Corporate Administration Committee REPORT 05-010 · 2015. 6. 8. · Corporate Administration 2 Report 05-010 Committee Council – June 15, 2005 2. Tax Applications Processed under

Corporate Administration Committee REPORT 05-010

9:30 a.m. Wednesday, June 8, 2005

Council Chambers Hamilton City Hall

71 Main Street West, Hamilton ______________________________________________________________________ Present: Councillor D. Braden (Chairman)

Councillor A. Samson (Vice Chairman) Councillors P. Bruckler, C. Collins, M. Ferguson, M. Pearson

Also Present: Councillors B. Bratina, B. McHattie, T Whitehead

G. Peace – City Manager J. Rinaldo – General Manager, Finance and Corporate Services K. Christenson – City Clerk/A/Manager, Finance and Corporate Services C. Graham – General Manager, Human Resources S. Stewart – General Manager, Public Works C. McKay – Director, Organization Development, Human Resources M. Amorosi – Director, T. Tollis – Director, Budgets and Finance B. Goodger – Director, Waste Management P. Barkwell – City Solicitor D. Edwards – Assistant Corporate Counsel D. Fisher – Assistant Corporate Counsel C. Biggs – Legislative Assistant, City Clerk’s

Members of Council: The Corporate Administration Committee presents Report 05-010 and respectfully recommends: 1. Monthly Status Report of Tenders and Requests for Proposals for April,

2005 (FCS05023(c)) (City Wide) (Item 6.3) That the Monthly Status Report of Tenders and Requests for Proposals for April 2005 as set out in Appendix “A” attached hereto be received for information.

Council – June 15, 2005

Corporate Administration 2 Report 05-010 Committee


2. Tax Applications Processed under Section 358 of the Municipal Act, 2001 (FCS05059) (City Wide) (Item 6.2) That realty tax applications processed under Section 358 of the Municipal Act Chapter 45, Statutes of Ontario, 2001 in the amount of $60,832.37 be approved and charged to HAMTN 52108 211025 Tax Remissions per Appendix “B” attached hereto.

3. Vacant Beach Lot Landscaping/Beach Rescue Unit Capital Improvements (FCS05067) (Item 6.4) (a) That the Beach Committee approved landscaping improvements for the

city-owned lot on the west side of Beach Boulevard (in the estimated amount of $30,000) and the Beach Rescue Unit Capital requirements (in the estimated amount of $60,000) for the total cost of $90,000 be approved;

(b) That the $90,000 cost be funded as follows:

(i) $42,000 from the Hamilton Beach Park Reserve -108037. (ii) $48,000 from the Hamilton Beach Rescue Capital Reserve -110005.

4. Hamilton Beach Rescue Unit Capital Reserve Payment Request (FCS05069) (City Wide) (Item 6.5) That the Hamilton Beach Rescue Unit be provided a payment of $76,650, which will be used towards purchase of new boat, motor and trailer, funded from the Hamilton Beach Rescue Unit Capital Reserve (Dept ID 110005).

5. Quarterly Investment Update to March 31, 2005 (FCS05060) (City Wide) (Item 6.6)

That Report FCS05060 "Quarterly Investment Update to March 31st, 2005" be received for information.

6. Hamilton Future Fund March 31, 2005 Quarterly Investment Update (FCS05061) (City Wide) (Item 6.7) That Report FCS05061 “Hamilton Future Fund March 31, 2005 Quarterly Invest-ment Update”, be received for information.



7. Master Trust Pension Investment Performance 2004 (FCS05064) (City Wide) (Item 6.8)

That Report FCS05064 “Hamilton Future Fund March 31, 2005 Quarterly Investment Update”, be received for information.

8. Chronic Offenders – Parking and Traffic Infractions (FCS05053/PD05133) (City Wide) (Item 6.9) (a) That Report FCS05053/PD05133 “Chronic Offenders – Parking and

Traffic Infractions” be received for information; (b) That Report FCS05053/PD05133 respecting Chronic Offenders on

Parking and Traffic Infractions, referred from the Corporate Administration Committee on June 9, 2004, be identified as completed and removed from the Outstanding Business List of the Corporate Administration Committee.

9. 2005 Freedom of Information Requests – Quarterly Report (CL05011) (City Wide) (Item 6.10) That Report CL05011, which lists the requests for information made to the City under the Municipal Freedom of Information and Protection of Privacy Act for the first quarter of 2005 (January 1 to March 31, 2005), be received for information.

10. City of Hamilton Human Resources Annual Report – Human Resources (HUR 05010) (Item 7.1) That the City of Hamilton Human Resources Annual Report, attached hereto as Appendix “C”, be received for information.

11. Sale of 127 and 106 Burton Street, Hamilton (FCS05062) (City Wide, Ward 3) (Item 8.1)

(a) That staff be directed to execute the agreement of purchase and sale in a

form satisfactory to Corporate Counsel, for the .81 acre parcel of land known municipally as 127 Burton Street for $109,500, and the .17 acre parcel of land known municipally as 106 Burton Street for $41,500, to J. Beume Real Estate Ltd.;

(b) That staff be directed to initiate the process to vest the properties, and that

the Treasurer be authorized to cancel the outstanding tax arrears of $413,054.08,



(c) That 127 and 106 Burton Street be declared surplus to the requirements of the City of Hamilton in accordance with the City of Hamilton Property Sales Procedural By-law 95-049.

12. Purchasing Tender and RFP Fees (FCS05055) (City Wide) (Item 8.2) (a) That the proposed fee structure for Purchasing Tender and Request for

Proposal (RFP) fees be approved as follows: (i) Basic Tenders $ 45.00 (GST included) (ii) Complex Tenders $145.00 (GST included) (iii) Basic RFP $ 25.00 (GST included) (iv) Complex RFP $100.00 (GST included)

(b) That staff be authorized and directed to prepare the appropriate amending by-law.

13. Policy for Business Travel, Seminars and Conferences – Amendments (FCS04065(a)) (City Wide) (Item 8.3) That the Policy for Business Travel, Seminars and Conferences – Amendments attached hereto as Appendix “D”, be approved.

14. City of Hamilton’s Transitional Assistance Projects – December 31, 2004 Variance Report (FCS05051) (City Wide) (Item 8.4) (a) That the December 31, 2004, Transition Assistance Projects – Budget

Variance Report and the attached Appendices A and B to Report FCS05051 be received for information;

(b) That the 2004 Transition Expenditure Report – Appendix C to Report

FCS05051 be submitted to the Ministry of Municipal Affairs & Housing per the Regional Transition Assistance Grant Agreement of March 2001;

(c) That the estimated unspent balance of $614,237, originally funded from

the City Reserves, be transferred to the Capital Levy Reserve -108020.



15. Development Charges – McMaster University Student Residences and Athletic Centre (FCS05063) (City Wide) (Item 8.5) That the proposed McMaster Athletic Centre development be interpreted as “100% dedicated to academic purposes” for development charge purposes, and therefore exempt from development charges except for the transit component ($0.30 per sq ft which equals $18,799).

16. Report 05-003 of the Grants Sub-Committee (May 26, 2005) (Item 9.1) (a) Fee Waiver Request – Dundas Valley Sunrise Rotary Club;

international Children’s Games; CANUSA Games – Chedoke Golf Course; CANUSA Games – King’s Forest Golf Course (GRA05001(d)) (City Wide) (i) That the fee waiver request in the amount of $504.73 be approved

for the Dundas Valley Sunrise Rotary Club to utilize facility space at the Market Street Arena for their annual Lobsterfest event;

(ii) That the green fees at King’s Forest Golf Course for the International Children’s Games to host a Fundraising Tournament, in an amount not to exceed $7,350, be waived, subject to the organization providing a list of individuals that participated in the 2005 event;

(iii) That the green fees at the Chedoke Golf Course for CANUSA

Games to host tryouts and tournament, in an amount not to exceed $6,940, be waived, subject to the organization providing a list of individuals that participated in this event;

(iv) That the green fees at the King’s Forest Golf Course for CANUSA

Games to host a Fundraising Tournament, in an amount not to exceed $7,350, be waived, subject to the organization providing a list of individuals that participated in the 2005 event.

