebke, $enior Buyer

A totalof four (4) Proposals were received from the following proponents:

The Mungall Consulting Group, TorontoGazda, Houlne & Associates lnc., Montreal, QcHuman Resource Pañners lnc. (HRP), MarkhamThe Compensatlon Company, Markham

The RFP Ðocumentwas prepared by the Purchasing Managerand the Human ResourcesÐepartment. The Request for Proposal was advertised in the Georgina Advocate onNovember 14, 2013, and ran in alf possible editions until the closing ãate. lt was alsoadvertised on the Town's weþsite as well as on thê OPBA and Biddingo websites. A totalof eleven (11) docurnent sets weie distributed.

There was one (1) addendum issued forthis project. Addendum numberone was issuedto answer questions lhat were raised with respect to the HFp.

Copies of the four (4) Bids received have been forwarded to the Human ResourcesDepartment for further evaluation and final recommendation. Final approval of thepreferred Contraclor will remain the responsibility of the Human Resources Department.

1)2)3)4l

Tender Evaluation Memo - Professional Çonsulting Services . Compensation ReviewRFP # H82013-085

ln order to comply with the terms and conditions as set out in the Town of GeorginaPurchasing By-Law # 2OA4-Aû0, Section 6,0, Reports to Council, it may be necessary forthe Department Head to submit the awarding of this contract to Council for approval.

Respectfully submitted by:

Scott Luebke,Senior Buyer




APRTL 16,2014

SUBJECT: COMPENSATION REVTEW - COMPARATOR MUNICIPALITIES

1. RECOMMENDATION:

1. That Council receive Report No. CAO-2014-0006 prepared by the HumanResources Division dated April 16, 2014 respecting GómpensationReview - Comparator Municipalities.

2. That Gouncil approve the municipalities to be invited to participate inthe labour market review salary survey to be conducted by The MungallConsulting Group on behalf of the Town of Georgina.

2. PURPOSE:

The purpose of this report is to approve the municipalities to be invited to participatein the labour market review to be conducted by The Mungall Consulting Group onbehalf of the Town of Georgina.

3. BAGKGROUND:

On February 5, 2014, Council awarded the contract for a Compensation Review toThe Mungall Consulting Group and the Town entered into an agreement for Mungallto conduct a Compensation Review that included a Labour Market Review formanagement, non-union and union (CUPE) positions. (CAO Report # CAO-2014-0003)

The objectives of the Compensation Review are to:

Maintain a competitive recruiting position to attract, engage and retain atalented, competent, qualified and productive workforce.Maintain internal equity, pay equity and external market parity.a


As part of the Labour Market Review, the consultant will conduct a compensationsurvey of comparator municipalities. These municipalities receive a summary of thesurvey results in exchange for their information.

Upon completion of all components in the scope of the Compensation Review,Council will receive a report and presentation with the results.

4. ANALYSIS:

The municipalities listed below, in order of population, were recommended by TheMungall Consulting Group as comparator municipalities for the compensation surveyof the Labour Market Review. The municipalities range in populatíon from 22,473 ta59,460, with revenues from $25,502,071to $74,759,829 and provide similarservices. The population and private dwellings information was obtained fromStatistics Canada's 2011 Census.

Only three of the York Region municipalities are recommended as comparators asthe others do not meet the comparator criteria.

You will note that included in the recommended comparator municipalities are theTowns of Aurora, Caledon, East Gwillimbury, Halton Hills and Whitchurch-Stouffville,all of which are represented by The Greater Toronto Countryside Mayor's Alliance(GTCMA) afong with the Town of Georgina.

The GTCMA also represents the Town of Milton; the Townships of Brock, King,Scugog and Uxbridge and the City of Pickering and the Municipality of ClaringtonThese municipalities were not included in the list of comparators because theirpopulation and/or revenue are significantly lower or higher than the othercomparators.

The other municipalities were selected because of the similarity of characteristics,population, revenue, geographical location or service segments.



