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121220 Council MINTown of Tillsonburg Minutes of Council Meetir.1g Date: Thursday December 20, 2012 4:30PM Council Chambers Chair: John Lessif I i ' .. MINUTES: Meeting for the Committee "Open Council" Review Access: e Public 0 Private MINUtES Special· Qpen-·Couocil· Meeting ·on·.· ·.. .. Thursday .. Decernb~f:?n.~··2tlt204:3QPM counciFGhamt:n~rs · Chair:. ·Johri'#essif· ·Orders of the Day: CALL TO ORDER ATTENDANCE Mayor John Lessif Deputy Mayor Renaud Councillor Mel Getty Councillor Chris Rosehart Councillor Brian Stephenson Councillor Dave Bares Councillor Marty Klein Staff: David Samis, Interim CAO Donna Wilson, Clerk The meeting was called to order at 4:35 PM. ADOPTION OF AGENDA Resolution No. 1: Moved By: Councillor Rosehart Seconder By: Councillor Getty AND RESOLVE THAT the Agenda as prepared for the Open Session of the Special Council Meeting of December 20, 2012, be adopted. "Carried" CLOSED MEETING SESSION Resolution No. 2: Moved By: Councillor Getty 15 Seconded By: Councillor Rosehart AND RESOLVE THAT Council move into Closed Session, to consider matters relating to: Matters relating to labour relations or employee negotiations. "Carried" Page 1 MINUTES: Meeting for the Committee "Open Council" Council moved into closed session at 4:37 PM Council moved back into open session at 5:04 PM MOMENT OF SILENCE DISCLOSURE OF PECUNIARY INTEREST OR THE GENERAL NATURE THEREOF No disclosure's of pecuniary interest were declared. CHIEF ADMINISTRATIVE OFFICER 1. Chief Administrative Officer Aooointment [dl Presented By: Robert Johnston, Organization Consulting Ltd Robert Johnston appeared before Council and went over the search process that was followed. The Consultant engaged stakeholders, council, and the senior management team. The search committee met and provided an ideal candidate profile. Council were distributed the profile to review and no comments from Council were received, the committee then proceeded with that profile. The committee conducted interviews and short listed the candidates to make their final selection. Council suggest that there be contact by the consultant with the candidate over the first year. Resolution No. 3: Moved By: Councillor Beres Seconded By: Councilllor Stephenson AND RESOLVE THAT Council receive the information provided by the Consultant, Robert Johnston of Organization Consulting Limited; FURTHER RESOLVE THAT a by-law be brought forward to appoint David Calder as Chief Administrative Office of the Town of Tillsonburg. "Carried" NOTICE OF MOTION BY-LAWS 2. By-Law 3689, To appoint a Chief Administrative Officer [3 Resolution No. 4: Moved By: Councillor Klein Seconded By: Councillor Beres AND RESOLVED THAT By-Law 3689, To Appoint a Chief Administrative Officer, be read for a first and second time and this constitutes the first and second reading thereof; FURTHER RESOLVED THAT By-Law 3689, be given third and final reading and the Mayor and Clerk be and are hereby authorized to sign the same, and place the Corporate Seal thereunto. "Carried" Page 2 MINUTES: Meeting for the Committee "Open Council" 3. By-Law 3690, To Confirm the Proceedings of the Council Meeting of December 20, 2012. [J Resolution No. 5: Moved By: Deputy Mayor Renaud Seconded By: Councillor Klein AND RESOLVED THAT By-Law 3690, To Confirm the Proceedings of the Council Meeting of December 20, 2012, be read for a first and second time and this constitutes the first and second reading thereof; FURTHER RESOLVED THAT By-Law 3690, be given third and final reading and the Mayor and Clerk be and are hereby authorized to sign the same, and place the Corporate Seal thereunto. "Carried" ITEMS OF PUBLIC INTEREST ADJOURNMENT Moved By: Councillor Klein AND RESOLVED THAT the meeting be