(b) Services-in-Kind for 2005

(i) That the 2005 applications for Services-in-Kind in the amount of $321,204, be approved;

(ii) That staff report back with a method of financing on any budget

overruns; (iii) That any new Services-in-Kind requests in 2005 be brought to the

Sub-Committee for consideration.



(c) Winona Peach Festival

That the Winona Peach Festival's final contribution payment to the Stoney Creek Park Dedication Reserve (117021), in the amount of $10,000, be waived.

FOR THE INFORMATION OF THE COMMITTEE: (a) Changes to the Agenda (Item 1)

The Clerk advised of the following changes to the agenda: (i) Request to appear from Roger Trull, Vice President – University Advance-

ment, McMaster University, respecting Item 8.5 of the agenda – Development Charges – McMaster University Student Residences and Athletic Centre

(ii) Request to appear from George Radulovich, Environmental and Marketing

Manager, J. W. Sheldrick Sanitation Ltd., respecting the contract award of RFP C11-11-05 – Waste Collection Services

(iii) Distribution of power point presentation for Item 7.1 – City of Hamilton

Human Resources Annual Report for 2004 The agenda was approved, as amended.

(b) Declarations of Interest (Item 2)

None (c) Approval of Minutes (Item 3)

The Minutes of the May 18, 2005 meeting of the Corporate Administration Committee were received and adopted as presented.

(d) Delegation Request (Item 4) (i) The request of Roger Trull, Vice President – University Advancement,

McMaster University, respecting Item 8.5 of the agenda – Development Charges – McMaster University Student Residences and Athletic Centre, was approved.

(ii) The request of George Radulovich, J. W. Sheldrick Sanitation Ltd.,

respecting the contract award of RFP C11-11-05 – Waste Collection Services, was approved.



(e) Minutes of Various Citizen Committees (Item 6.1) (i) Advisory Committee for Persons with Disabilities – April 5, 2005

The April 5, 2005 minutes of the Advisory Committee or Persons with Disabilities, were received.

(ii) Committee Against Racism – April 26, 2005

The April 26, 2005 minutes of the Committee Against Racism, were received.

(f) Delegations (Item 5)

(i) Development Charges – McMaster University Student Residences and Athletic Centre (FCS05063) (City Wide) (Item 8.5)

Mr. Roger Trull, Vice President – University Advancement, McMaster University, appeared before the Committee, together with Rob Payne, President of the Ainslie-Wood Westdale Neighbourhood Association, and Randall Bocock of Evans, Philp, Legal Counsel for McMaster University. Mr. Trull also recognized the attendance of David Dayler, Executive Director of Westdale Village B.I.A., and Tony Cupido, Director, Department of Physical Plant, McMaster University. In his remarks, Mr. Trull stated that the University supports the recom- mendation with respect to the Athletics Complex at McMaster, and offered a brief overview of what the new facility will include i.e., enough court space to hose high school, provincial and federal championships on campus, the only international squash courts in Hamilton, the only regulation indoor track between London and Toronto, and the largest fitness centre in Canada (24,000 square feet), and all of this will be of benefit to the students and the community. However, the purpose of Mr. Trull’s request to address the Committee was to speak to the proposed development charges for the new student residences on campus, and the implications. He indicated that the development charge was imposed without any consultation with the Uni- versity, who was unaware of the change until application was made for a permit for the project. The development charge places the project in jeopardy. The need to increase the residences is a result of the need to remain competitive in order to offer every student who applies to the university who has an 80% average a spot in residence, and to relieve the pressure on west Hamilton. The new residences will help with the balance of the community.



Rob Payne, President of the Ainslie-Wood Westdale Neighbourhood Association, advised that their organization has been working closely with the University since 1998 respecting the development of housing intensifi- cation for students on campus, citing that any residence development will free up housing in the Westdale community. He indicated that balance is the key aspect, and that the position of the AWWCA is that they oppose any barriers to the development of the student residences for reasons such as parking, safety, traffic, etc. Randall Bocock, Legal Counsel, pointed out that the Development Charges By-law, as it is currently written, indicates that students’ residences are for academic purposes of the university; however, there seems to be an issue with respect to the applicability of student residences. It should be recognized that the core academic purpose of the university includes students’ residences. Mr. Bocock indicated that the University would like to proceed with the project without the development charges. Following the presentations, staff advised that any amendment to the current Development Charges By-law would have to go through the public process, in accordance with existing legislation.

Development Charges – McMaster University Student Residences and Athletic Centre (FCS05063) (City Wide) (Item 8.5)

On motion, Sub-sections (b) and (c) of Report FCS05063, which read as follows, were deferred for two weeks to allow the Ward Councillor and appropriate staff to meet with McMaster University representatives and to convene a meeting of the Development Charge Stakeholders Sub-Committee for discussion on this specific issue.

(b) That the applicable interest rate (currently 4.25%) for a

development charges deferral agreement for the proposed McMaster student residence development be reduced to 0%;

(c) That the development charge treatment of student residences

remain unchanged as prescribed within the City’s current development charge By-law 04-145.

(ii) Award of Contract C11-11-05 – Waste Collection Services (New Business – No Copy)

Messrs. George Radulovich, J. W. Sheldrick Sanitation Ltd., and Brian Gogo, General Manager, and Gary Smith, President of Modern Corporations Ontario, appeared before the Committee.



Messrs. George Radulovich, Environmental and Marketing Manager, J. W. Sheldrick Sanitation Ltd., and Gary Smith, President of Modern Corporations Ontario, appeared before the Committee to speak to the issue of the evaluation process that was used for RFP C11-11-05 – Waste Collection Services, citing that fundamentally, the process was flawed as to this RFP,. i.e., the way the tender was written was not clear in the sense of what staff wanted to see. The presenters went on to give examples to demonstrate their concerns, and requested the need to look at the process, and how the evaluation was made. On motion, the Committee moved to receive the presentation from Messrs. George Radulovich and Gary Smith, and deferred discussion on this matter to the end of the meeting to allow for discussion in camera in order to receive legal advice.

(g) Purchasing Tender and RFP Fees (FCS05055) (City Wide) (Item 8.2)

On motion, Sub-section (a)(iii) was amended to include a charge of $25 (GST included) for Basic RFP. The recommendations contained in the Report were subsequently approved, as amended.

(h) General Information/Other Business (Item 13)

Corporate Administration Outstanding Business List

(i) Item L: Use of Lottery License Proceeds Policy The Committee was advised that as the Lottery Section now reports through the Building and Licensing Section of the Planning Department, this outstanding item will be transferred to the Outstanding Business List of the Planning and Economic Development Committee.

(ii) Item T: Hamilton Conservation Authority Response to Kincardine Resolution respecting Funding to Conservation Authorities The Committee was advised that at the April 20 Committee meeting, staff was asked to prepare a response in support of Kincardine’s resolution with respect to increased provincial funding for conservation authorities. However, staff has advised that the City’s position was communicated to the Minister of Natural Resources in May, 2004 following a request to do so from the Hamilton Conservation Authority, which also demonstrates the support requested by the Town of Kincardine.



On motion, Items L and T respecting Use of Lottery License Proceeds Policy and Hamilton Conservation Authority Response to Kincardine Resolution re: Funding to Conservation Authorities, respectively, were deleted from the Outstanding Business List of the Corporate Administration Committee.

(i) Private and Confidential (Item 13)

On motion, the Committee moved In Camera to receive legal advice with respect to the evaluation process of Contract C11-11-05, and the application of development charges on the McMaster University Student Residences Develop-ment.

On motion, the Committee subsequently reconvened in Open Session, with nothing to report.

There being no further business, the Committee adjourned at 11:45 a.m.

Respectfully submitted Councillor D. Braden Chairman Corporate Administration Committee

Carolyn Biggs Legislative Assistant June 8, 2005

Appendix A to Item 1 of Corporate Administration Committee Report 05-010 – Page 1 of 5

CITY OF HAMILTON Summary of Tenders & Proposals Issued –April 2005

Reference Project Description Closing Date Status Award Information

C3-20-03 RFP for Construction and Operation of a Crematorium/Visitation Centre as a Co-Operative Enterprise 26-June-03 Parklawn proposal is being finalized

and will be forwarded to Legal.