Town of EastGwillimbury

YorkRegion

22,473 7,751 $25,502,071 GeneralGovernment,Protection,Transportation,Environment,Recreation,Planning, Library




Town ofBradfordWestGwillimbury

SimcoeCounty

28,077 9,979 $39,577,790 GeneralGovernment, Fireand Emergency,Police, Planning,Building andProtection,Transportation,WaterA¡Vastewater,Parks andRecreation, Library,Waste Management

Town of NewTecumseth

SimcoeCounty

30,234 11,312 $44,639,788 GeneralGovernment,Protection,Transportation,Environmental,Health, Recreationand Culture,Planning andDevelopment

City of Orillia SimcoeCounty

30,586 13,863 $70,329,349 GeneralGovernment,Protection,Transportation,Environmental,Health Social andFamily, Recreationand Culture,Planning andDevelopment,

Town oflnnísfil

SimcoeCounty

33,079 13,941 $64,030,074 I GeneralGovernment,Protection,Transportation,Environmental,Health, Recreationand Culture,Planning andDevelopment,OLG/Hydro




Town ofWhitchurch-Stouftuille

YorkRegion

37,628 13,614 $46,537,556 GeneralGovernment,Protection,Transportation,Environmental,Health, Recreation,Planning, Culture,Nineteen on thePark A&E Corp,Librarv

City ofWoodstock

OxfordCounty

37,754 16,448 $51,336,950 Police, Fire,Transportation /Public Transport,CommunityServices,Recreation andPlanning, GeneralGovernment

Town ofGeorgina

YorkRegion

43,517 17,924 $45,007,660 Fire and EmergencyServices, Protectivelnspection andControl, Roads,Water / WastewaterSolid Waste,Leisure, Library,Planning andDevelopment,CorporateGovernance

City ofWelland

NiagaraRegion

50,631 22,701 $64,162,468 GeneralGovernment,Protection toPersons andProperty,TransportationServices,EnvironmentalServices, HealthServices, Social andFamily Services,Recreational andCulture, Planning




and Development

Town ofAurora

YorkRegion

53,203 18,092 $71,871,000 Governance andCorporate Support,Fire and EmergencyServices, Building /Bylaw / Licensing,Roads and RelatedServices,EnvironmentalServices,CommunityPrograms andEvents

Town ofHalton Hills

HaltonRegíon

59,008 20,548 $58,524 695 Protection Services,Transportation,EnvironmentalServices / Stormwater, HealthServices, Social andFamily Services,Recreation andCulture (Library),Planning andDevelopment

Town ofCaledon

PeelRegion

59,460 19,649 $74,759,829 Public Works, Fireand EmergencyServices, Parks andRecreation, LibraryServices, GeneralGovernance andAdministration,Human Resources,Development andPlanning /EconomicDevelopment,Corporate Services


5. FINANCIAL AND BUDGETARY IMPAGT:

The Labour Market Review is included in the budget of the Compensation Review,which is being funded from reserves, with the expected project costs totaling$34,929.12, including HST.


Not Applicable.

7. CONGLUSION:

The recommended list of municipalities to invite to participate in the labour marketreview provides a good range of comparators, with similar population, revenues andcharacteristics. These comparators will provide the compensation information forthe labour market that will enable the Town to determine compensation strategiesand policies.

Prepared and Recommended by:

Tricia Quinlan, CHRPHuman Resources Manager

Approved by:

Wi Grant, 8.4., AMCT, CEMCnanneChief Admin istrative Officer

a


SPECIAL COUNCIL

AGENDA

Monday, December 15, 2014 9:00 AM

1. CALL TO ORDER - MOMENT OF MEDITATION

2. ROLL CALL

3. DECLARATIONS OF PECUNIARY INTEREST AND GENERAL NATURE

THEREOF

4. REPORTS

4.1 Reports from the Chief Administrative Officer:

The following reports are provided for background information purposes only; Council considered and dealt with these reports at the February 5th and April 16th, 2014 Council meetings, respectively; Pages 1-7