adjourned at 5:27PM. "Carried" Approval Received: (1 of 1) Donna Wilson!Tillsonburg (Thursday December 20, 2012 05:47PM) Town ofTillsonburg Page 3 THE CORPORATION OF THE TOWN OF TILLSONBURG BY -LAW NUMBER 3689 A BY-LAW to appoint a Chief Administrative Officer. WHEREAS Municipal Councils may appoint a Chief Administrative Officer pursuant to Sections 72 and 73 of The Municipal Act, R.S.O. 1990, Chapter M45. BE IT THEREFORE ENACTED as follows: 1. THAT is hereby appointed Chief Administrative Officer with such authority and duties as contained in Schedule "A" attached hereto. 2. Schedule "A" shall form part of this By-Law as if written and incorporated herein. 3. That By-Law 3658 is hereby repealed. 4. This By-Law shall come into full force and effect upon enactment. Read a first, second and third time, passed, signed, sealed and numbered 3689 this 20th day of December, 2012. MAYOR-John Lessif CLERK-Donna Wilson 9. Provides leadership and support to the various Directors/Corporate Managers, Committees and Boards in the preparation of budgets and is responsible for the general administration of the budgets through the Treasurer and Directors/Corporate Managers. 10. Directs and assists with Human Resource matters within the mandates approved by Council. 11. Acts as central reference source for inquiries from the public regarding Town operations, providing prompt and accurate responses and referring technical items to the appropriate department/office. 12. Maintains positive public relations for the Town, dealing with the media and community groups. Will be the primary contact with officials of local municipalities, County of Oxford and all others concerned with Town operations. 13. Maintains up-to-date knowledge of trends and developments affecting Town operations including legislation, Ministry directives, funding opportunities, procedural rulings & related matters, bringing relevant items to the attention of Council and/or Committees and Boards. 14. Has signing authority. 15. May represent the Town's interests as a member of the Board of Directors of Tillsonburg Hydro Inc. 16. Performs such additional duties and exercises additional responsibilities that may be required in the interest of the Town and as Council may assign. THE CORPORATION OF THE TOWN OF TILLSON BURG BY-LAW NUMBER 3690 BEING A BY-LAW to confirm the proceedings of Council at its meetings held on the 20th day of December, 2012 WHEREAS Section 5 (1) of the Municipal Act, 2001, as amended, provides that the powers of a municipal corporation shall be exercised by its council; AND WHEREAS Section 5 (3) of the Municipal Act, 2001, as amended, provides that municipal powers shall be exercised by by-law; AND WHEREAS it is deemed expedient that the proceedings of the Council of the Town of Tillsonburg at this meeting be confirmed and adopted by by-law; NOW THEREFORE THE MUNICIPAL COUNCIL OF THE CORPORATION OF THE TOWN OF TILLSONBURG ENACTS AS FOLLOWS: 1. All actions of the Council of The Corporation of the Town of Tillson burg at its meeting held on December 20, 2012, with respect to every report, motion, by-law, or other action passed and taken by the Council, including the exercise of natural person powers, are hereby adopted, ratified and confirmed as if all such proceedings were expressly embodied in this or a separate by-law. 2. The Mayor and Clerk are authorized and directed to do all the things necessary to give effect to the action of the Council of The Corporation of the Town of Tillson burg referred to in the preceding section. 