C9-05-04 Tender for Supply, Delivery and Installation of Acoustics for Hamilton Police Service Station 10 25-Nov-04

STF Construction $99,260.00

C2-24-04 Tender for Provision of Veterinary Services As and When Required 9-Dec-04

Council Report recommending award is to be presented at June 15th Council meeting

C9-06-04 Tender for Supply and Delivery of Various Automotive Parts As and When Required for Hamilton Police Service 21-Dec-04

Barton Auto Parts Estim. Total Core items $49,891.40 MountainWide Auto Parts Estim.Total Core items $52,445.36

C10-12-04

Proposal for Provincial Rent Bank Program The City of Hamilton is interested in receiving proposals to deliver the Provincial Rent Bank Program. The Ministry of Municipal Affairs and Housing has initiated a new Provincial Rent Bank Program which provides funds to municipalities for rent bank activities. The Program is intended to help individuals and families with low incomes remain housed during a temporary financial crisis. The City of Hamilton has decided to designate another party to deliver the Provincial Rent Bank Program locally and that assistance will be provided in the form of interest free loans. 23-Dec-04

Pending Contract execution by Legal.

C11-15-05 Tender for Stoney Creek Landfill Leachate Seep Remediation 18-Feb-05

Rankin $330,540.00

C2-02-05

Tender for Contractors Required to Respond to Emergencies Involving Building Damage and to Provide Structural Stability and / or Site Security 8-Mar-05

All submissions were disqualified for failing to provide one of the following mandatory requirements of the tender: bid bond, agreement to bond, letter from a engineering consultant or a contractor's licence. Tender cancelled and to be reissued at the request of the department.


C11-21-05 Tender for the Supply and Delivery of Gasoline, Low Sulphur Diesel Fuel and BioDiesel at Various Locations throughout the City of Hamilton 14-Mar-05

Report and Procurement Award to be presented at Council

C11-30-05 Tender for General Contractors Required for Renovations to Mountain Arena 18-Mar-05

Sona Construction Limited Contract $3,137,000.00

C11-28-05 Tender for the Supply and Delivery of Automotive Batteries for Various Departments within the City of Hamilton 21-Mar-05

Procurement Award is being circulated for approvals

C7-01-05 Tender for Supply and Delivery of Ice Resurfacing Machine 24-Mar-05

Frank J Zamboni & Co. Ltd. $69,400.00

C11-23-05

Tender for Supply and Delivery of: Part A - Two (2) Out Front Rotary Mowers (Diesel Powered, Four Wheel Drive) Part B - One (1) Self-Propelled Aerator Part C - Six (6) Out Front Rotary Mowers (Diesel Powered Two Wheel Drive) Part D - One (1) 5 Plex Rotary Mower Part E - Two (2) Gasoline Powered, 4-Wheel, Turf Utility Vehicles Part F - One (1) Tri-Plex Rotary Trim Mower 29-Mar-05

Procurement Award Report is being circulated for department approvals for Parts A – F inclusive.

C11-26-05 Tender for General Contractor Required for the Demolition of Fairfield Elementary School 30-Mar-05

Under Review

C11-27-05 Tender General Contractor Required for the Demolition of Peace Memorial School and Retention and Restoration of the Front Portico Structure 30-Mar-05

Under Review

C3-04-05 Tender for the Supply and Delivery of Part "A" - One (1) Pumper / Rescue Unit with Foam Capabilities And / Or Part "B" - Two (2) Rescue Units 4-Apr-05

Under Review

C11-11-05 Proposal for Curbside/Roadside Collection for Collection Zones B1, B2, B3 and Multi-Unit Bin Collection (City-Wide) 6-Apr-05

Under Review

C6-02-05 Proposal for Provision of Investment Consulting Services for Corporate Services (Investments) 7-Apr-05

Proposals are being evaluated by department.

C11-41-05 Tender for Weight Scales for the City of Hamilton’s Community Recycling Centres 7-Apr-05

Procurement Award is being circulated for approvals.

PW-05-02 (HW) Streetscape Reconstruction on Bay Street (From King to Cannon Streets) 7-Apr-05

Dufferin Construction Company $2,748,490.00

2


PW-05-11 (HSW)

Road, sidewalk reconstruction, watermain replacement, sewer construction and replacement on Herkimer Street (From Queen Street South to Bay Street South) 8-Apr-05

Rankin Construction Company $1,539,655.10

C11-39-05 Tender for Supply and Installation of a New Emergency Generator at the Hamilton Street Railway 11-Apr-05

Comstock Canada Ltd. $404,500.00

C12-01-05 Tender for Supply & Delivery of Medical Grade Disposable Gloves 13-Apr-05

Maxill Inc $57,214.00

C11-59-05 Tender for Supply and Delivery of Various Trees 14-Apr-05


PW-05-12 (HSW)

Charlotte Avenue – Road, sidewalk and curb construction, watermain replacements and sewer repairs on Charlotte Street from 37 metres north of Dumbarton Avenue to 113 metres north of Montrose Avenue. 15-Apr-05


PW-05-09 (BR) Concession Street bridge replacement, watermain replacement and associated road works. 15-Apr-05

Under Review

PW-05-08 (BR) Industrial Drive Bridge #328 (over Stelco access road between Depew Street and Gage Ave North) Bridge rehabilitation 21-Apr-05

Under Review

C11-60-05 Tender Grass Cutting/Maintenance Services Required at the Water and Wastewater Treatment Facilities 22-Apr-05


C11-54-05 Tender for Landscaping Contractors Required for the Hamilton Mountain Police Station 22-Apr-05

Under Review

PW-05-04 (HW) Mohawk Road - Upper James to Upper Wellington Road Reconstruction (widening and resurfacing), sewer and watermain replacement. 22-Apr-05

Under Review

C11-55-05 Tender for Bridge Maintenance 25-Apr-05

Moffat Environmental $48,220.00

PW-05-15 (H) Sherman Access Rehabilitation Sherman Access East and West Bin Wall replacement and asphalt overlay. 26-Apr-05

Hard Rock Construction Inc $2,890,723.77

PW-05-13 (HW)

Samuel Road / Ipswich Road to Lawrence Road (to end of road) Sidewalk reconstruction and watermain replacement on Ipswich Road and Samuel Road from Lawrence Road to south end of road 26-Apr-05

Under Review

3


C11-51-05 Proposal for Contractors Required for Inspection and Cured In-Place Structural Rehabilitation of Existing Circular Sewers 29-Apr-05

Under Review

C11-13-05 >Proposal for Professional Consultant Services Required for Structural and Architectural Restoration of the Woodward Avenue Water Treatment Plant in the City of Hamilton 29-Apr-05

Under Review

C11-69-05 Tender for Licensed Well Contractors Required for Drilling and Testing an Observation Well and a Production Well at the Freelton Standpipe Site 29-Apr-05

Under Review

C11-13-05 (>) Proposal for Professional Consultant Services Required for Structural and Architectural Restoration of the Woodward Avenue Water Treatment Plant in the City of Hamilton 29-Apr-05

Under Review

C11-51-05 (>) Proposal for Contractors Required for Inspection and Cured In-Place Structural Rehabilitation of Existing Circular Sewers 2-May-05

Under Review

C11-66-05 Tender for Grass Cutting Urban Boulevards - "Fine Cut" 3-May-05 Procurement Award is circulated for approvals

C11-124-04 A Tender for General Contractors for Construction of the Woodward Avenue Administration and Laboratory Building - 9-May-05

Contract Not Closed At Time Of Reporting

PW-05-16(HW) Barton Street- Lake Street to Centennial Road Sidewalk reconstruction, resurfacing, sewer and watermain replacement. 10-May-05


C11-46-05 Tender for General Contractors Required for Launder Upgrades in the South Plant Secondary Clarifiers at the Woodward Avenue Wastewater Treatment Plant 12-May-05


C11-68-05 Tender for Continuous Waste Removal Services from Hamilton Community Recycling Centres (CRC) 13-May-05


C11-71-05 (>) Proposal for Contractors Required for the Supply and Installation of Watermain HDPE Sliplining and CIPP Structural Lining Located at Fifty Road, Stoney Creek 13-May-05