4.1.1 Compensation Review – Contract Award Report No. CAO-2014-0003

Pages 8-13 4.1.2 Compensation Review – Comparator Municipalities

Report No. CAO-2014-0006

5. CLOSED SESSION

5.1 Motion to move into closed session of Council

I) CLOSED SESSION MINUTES: (a) Closed Session Minutes - August 13, 2014 (b) Closed Session Minutes - August 21, 2014 (c) Closed Session Minutes - August 27, 2014 (d) Closed Session Minutes - September 3, 2014 (e) Closed Session Minutes - September 9, 2014 (f) Closed Session Minutes - September 10, 2014

December 15, 2014 Sp.C A -2- 2014-12-15

5.1 Motion to move into closed session of Council cont’d

II) ADVICE SUBJECT TO SOLICITOR/CLIENT PRIVILEGE - SECTION 239(2)(F)MA - Development Charges Appeal

III) MATTER PERSONAL MATTER ABOUT AN IDENTIFIABLE

INDIVIDUAL, INCLUDING MUNICIPAL OR LOCAL BOARD EMPLOYEES – SECTION 239 (2) (b), MA -AND- LABOUR RELATIONS OR EMPLOYEE NEGOTIATIONS - SECTION 239 (2) (d), MA

- Compensation Study (Advisement: Refer to Report Nos. CAO-2014-0003 and CAO-2014-0006, Item Nos.

4.1.1 and 4.1.2 of this agenda as background information)

5.2 Motion to reconvene into open session of Council and report on matters

discussed in closed session.

6. PRESENTATIONS (12:30 – 2:30 pm)

6.1 Drinking Water Quality Management System (DWQMS) - Standard of Care Training

7. CONFIRMING BY-LAW

Pages 14-17

By-law No. 2014-0135 (COU-2), a by-law to confirm the proceedings of Special Council on December 15, 2014.

8. MOTION TO ADJOURN

CORPORATION OF THE TOWN OF GEORGINAIN THE

REGIONAL MUNICIPALITY OF YORK

BY-LAW NO. 2014-0135 (COU-2)

BEING A BY-LAW TO CONFIRM THE PROCEEDINGSOF THE SPECIAL COUNCIL MEETING HELD ON THE1sth DAY OF DECEMBER, 2014

WHEREAS under subsection 5(3) of lhe Municipal Act, S.O. 2001,chapter 25, as amended, the powers of a council of a municipal corporationshall be exercised by by-law;

AND WHEREAS it is deemed expedient that the proceedings of theCouncil of the Corporation of the Town of Georgina at its meeting held on the15th day of December,2014 be confirmed and adopted by by-law.

NOW THEREFORE, the Council of the Town of Georgina, in theRegional Municipality of York, hereby enacts as follows:

1. The proceedings and actions of Council as contained in the Reports andAdditional Business referred to in Schedule 'A' at the end of this by-laware adopted and confirmed as if each proceeding and action wereexpressly adopted and confirmed by by-law. As if all such proceedingswere expressly embodied in this by-law.

2. Subject to section 3, the Mayor, any other appropriate member ofCouncil and the proper Town officials be authorized and directed toundertake all actions necessary to give effect to the proceedings anddirections of Council referred to in section 1.

3. Where a proceeding or action requires an additional approval to that ofCouncil before a particular action can be done in order to give full effectto it, the Mayor, any other appropriate member of Council and the properTown officials before taking the particular action under the authorizationof section 2, shall seek and obtain the necessary additional approval andare authorized to do so.

4. A document required to be signed on behalf of the Town shall be signedby the Mayor or Deputy Mayor, Town Clerk or Deputy Clerk.

2

-2-

5.

6

A Member of Council, whose name is set out in Column 1 of Schedule'B', Conflict of lnterest, at the end of this by-law, has declared an interestwith respect to any item in Column 2 set out opposite the member'sname, and the Member has declared an interest in this confirmatory by-law as it relates to the confirmation of the proceedings and actions onthe item.

This by-law shall be signed by the Mayor and Clerk, affixed with the sealof the Corporation and engrossed in the By-law book.

READ and enacted this 15th day of December,2014

Margaret Quirk, Mayor

Patricia Nash, Deputy Clerk

Schedule'A'to By-law No. 2014-0135 (COU-2)

MINUTES

Special Council Meeting of December 15, 2014

Schedule'B' to By-law No. 2014-0135 (COU-2)

CONFLICTS OF INTEREST

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