3. The Mayor and the Clerk are authorized and directed to execute all documents necessary in that behalf and to affix thereto the sea I of The Corporation of the Town of Tillson burg. 4. This By-Law shall come into full force and effect on the day of passing. READ A FIRST AND SECOND TIME THIS 20th DAY OF December,2012. READ A THIRD AND FINAL TIME AND PASSED THIS 201h DAY OF December, 2012. Mayor-John Lessif Clerk-Donna Wilson COUNCIL RESOLUTION AGENDA ITEM NO.: Date: December 20, 2012 RESOLUTION NO.: :1_ MOVED BY: RESOLVE THAT the Age prepared for the Open Session of the Special Council Meeting of December 20, 2012, b o ed. d Carried D Recorded Vote D Defeated D Deferred D Tabled ~Mayor's Initials COUNCIL RESOLUTION AGENDA ITEM NO.: __ _ Date: December 20, 2012 RESOLUTION NO.: MOVED BY: RESOLVE THAT Council move into Closed Session, to consider matters relating to: Matters relating to labour relations or employee negotiations. ciJ Carried D Recorded Vote D Defeated D Deferred D Tabled ~Mayor's Initials COUNCIL RESOLUTION AGENDA ITEM NO.: ____.~'l..___ RESOLUTION NO.: 3 MOVED BY: Date: December 20, 2012 RESOLVE THAT Council receive the information provided by the Consultant, Robert Johnston of Organization Consulting Limited; /0 7 ~ FURTHER RESOLVE THAT a by-law be brought forward to appoint t#vl 0 C/ILO~/Z. as Chief Administrative Officerof the Town of Tillson burg. 0carried D Recorded Vote D Defeated D Deferred D Tabled ____f}tt;Mayor's Initials COUNCIL RESOLUTION AGENDA ITEM NO.: ;)_ Date: December 20, 2012 RESOLUTION NO.: '--( MOVED BY: ~~---\_<2 ___ /~-~ --H------=---- SECONDEDBY: -----~-~~------ RESOLVED THAT By-Law 3689, To Appoint a Chief Administrative Officer, be read for a first and second time and this constitutes the first and second reading thereof; FURTHER RESOLVED THAT By-Law 3689, be given third and final reading and the Mayor and Clerk be and are hereby authorized to sign the same, and place the Corporate Seal thereunto 0 Carried D Recorded Vote D Defeated D Deferred D Tabled ~or's Initials COUNCIL RESOLUTION AGENDA ITEM NO.: ~3.-!.___ RESOLUTION NO.: MOVED BY: 5' ( 1'-y~ ~~-· .. SECONDEDBY: ~~---~---~--~~=========------- Date: December 20, 2012 AND RESOLVED THAT By-Law 3690, To Confirm the Proceedings of the Council Meeting of December 20, 2012, be read for a first and second time and this constitutes the first and second reading thereof; FURTHER RESOLVED THAT By-Law 3690, be given third and final reading and the Mayor and Clerk be and are hereby authorized to sign the same, and place the Corporate Seal thereunto. D Recorded Vote D Defeated D Deferred D Tabled COUNCIL RESOLUTION AGENDA ITEM NO.: __ _ RESOLUTION NO.: MOVED BY: w =7b--- SECONDED BY: ------t.t7'~'-/'-/-· .____ --··· Date: December 20, 2012 RESOLVE THAT the Council Meeting of December 20, 2012 be adjourned at 56)._ 7 PM. G'carried D Recorded Vote D Defeated D Deferred D Tabled News Release Tillsonburg Appoints new Chief Administrative Officer Town of Tillson burg Council has appointed David Calder as the new Chief Administrative Officer of the Town. David will assume his new responsibilities January 14, 2013. "This is an important leadership role within the municipality and we are delighted to have attracted broad interest from top candidates across the country," says Mayor John Lessif. "David Calder was selected for his significant municipal sector experience, his vision for delivering public value in the provision of municipal services and for his proven leadership in citizen-based processes and we look forward to him leading our organization." David attended the University of Guelph, graduating with a Bachelor of Arts Degree majoring in Political Science and the University of Windsor graduating with a Bachelor of Public Administration Degree. David has also received certificates in Municipal studies from St. Claire College and Syracuse University. David is also Past President of the Association of Municipal Managers, Clerks and Treasurers of Ontario and is currently