C11-57-05 Tender for Supply & Delivery of Traffic Poles, Hardware & Signal Arms 16-May-05


C11-81-05 Tender for Upper Ottawa Street Landfill Cover Remediation & Well Upgrades 20-May-05


4

5


C7-04-05 Tender for Roof Replacement for Hamilton Place 24-May-05 Contract Not Closed At Time Of Reporting

C6-06-05 Tender for Provision of Vehicle Collision Repair Services As and When Required for City of Hamilton Vehicles 25-May-05


Appendix ”B” to Item 2 of Corporate Administration Committee Report 05-010

Section “358” of the Municipal Act, Realty Tax Applications

A – Fire, Demolition, Otherwise C – Undercharged (Assessment Roll) B – Overcharged (Assessment Roll) D – Tax Class Conversion B1 – Overcharged -Application Denied E – Exempt

Appeal No/ Year Roll No. Reason Tax Reduction

358-04-020 2002 030231005500000 B1 0.00 358-04-021 2002 030231043100000 B1 -2953.01 358-04-036 2003 070664082500000 B1 0.00 358-04-046 2003 030224066600000 B1 -1250.31 358-04-047 2002 030224066600000 B1 -1372.55 358-04-049 2003 140220282000000 B1 -105.92 358-04-050 2003 140250014000000 E -2478.55 358-04-051 2002 140250014000000 E -2705.86 358-04-052 2003 260070233500000 E -1075.27 358-04-053 2002 260070233500000 E -1160.64 358-04-054 2003 003345088000000 E -2408.53 358-04-055 2002 003345088000000 E -1788.67 358-04-056 2002 003481142010000 E -177.41 358-04-057 2003 003480142010000 E -172.04 358-04-061 2003 303410108000000 E -191.80 358-04-062 2002 303410108000000 E -219.89 358-04-065 2003 070672014400000 B1 -3909.75 358-04-063 2003 060581091760000 B1 -613.25 358-04-064 2002 003030013160000 B1 -405.57 358-04-066 2002 070672014400000 B1 -4352.39 358-04-067 2003 003330070000000 B1 -2555.99 358-04-068 2003 003490450000000 B1 -1394.16 358-04-075 2002 070861029210000 B1 -1268.90 358-04-076 2003 080912007900000 B1 -1915.36 358-04-077 2003 081081048450000 B1 -1119.19 358-04-080 2003 140310030000000 B1 -3895.02 358-04-082 2002 260290000030000 B1 -298.45 358-04-081 2003 260290000030000 B1 -327.26 358-04-083 2003 302710630060000 E -45.67 358-04-084 2003 303510552000000 B1 -1513.96 358-04-086 2003 030214504600000 B1 -445.93 358-04-088 2003 020164032500000 B1 -1364.01 358-04-089 2002 020164032500000 B1 -1098.05 358-04-091 2002 040341070800000 B1 -326.31 358-04-090 2003 040341070800000 B1 -296.57 358-04-096 2003 070741002560000 B1 -122.40 358-04-097 2002 070741002560000 B1 -91.51 358-04-105 2002 081082001600000 B1 -109.81 358-04-104 2003 081082001600000 B1 -122.40 358-04-106 2003 140220376000000 B1 0.00 358-04-107 2002 140220376000000 B1 0.00 358-04-109 2002 140420332000000 B1 -390.39 358-04-108 2003 140420332000000 B1 -432.62 358-04-112 2003 020154039900000 E -7076.24 358-04-113 2002 020154039900000 E -7280.45

-60832.37

Appendix”C” to Item 10 of Corporate Administration Committee Report 05-010

The City of Hamilton Human Resources Activity Report

2004 Year End

Compiled by: Human Resources Planning and Information Human Resources Department City of Hamilton April 2005 Apr. 2005 1

Department Mission To provide human resource management programs and services to enable the City to meet its goals, consistent with Council and regulatory requirements. Departmental Function:

• To promote excellence and provide leadership in human resource management

• To provide a proactive Human Resource advisory, information and service function to the departments of the City of Hamilton

• To provide information to Council and the organization to support human resource decision-making

• To support employment-related legislative compliance Responsible for policies and programs relating to organizational planning and development; staffing and workforce transition; compensation administration and pay equity; HR planning and information, labour relations, employee health and wellness and workplace safety. Provides services to City employees, their families, retirees; City departments and the organization’s political and administrative leadership; the Hamilton Police Service, H.E.C.F.I. and the Hamilton Public Library. Human Resources Strategy The City Of Hamilton Human Resources Strategy is comprised of 4 elements 1. Respectful and Supportive Workplace 2. Learning 3. Leadership 4. Performance Excellence These strategy elements demonstrate and reinforce the City’s commitment to carefully plan for its ‘people’ challenges, to help ensure that the City’s commitment to become a City of Choice for High Performing Public Servants. Overall 2004 Human Resources Accomplishments

• Development of HR Strategy • Implementation of a New Employee Orientation program and website • Implementation of a revised corporate Attendance Support and

Management Program • Implementation of new functionality including “PeopleSoft” employee self

services, e-recruit and grievance management system • Completion of disability management program review • Completion of collective bargaining with C.U.P.E. 5167, I.U.O.E. 772,

ONA (Lodges) and the Senior Police Officers

Apr. 2005 2

• HR Policy development and online availability of policies • Completed RFP (Request for Proposals) process for employee benefits

and implemented transition to new carrier • Conducted comprehensive summer student exit survey • Implemented a variety of labour/ management committees (e.g. return to

work, employee benefits, job evaluation, etc.) • Delivery of high quality HR services to client departments (i.e. labour and

employee relations; health & safety; staffing; return to work/work accommodation services; training and organization development; job analysis & evaluation; human resource planning & information; wellness; personnel and benefits administration)

Executive Summary of HR Activity by Section - Highlights Benefits

• Co-ordinate and administer 80 different groups which provide: o Health/dental coverage to 7,179 employees and retirees o Group Life Insurance coverage to 6,388 employee and retirees o Long Term Disability coverage to 4,018 employees o Accidental Death and Dismemberment coverage to 3,794

employees. • Provide internet access to request benefit items such as card

replacement, forms request and changes to status/dependents Healthy Workplace

• 2229 flu clinic participants • Re-directed department resources to focus on Employee Wellness

Organizational Development (Includes Training, HR Policy, Human Rights)

• Designed and implemented a corporate new employee orientation program (CNEO)

• Provided 1,950 Person Training Days • Investigated/handled 44 Discrimination/Harassment cases • Provided 214 individual/group policy consultations

Staffing

• E-Recruit - implementation and utilization of Peoplesoft • Hired 1,536 employees • Answered 37,610 employment inquires by phone, fax, e-mail and in

person Payroll Section

• Processed transactions for Part Time CUPE5167 staff conversion per new collective agreement

• 65,862 payroll transactions processed

Apr. 2005

3

Lost Time Section • Assisted in implementing the new Attendance Support & Management

Plan • Processed 10,461 sick absence transactions

Health & Safety, WSIB, Distributed Units • Established OHS advisory group to CMT • Development and implementation of new corporate procedures and

guidelines (i.e. Scents in workplace; Reversing Vehicles; Preventing dog bites; Violence in Workplace Prevention; Use, care and maintenance of respirators and hearing conservation procedures)

• 116 meetings for 28 Joint Health & Safety Committees held Human Resources Information Systems (HRIS)

• Project managed the internet deployment of employee self service (My HR Info) and eRecruit (Job Opportunities for the Public).

• Conducted 3 required system upgrades Human Resources Planning and Information

• Compiled Annual Corporate Workforce demographic report. Presented to CMT and Corporate Administration Committee for information. Compiled first Annual Human Resources Activity report

• Student Exit Survey - Analyzed results of approximately 291 surveys, compiled into report format, presented findings and made recommendations to HR DMT and CMT

Return to Work/Work Accommodation

• Implemented mandate of early and safe return to work for all claim types (STD, WSIB, LTD)

• Developed and began distribution of monthly case load reports which outline the current status of absent employees within each section with the city

Job Evaluation, Compensation Section

• Roll out of new CUPE 5167 Job Evaluation Program by conducting 44 CUPE 5167 Job Evaluation Information Sessions throughout the workforce

• Conducted 226 consultations for union and union employees Labour Relations

• Commenced negotiations for 1st contracts since amalgamation with ATU, ONA and OPSEU

• Handled resolution and/or withdrawal of 322 grievances

Apr. 2005

4

2004 Detailed HR Activity and Accomplishments by Section Benefits Section 2004 Accomplishments Benefits

• Completed analysis and implemented change of carrier in response to the submissions of the Employee Benefits RFP (Request for Proposals)

• Implemented three maintenance packs and one bundle upgrade for People Soft benefits

• Issued HR communications on matters of interest to employees • Completed analysis and implementation of American Water Works

benefit plans for employees and retirees transferring to the City of Hamilton

• Due to collective bargaining amended policy for nine benefit plans and approved up-dated booklets

• Established eight new retiree groups and developed booklets • Provided resources in support of collective bargaining process • Provided resources for Joint Benefit Committees for Police Services

and CUPE 5167 • Developed 2005 corporate benefit budget

Transactions 2003 2004

Benefit Enrolment 305 287People Soft Benefit Transactions

22,893 6,575

Benefit Conversion Privileges 330 260Correspondence 4,216 2,500Health and Dental Identification Cards

4,774 2,000

Maritime Life Transactions 5,109 3,202Accounting Transactions 250 262TOTAL TRANSACTIONS 37,877 15,086

The higher number of transactions in 2003 compared to 2004 was due to: 1. The harmonization of the area municipality groups with the CUPE group 2. The amalgamation of Local 5167 3. Negotiated changes in most of the collective agreements in 2003

Apr. 2005

5

Cost of Benefits BENEFIT TYPE

2002 COSTS 2003 COSTS 2004 COSTS DIFFERENCE

Life Insurance

$1,585,233.68 $935,131.00 $1,164,126.52 +24.5%

Long Term Disability

$1,526,845.44 $1,346,987.00 $1,197,179.95 -12.5%

Health and Dental

$14,882,702.97

$16,418,209.00 $18,071,406.71

+10%

Life Insurance costs increased in 2004 due to increase claims which reflect an aging population of employees and retirees. Health and dental claims increased 10%. This compares relatively favourably to industry averages, which were in the range of 12% to 15%. The 10% increase is primarily driven by increased drug cost, new drugs entering the market and utilization. In addition, the Ontario Dental Association annual increase of 4% for dental costs also contributed to the increase. Healthy Workplace Section The Healthy Workplace Section was established in November 2004 to implement Workplace health strategies which can have a positive impact on employee benefits costs and improve productivity and morale in the workplace. 2005 initiatives will include:

- Communication Strategy Lifestyle Disease Management Work / life balance

- Survey of employee and organizational health

Root causes versus symptoms

- Programs Respectful workplace

- Measurement

Program results Benefit / disability costs Employee / management feedback

Apr. 2005

6

Flu Immunization Clinics Attendees

2001 20892002 18462003 18712004 2229

Organizational Development (Includes Training, HR Policy, Human Rights)

2004 Accomplishments:

• Designed and implemented a Corporate New Employee Orientation program (CNEO)

• Delivered information sessions to 200 management regarding the CNEO • Delivered Leadership Roundtable #7 • Offered a “Take Our Kids to Work Day” program for 80 grade nine

students job shadowing their parents in the workplace • Conducted 2 Workplace Audits • Conducted 3 Learning and Development Needs Assessments • Developed and implemented a Human Resources Learning and

Development plan for HR • Provided support to CMT to organize 3 Extended Management Team

meetings and developmental events • Responded to departments requests for the Critical Incident Response

Team to debrief critical incidents • Provided 1,950 Person Training Days (see total Person Training Days by

HR section in the table below) Total 2004 HR Person Training Days Delivered - By Division Employment & Client Services 247.79 Labour Relations, Health, Safety & Wellness 1,151.41Organizational Development Total Number of Person Training Days 1,950.78Total Training Delivered 3,349.98

• No comparator data for 2003. Process for tracking training in all divisions implemented for 2004.

Apr. 2005

7

Harassment and/or Discrimination Complaints

2003 Carried over from 2002

2004 Carried over from 2003

Number of Discrimination & Harassment cases investigated/handled 53 6 44

34 filed in 2004, 10 carried

over from 2003

Number of Workforce Complaints recorded with Ontario Human Rights Commission

0 0 2 2

Complaints carried over from 2003 to 2004 = 10 Complaints filed in 2004 = 34 Complaints resolved in 2004 = 32 (9 carried over from 2003, 23 filed in 2004) Complaints carried over from 2004 to 2005 = 12 (1 filed in 2003, 11 filed in 2004) Ontario Human Rights Commission = 2 complaints filed in 2004 Human Resources Policy

• Mandatory Retirement – research and preparation of major paper on implications for municipalities when mandatory retirement is abolished.

• Presentation to Provincial Hearings on this issue, on behalf of Regional Municipalities and Major Single Tier Cities in Ontario.

• Policies and Procedures Web Page – implementation of new web site for HR policies and procedures.

Individual and Group Policy Consultations/Advice

214

Policies, Procedures, Guidelines (approved/updated in 2004)

8

Policies under Active Development

16

(These 24 policies will replace 32 existing policies). Staffing

Major Accomplishments for 2004 for Staffing

• E-Recruit - implementation and utilization of Peoplesoft to streamline the hiring process to reduce the time to hire

• Decreased promotional grievances through fair, consistent, equitable and transparent staffing processes

Apr. 2005

8

• Successfully placed 22 employees through work accommodation and redeployment

All postings, including “no posts” and major recruits 2002

2003 2004

Time to Hire in days 43 48 56Total # of Job Postings 731 580 675

Total # of Vacancies 1100 1766 2548Internal Applicants 4844 3930 7668External Applicants 15796 11950 18409Applicants Referred n/a 5363 9901

Applicants Interviewed by HR 810

1066 939Total Hires 2666 2108 1536

Screened Applications 20640 15880 26077Figures include all city departments and exclude Police, HECFI and Library. Posted positions only. Time to Hire – Reasons for increase in 2004:

• Difficulty in recruiting temporary positions • Skill shortages for certain positions (e.g. Planners, Nurses, Technical

Jobs) • Process impact: Placing surplus staff and/or staff requires work

accommodation • Other delays in hiring process due to staff shortages

Public Works –Workforce Planning

•

•

•

•

Coordinated the logistics around planning/documentation/information communication for the transfer of staff from AWS to the City of Hamilton. Transfer completed December 31st, 2004. Supported re-organization of Operations and Maintenance Division re. Parks and Roads Researched apprenticeship program options for 5167 joint apprenticeship committee Worked with Health and Safety and Corporate Staffing section to develop selection criteria to ensure compliance for hiring of competent supervisors

Apr. 2005

9

HR Department – Employment Office Function 2004 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Total

SERVICES

CALLS 570 769 1150 835 604 653 480 572 444 435 451 464 7427FAXES 429 408 535 517 512 515 731 354 391 515 429 398 5734E-MAILS 1030 608 1193 1266 1066 663 1904 1174 561 9465

TOTAL 2029 1785 2878 2618 2182 1831 3115 2100 1396 950 880 862 22626

Walk Ins 2091 961 1468 1710 1588 1276 1656 949 702 1000 746 837 14984Grand Total 37610

Payroll Section Accomplishments for 2004

• Seniority for Part Time CUPE5167 staff conversion per new collective agreement – from days worked to hourly calculation – seniority current by pay period

• Vacation Eligibility for Part Time CUPE5167 conversion changed to hourly calculation to create administrative efficiency in reporting

• Percentage for vacation and benefits now appear on Part Time CUPE5167 staff bi-weekly pay vs. year end calculation in prior year

• American Water transfer of employees completed in 2004 for implementation Jan 1, 2005