Chair of the Municipal Education and Research Foundation. In addition to the City of Waterloo, David has held positions with the City of Cambridge, City of Woodstock, Township of Anderdon, the Region of Peel and the former City of York David stated, "I am thrilled to be given this opportunity to utilize my extensive municipal experience as a Chief Administrative Officer to lead the Town of Tillson burg's administrative team. It is my personal commitment and goal to create an environment of synergy development by working closely with Council, staff, the business community and internal as well as external stakeholders with a view to enabling lasting partnerships in sustainable and progressive community enrichment initiatives." Mayor Lessif and two Councillors participated in the search process with support from Organization Consulting Limited and received over 60 applications from candidates across Canada. Contact: Mayor John Lessif Phone 519-688-3009 ext 3234 j lessif@Ti II son burg. ca "---' Consultation -Engaging the Stakeholders ~ Building consensus-competencies and profile of the CAO ~ Mayor and CAO Search Committee ~ Members of Council .. _ ~ Management Team OCL Organization Consulting Limired \....., Candidate Profile (Cont'd) ~ Municipal I private sector experience ~ Leadership track record ~ Size and scope of previous roles ~ Human relations skills ~ Attitudes, personal style and fit OCL :a Organization Consulting Lim ired '-- Search Strategy ~ National ~ Focus on concentrated targeting ~ Best possible candidate ~ Media advertising -local papers only~~,,,, O,CL' Organization Consulting Limited \_. Sourcing Results ~ Contacted over 145 potential candidates and referral sources: • Ontario municipalities • Municipalities across Canada • Federal and Rrovincial Goverr:-~-m:e · f)~C ., • Private sector organizations··;' O,CL Organization Consultjng Limited \_ Selection Process ~ Search Committee ~ Two rounds of interviews: • Questions I presentations ~ Detailed and thorough discussions ~ Unanimous choice OCL::.· Organization Consulting Lim ired ...___. Portfolio ~ Information Management and Technology ~ Economic Development ~ Asset Management ~ Clerks ~ Corporate Secretary I Elected "0~i~~~~ Support ~ Legal Services OCL Organization Consulting Limired ---...) re: Special Council Meeting John Lessif to: Donna Wilson Cc: David Samis Good morning Donna: 12/17/1211:19AM A special meeting of Council is requested for the purposes of appointing the CAO for the Town of Tillson burg. Please schedule the meeting for 4;30 p.m. Thank you, Mayor John Lessif Season's Greetings I/II/I/IJJ:=.CJ!I0orJmr(~ ====-tl;J.,.,&I>.Jt.ifi71&F Town ofTillsonburg 200 Broadway, 2nd Floor, Suite 204 Tillsonburg, ON N4G 5A7 Phone: 519-688-3009 Ext. 3234 Fax: 519-842-9431 www.tillsonburg.ca • • • • O·CL I l I STAKEHOLDER ENGAGEMENT • Discussions • Competency Review finin2: Suoerior Perf, ----------------...., _______ I I I TOWN'S NEEDS CURRENT SITUATION External Environment • Organization Structure Vision of the Mayor and Council • Culture I Group Overview Future Direction • Executive Team Candidate Success Factors • Pro2:rams and Services I I IDEAL CANDIDATE PROFILE • Competency Profile • Track Record I Experience Requirements THE SEARCH STRATEGY RESEARCH AND DIRECT SOURCING • Targeting and Detailed Sourcing • Internet Search (Related Sites) • Internal Database Search SCREENING LONG LIST AND SHORT LIST EVALUATION INTERVIEWS • Review Candidates -Competency Format I Matrix • Finalize Interview Program • Final Selection I " REFERENCING JOB OFFER TRANSITION AND FOLLOW-UP • Formal Reference Checks • Negotiate Term~, of Ep1ployment • Transitioi} Assis!-allce I Planning I Announcements • Onboarding and Follow-up Assistance OTganization Consulting Limited --...