• Major effort undertaken to improve records storage and retention • Archived terminated files (for 2000) for offsite storage per Retention by-

laws

Number of Records & Payroll Transactions 2003 2004 New Hires 1,612 1,385 Transfers 2,588 2,435 Terminations 1,921 1,830 Retires 110 53 Rehires 526 552 Return from leaves 206 235 Leave of Absence/Maternity Leaves 124 131 Leave of Absence/Personal/other 146 172 Pay Adjustments/Merits/Step/other 2,171 2,516 Layoffs/Seasonal/other 268 271 Recall from Layoff 263 251 Suspensions 3 2 Job Re-classes 250 227

Apr. 2005

10

Number of Records & Payroll Transactions 2003 2004 Mortgage Letters prepared via SELF SERVICE 212 146 Mortgage Letters prepared via email/phone 322 248 Contract Increases 24,244 7,312 Data Changes 4,259 3,682 Address Changes by records & payroll staff 2,426 2,977 Address Changes using SELF SERVICE 521 1,096 Canada Tax Changes 23,394 23,313 Deductions 8,991 8,682 Additional Pay 5,649 3,993 Direct Deposits 4,670 4,353

Total Transactions 84,876 65,862 • 2003 – Large transactions due to multiple collective agreement settlements regarding pay

increases. Lost Time 2004 Accomplishments/Milestones • Assisted in implementing the new Attendance Support & Management Plan. • Implemented business process changes to improve Fire sick bank

administration • Implemented 5167 Collective Agreement changes to Income Protection

Program and vacation • Participated in New Corporate Employee Orientation – provided information

regarding STD/LTD and Income Protection Plan (IPP) • Supported the implementation of new Peoplesoft Health & Safety module

2002 2003

2004Total Sick Absences Processed 12538 12270 10461Total Sick Claims Adjudicated 624 650 770

2004 excludes Police and Library. 2003 figure included Police for the first 7 month of the year when they assumed administration of their own absence entry.

Workplace Safety 2004 Accomplishments

• Established OHS advisory group to CMT • Established violence prevention procedure task force • Negotiated new terms of reference document for CUPE involved Joint

Health and Safety Committees

Apr. 2005

11

• Development and implementation of new corporate procedures and guidelines (i.e. Scents in workplace; Reversing Vehicles; Preventing dog bites; Violence in Workplace Prevention; Use, care and maintenance of respirators and hearing conservation procedures)

• Update asbestos management control program • Developed and implemented 5 new Health and Safety procedures and

associated documents • Developed procedures for Hazard Reporting, WHMIS, Training Matrix and

Posting Boards procedure. • Developed an internal Safety Audit for the IMS program to ensure

procedures have been properly implemented and/or identify gaps in the system.

• Developed and finalized the Health and Safety web page for the Public Works Department

• Revitalized the existing Traffic Control In-house training program by training 6 additional in-house trainers, new handout materials and guidelines.

• Developed a WHMIS training package which has been approved by the A & CPI JHSC and has been introduced to CUPE 5167

• Developed the approved Public Works Communication Plan for Health and Safety procedures.

• Developed 3 standard OHS forms for reporting accident occurrences to the MOL

• Developed Cash Handling Guidelines • Developed Musculoskeletal Injury Prevention program • Developed Infection Control Practices for Respiratory Illness in Non-

outbreak Conditions for Clinic like Settings P&P (as mandated by Min. of Health and Long Term Care).

• Developed training in the following: o Violence Prevention Training o Health & Safety and Front Line Supervisor training o Fire safety planning and training o Wellness Committee Terms of Reference for Public Health and

Community Services o N95 Disposable Respirator Fit Testing and Training for Public

Health and Community Services. 2005 planned for Public Works. o Summer Student H&S orientation Training o Personal safety training

Apr. 2005

12

2004

Number of employees receiving certification training

55 (30 Core, 25 Workplace Specific)

Number of Joint Health & Safety Committees (JH&SCs); Number of Meetings

28 JH&SCs; 1 Representative group for Volunteer Fire. 116 Meetings

Number of Work Investigations 6 Critical Injury Investigations, 10 Ministry of Labour investigations

Number of WSIB accident claims (departments only)*

1154 – Down from 1324 in 2003

*Excludes Police, HECFI and Library claims. Includes all claims filed, regardless of whether they were subsequently allowed or denied by the WSIB. Workplace Accidents by category (City Departments) 2001 2002 2003 2004Lost Time 283 271 322 257Report Only 651 666 710 642Medical Aid 288 273 292 255Total 1222 1210 1324 1154

There was an overall 6.9% reduction in accidents in 2004 from 2003 for city departments. In 2004 there was a more concerted effort in Workplace Safety training with enhanced communication, on-going support from bargaining agents and individual staff efforts. Human Resources Information Systems (HRIS) 2004 Accomplishments

• Project managed the internet deployment of employee self service (My HR Info) and eRecruit (Job Opportunities for the Public).

• Implement the HRIS component of the new Attendance Support and Management Program (ASMP) with ITS, Corporate Services.

• Processed user security requests for access to Peoplesoft (57 requests for new user access; 66 change requests to existing access).

• Implemented enhancements to existing modules (processed 41 formal enhancement requests).

• Provided support to implement Collective Agreement and other Legislative changes in PeopleSoft for City union and non union groups (processed 11 requests).

Apr. 2005

13

Number of Peoplesoft modules implemented/tested

3 modules implemented: Position Management for Hamilton Police Service; Recruit Workforce; eRecruit. 1 module tested but not yet implemented: Discipline Tracking for Hamilton Police Service.

Number of reports generated/Number of queries developed

188 Queries Developed or Enhanced. 22 Reports Developed or Enhanced with ITS

Number of required Peoplesoft upgrades

3 upgrades

Number of Peoplesoft training sessions 42.64 Person Training Days Human Resources Planning and Information 2004 Accomplishments

• Compiled Annual Corporate Workforce demographic report and Annual Human Resources Activity report. Presented to CMT and Corporate Administration Committee for information

• Completed and presented 8 department workforce profile reports • Completed annual HRBN (Human Resources Benchmarking Network

Survey) • Coordinated development of new electronic reporting formats for new

Attendance Support and Management Plan (ASMP) to ensure supervisors and managers have regular access to attendance data. Ensured procedures were defined and documented.

• Provided demonstration of ASMP reporting at 8 training sessions for 450 supervisors and managers.

• Student Exit Survey - Analyzed results of approximately 291 surveys, compiled into report format, presented findings and made recommendations to HR DMT and CMT

• Project Managed the development of an on-line exit interview for City Of Hamilton employees (to be implemented in 2005)

• Information advisor to a Roundtable #7 project team • Contributing member/department rep for City Of Hamilton Environmental

Scan – document used in 2004 budget planning process

Apr. 2005

14

Return to Work Section/Work Accommodation • New mandate: Early, safe return to work • Increased reporting and communication to departments on employees work

accommodation status • Comprehensive approach to Return to Work for all leave claims (e.g. STD,

WSIB, LTD) • Conducted 25 PDA’s (Physical Demands Analysis)

270

92

151

32

0

50

100

150

200

250

300

Number of Employees

Total open claims Total employeesworking in

temporary / modifiedpositions

Total employees notworking

Total employeeswaiting for perm

workaccommodation

Return to Work / Work Accomodation Figures

• Figures are as of January 2005 which is a snapshot point in time

measurement. • There double counting in the last three numbers as some people waiting

for permanent work are currently working in temporary or modified positions.

• Statistical analysis commenced only in December 2004 • Future HR Activity Reports will report

o Total claim/year o Total temporary placements/year o Total permanent placements/year o Outstanding claims at year end

Apr. 2005

15

Job Evaluation, Compensation Section

2004 Accomplishments • Completed evaluation of all CUPE 167 positions on Inside Rating

Manual in fall of 2004 • Creation of CUPE 5167 Joint Steering Committee to oversee

implementation and roll out of new Job Evaluation Program, and conducting 44 Information Sessions throughout the workforce

• Creation of CUPE 5167 Web Site outlining CUPE 5167 Job Evaluation Process with associated forms for CUPE 5167 Job Evaluation Program

• Developed Q & A on CUPE 5167 Job Evaluation Process for Connections

• Prepared job evaluation proposals for CUPE 1041 negotiations • Completed research and costing scenarios for negotiations • Researched different non-union compensation strategies • Revised qualification statements on job postings to support Staffing

Section’s hiring processes • Completed ongoing salary surveys, consultations and job evaluation

ratings as per HR Measures List • Supported Public Works Department in transfer of DARTS and Water

& Wastewater employees to City

2004 HR - MEASURES - JOB ANALYSTS YTD

JOB DESIGN CONSULTATIONS 226 EXTERNAL SALARY SURVEYS 234

NON UNION New Positions Created 29 Maintenance Reviews 64 Reconsiderations (i.e. appeals) 4

CUPE 5167 (Inside Workgroup) New Positions Created 20 Maintenance Reviews 51 Appeals 29

ATU 1585 New Positions Created 0 Maintenance Reviews 4 Appeals 0

CUPE 1041 New Positions Created 9

Apr. 2005

16

Labour Relations Section Major 2004 Accomplishments

• Commencement of Collective Bargaining with ATU, ONA 50 (Public Health), OPSEU

• Completed Senior Police Officers collective agreement– 2004-2006 • Developed bargaining proposals/strategies for 2004 • Implementation of several committees flowing out of CUPE 5167

Agreement • Negotiated New Job Evaluation Plan for CUPE 5167 members • Resolution and Ratification of collective agreements for: CUPE 5167

(January 1, 2004 - December 31, 2006); I.U.O.E. Local 772 (January 1, 2005 - December 31, 2007); ONA 50 (Macassa and Wentworth Lodge), (April 1, 2001 - March 31, 2005)

• Successful completion of Information sessions for the CUPE 5167 Agreement provided to management staff

• Successful rollout of the Attendance Support and Management Program (ASMP)

Grievances by Department/Union 2004

Department Union

Total Grievances at Step 2 or above*

Total Heard

Total Resolved/Withdrawn

Carried to 2005*

Public Works CUPE 5167 245 217 154 91 CUPE 1041 8 7 6 2 ATU 107 48 44 32 16Total Public Works 301 268 192 109 PH&CS ONA 50 21 14 13 8 CUPE 5167 83 54 44 39Total PH&CS 104 68 57 47 Corporate Services CUPE 5167 7 5 4 3 Planning and Dev. CUPE 5167 17 9 9 8 HES Fire 7 7 0 7 EMS 85 66 46 34Total HES 92 73 46 41 Policy Grievances CUPE 5167 17 14 14 3 Total for All Depts & Unions 538 437 322 211

Apr. 2005

17

Grievance Resolutions 2003/2004

2003 2004 +/- % Change Grievances Carried Forward from Previous year

419 211 -33% Reduction

Grievances Resolved or Withdrawn

157 322 +34% Increase

2004 GRIEVANCES BY REASON

UNION REASON NUMBER OF

GRIEVANCESCUPE Local 5167 (Inside) Promotional 26 Discipline 33 Clothing Allowance 13

Overtime 13 Vacation 21 Miscellaneous 48 ONA 50 Public Health Miscellaneous 6 ONA 50 Lodges Miscellaneous 17 OPSEU EMS Overtime 20 Discipline 11 Miscellaneous 44 Fire Miscellaneous 7 CUPE Local 5167 (Outside) Winter Ops 30 Discipline 42 Miscellaneous 11

CUPE Local 5167 (Outside) continued Discrimination/Harassment/Human Rights 11

Overtime 68 Unsuccessful Candidate/Promotion 20 Miscellaneous 32 CUPE Local 1041 Miscellaneous 8 ATU Local 107 Discipline 12 Miscellaneous 30

• The Category “Miscellaneous” can include grievances for reasons such as Promotion, Seniority, Wage, Harassment, Working Conditions, etc.

Apr. 2005

18

Peoplesoft Self Service Statistics

Total Hits on All Pages 2004

Month

Internal Hits (Intranet Access - eNet)

External Hits (Internet Access - hamilton.ca) Total Hits

April 11,493 11,493 May 17,590 17,590 June 16,249 16,249 July 16,667 16,667 August 15,813 15,813 September 16,031 11,776 27,807 October 15,492 26,888 42,380 November 16,104 27,317 43,421 December 26,662 41,073 67,735 Total 152,101 107,054 259,155

Peoplesoft Self Service – Employee transaction functions: The table below summaries for some selected functions, the number of hits on each page for the period of May to December 2004. The data is broken down on views initiated internally from eNet and externally from Hamilton.ca.

Page Function Total Internal Hits (eNet)

Total External Hits by Employees (hamilton.ca) Total

View Job Postings/Apply 38,589 87,471 126,060 My Attendance 16,305 1,420 17,725 View Paycheque 6,499 862 7,361 Employment and Income Verification 462 76 538 Update My Health Benefits 412 38 450 Name Change 201 36 237 T4 Re-Issue Request 75 16 91

Apr. 2005

19

Apr. 2005

20

Suggested Next Steps: To advance the City Of Hamilton’s position in being a City of Choice for High Performing Public Servants, it’s recommended that there is continued investment in:

• Health and Wellness programs within current 2005 resources • Joint Labour Management initiatives such as Department Employee

Relations Committees (DERC’s) to maintain and enhance Labour Management relations.

• Continue with workplace safety initiatives to control WSIB claims and reduce accidents

• Develop and implement succession planning to retain and develop current employees and attract new ones to the city.

• Continue Organizational Development training initiatives to build the City Of Hamilton as a learning organization.

Appendix “D” to Item 13 of Corporate Administration Committee Report 05-010

THE CITY OF HAMILTON

CORPORATE SERVICES DEPARTMENT FINANCIAL SERVICES DIVISION

POLICY FOR BUSINESS TRAVEL, SEMINAR & CONFERENCE

POLICY This policy applies to all business travel where over night stay is required and provides for the reimbursement of expenses incurred by those persons authorized to attend. The employees of the Police Services, Hamilton Entertainment Convention Facilities Inc. and the Hamilton Public Library are to follow this travel policy as approved by their individual boards.

1. ATTENDANCE AUTHORIZATION

Conditional upon the availability of funds provided in the current budget.

All members of Council will follow and uphold the requirements of this policy to substantiate travel expenditures submitted for reimbursement. Supporting documentation must include and clearly identify the event attended, date of the event, purpose of the event and, when applicable, identification of all individuals whose expenses are reimbursed with their submission.

Attendance by Elected Officials at any conference, seminar or other business travel requires Council Approval where applicable.

Traveler

Travel within Canada & United States Approved by:

Travel outside Canada & United States Approved by:

City Manager

City Manager

Mayor

General Manager/ Executive Directors

City Manager

City Manager

Directors

General Manager/ Executive Director

City Manager

Other employees

Director

City Manager

Page 2

Approval for travel must be obtained before the trip is taken. An approved Travel Advance Form must be submitted to Accounts Payable before the travel if an advance is being requested or attached to the payment requisition for registration or other travel expenses being paid in advance.

2. ADVANCE AND EXPENSE REIMBURSEMENT AUTHORIZATION

Travel advances are subject to the approvals granted under Section 1 above. Actual travel expenses that are less than 10% greater than the original approved estimated cost of travel can be approved by departmental signing authority. Actual travel expenses that are greater than 10% over the original approved estimated cost of travel must be approved by the approver of the travel as outlined in the approval chart in Section 1 above. In exceptional circumstances, the City Manager may approve staff expenses over or outside the limits of this policy.

3. REGISTRATION

Subject to the approvals granted in Section 1 above, request for payment of the registration fee for the delegate to attend the conference or meeting is forwarded to the Financial Services Division. Advance discounts should be realized where possible. An approved Travel Advance Form must be submitted to Accounts Payable with the request to pay registration fees or other travel expenses in advance of the trip. Copy of course, conference or seminar agenda is required providing information on cost, location, dates and meals. This information must be attached to the Travel Expense Form when submitted for final accounting. Any fees paid prior to the conference are to be reflected on the Travel Advance/Reimbursement Form to be submitted to Financial Services.

4. TRANSPORTATION

The most economical and efficient mode of transportation is as follows: • Economy airfare including all applicable taxes, surcharges and

cancellation insurance:

NOTE: Upgrades from economy airfare will be acceptable for non North American air travel to no higher than business class in recognition of the travel times involved.

Page 3

• Train/bus fare when applicable.

• Transfer fees to and from transportation terminals at points of departure and arrival should be the most economically feasible method available as circumstances warrant. Parking expenses should be included in this cost decision.

• Car rental, including fuel purchases, instead of public transportation may

be claimed providing it is more economical or if required under certain circumstances. Authorization as per Section 1 must be received prior to departure and must be clearly indicated on the Travel Advance Form. A reputable rental company must be used to ensure adequate insurance coverage is secured. A national rental chain is considered to be a reputable company as opposed to a local operation. Optional insurance on rental cars should be specified and pre-approved.

• Where an individual uses his/her own car for business travel their personal

insurance rates may be affected. Employees are responsible for ensuring that they have adequate insurance coverage. If personal insurance assessments are increased due to the use of a personal car for business travel, a request for reimbursement including documentation substantiating the claim can be made to Accounts Payable for an amount as approved by Council or in the collective agreement. The current applicable mileage rate for the use of personal automobiles on City business will be reimbursed. This rate is determined by the current corporate rate, or by collective agreements for unionized employees. While operating a personal automobile on City business, the individual is responsible for all vehicular costs, for example, repairs, fines, fuel insurance, deductibles, etc. Mileage will be reimbursed from the regular place of work, or from the employee’s residence, whichever is less.

• Unless exceptional circumstances apply (see note below), the charges for

the use of a personal automobile shall not exceed the equivalent cost of economy airfare, plus airport parking and transfers.

• Shared transportation is encouraged when appropriate.

NOTE: Written justification (supported cost comparison) for use of

personal automobile when air or train travel appears to be the most appropriate means of transportation must be obtained at the time of initial authorization to attend.

Use of personal automobile may be appropriate when

traveling with bulky displays or traveling in groups.

5. ACCOMMODATION

Reasonable accommodation expenses where overnight accommodation is required are allowable as follows:

Page 4

• The accommodation chosen should be the most economical and advantageous to the conduct of City business.

• The actual cost of a single room will be allowed provided such cost does

not exceed the “Government Rate” when available.

• Receipts are required in support of all such expenses and must show the place, date and number of days or part days and the rate per day for single occupancy.

6. PER DIEMS Per Diem represents the maximum that will be paid without receipts when overnight stay is required. Department heads may approve a lesser amount. A “Per Diem” expense allowance, at a rate approved by Council from time to time, to cover the costs of meals, gratuities, personal telephone charges (other than reasonable telephone charges for calls to family at home which is not to exceed one per day) and all other expenses not covered by Sections 3, 4 and 5 will apply only when overnight accommodation is required. Where some meals are provided, the per diem will be reduced as follows: Breakfast $10.00 Lunch $15.00 Dinner $25.00 • One per diem is allowed for each official registered full day of the event

attended when overnight accommodation is required. Including the ½ day per diems for travel days, reimbursements generally equate to one per diem for each night of accommodation.

• Reasonable expenses incurred while traveling to and from the event or

partial registration days will be reimbursed either by submission or receipts as evidence of the expenses incurred or by claiming one half of the per diem reduced accordingly by meals provided. If no receipts are submitted for travel days, the ½ day per diem will be reduced by the meals provided which could result in no reimbursement for that day.

• Under extenuating circumstances, people traveling under this policy may

be reimbursed for meals upon submission of receipt even if the meal is supplied by the conference. In this circumstance, there must be a valid reason for the person not being able to attend the meal as supplied by the conference, and this expenditure must be pre-approved.

• When overnight accommodation is not required, personal meal expenses

will be reimbursed based upon submitted receipts to a maximum of the above table.

Page 5

• Per diem claims for all approved travel in the United States and abroad will be paid in U.S. dollars to compensate for any additional expenses.

• For non North American travel only, reimbursement in excess of this

maximum will made if the actual expenses are reasonable in the opinion of the department head and proper receipts are submitted for all expenses. Approval of these expenses in excess of maximum per diem rates will be made on an individual basis, subject to their merits and general policy for reimbursement of allowable expenses.

• While this policy addresses the maximum that the City will pay for travel,

the individual may choose to upgrade at his/her own expense. If paid directly by the City, reimbursement must be received at time of registration. Examples include additional accommodation expenses for an accompanying spouse or extended stays.

7. MEDICAL INSURANCE

City employees and Elected Officials have coverage under the City’s group plan for in country travel. Employees and Elected Officials will be reimbursed for additional medical coverage they choose to purchase for out of country travel only. An appropriate receipt substantiating this claim is required when submitting this expense.

8. EXTENDED STAYS At times, and with prior written authorization, special travel savings may be available to the City if the individual traveling stays longer than the duration of the business stay. Reimbursement of costs for extended stay will be made only if it can be demonstrated that there are overall cost savings associated with the extended stay. Any loss of work days due to the “extended” travel must be charged to the employee’s vacation entitlement. Savings must be substantiated by airline quotes, etc. Sometimes employees pay for extended stays themselves. This is allowable as long as it can be proved ahead of time that there is no cost to the City for this extended stay, and the employee uses their vacation time.

9. REPORTING

All expense claims/reimbursements must be submitted to the Financial Services Division within 20 days of the event. Claims without travel advances are subject to the same deadlines. Reimbursements of advanced funds must be accompanied by a receipt issued by the Financial Services Division. It is the employee’s responsibility to deposit all refunds of travel advances to the City of Hamilton bank account.

Page 6

If an employee’s expense claim “actual” is overdue under this policy, the individual will be notified in writing with a copy to the General Manager and additional expense claims/advance requests including mileage claims and all other reimbursements will not be processed until the past due actual has been received. Elected officials with an overdue “actual” expense claim form will be notified in writing and additional expense claims/advance requests will not be processed until the past due actual has been received. A minimum one-page evaluation report on any conference, seminar or field trip requiring overnight accommodation shall be completed and filed with the final expense claim, with a copy to his/her immediate supervisor. In the case of a General Manager, a copy shall be filed with the City Manager. Elected officials are exempt from preparing this report. The standard report format is attached as an Appendix to this policy.

10. ITEMS NOT ALLOWABLE

Claims for reimbursement will not be allowed for:

• Personal Effects and Services – Claims for loss of personal effects, for medical and hospital treatment, for purchase of trunks, hand luggage, clothing and other personal equipment, or for personal services such as, shoe shines, valet services and other personal expenses.

• Items not substantiated by receipts, except for per diem claims, will not be

reimbursed.

• Gratuities are covered by the per diem. They are to be excluded from reimbursement unless justifiable circumstances (see note below).

NOTE: Handling charges for bulky items such as exhibits are

permissible provided they are indicated separately on the advance form and pre-approved. Receipts should be obtained where at all possible; however, expenses without receipts will be reimbursed if they were pre-approved and are reasonable (in the opinion of the department head) and equal to or less than the pre-approved amount.

• Long distance phone calls are covered by the per diem. They are to be

excluded from reimbursement as appropriate unless these calls were made for City business and are properly identified on the hotel bill. Reasonable telephone charges for calls to family at home not to exceed one per day will be allowed, in consideration of being out-of-town on City business.

REFERENCE Forms: Travel Expenses Standard Travel Report Conference Findings

Employee Name:

Employee Position:

Division:

Event (and dates attended):

Location:

Total Cost:

Conference Findings

Describe in one or two paragraphs (or in point form) one or more findings from your attendance at this event that should be shared with your fellow employees or senior management of the Department and Corporation. Consider how it may improve the job performance of others, or result in improved public/service delivery and customer service, or contribute to improved budgetary performance by your Division, our Department and the City (new revenues, cost reductions, greater productivity, etc.). Include networking opportunities or learning experiences that resulted by your attendance.

Will this information help the Department, and City, achieve their goals and, if so, which goals in particular?

Please rate the Conference (1 is very poor, 10 is excellent)

Value for money spent 1 2 3 4 5 6 7 8 9 10

Conference content 1 2 3 4 5 6 7 8 9 10 Recommended future attendance by self or others Yes ❑ No ❑ Please fill out this form to evaluate business travel when overnight accommodation is required.

Documents

Corporate Administration Committee REPORT 05-010 · 2015. 6. 8. · Corporate Administration 2 Report 05-010 Committee Council – June 15, 2005 2. Tax Applications Processed under