Council Orientation CAO Office The Corporation of the Town of Amherstburg COUNCIL ORIENTATION CAO Office

Council Orientation CAO Office 2 Kiosk Customer Service Staff (PT) Carol Pare Kiosk Customer Service Staff (PT) Carol Pare Administrative Assistant (PT) Tammy Fowkes Human Resources Coordinator Sabrina Bilyk Payroll Clerk TBD Payroll Clerk TBD Executive Assistant to the CAO Dawn Morencie Manager; Municipal Governance Paula Parker Manager; Human Resources Michelle Rose CAO Giovanni (John) Miceli

Council Orientation CAO Office Overview: CAO Office 3 Chief Administrative Officer Executive Assistant to the CAO Municipal Governance Human Resources Communication of Municipal operations to Council Calendar management and scheduling Co-ordination of Council Services and Advisory Committees of Council. All statutory duties of the Municipal Act and other related acts, ie: AODA, Drainage Act, etc. Recruitment/Staffing Orientation Facilitate implementation of all policies and procedures CorrespondenceRecords Management – custodian of all municipal official records Compensation and Benefits Administration Oversee all Municipal administration Coordination of Senior Management Team (SMT) meetings Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) Co-ordinator Health & Safety Labour Relations Oversee all Municipal operations BudgetingResponsible for Municipal Elections – as per the Municipal Elections Act Corporate Training Performance Appraisals Ensure appropriate staffing levels are in place Customer serviceInsurance and Risk Management Program/Litigation Matters Job Evaluation, and Pay Equity Payroll

Council Orientation CAO Office 4 Kiosk Customer Service Staff (PT) Carol Pare Kiosk Customer Service Staff (PT) Carol Pare Administrative Assistant (PT) Tammy Fowkes Human Resources Coordinator Sabrina Bilyk Payroll Clerk TBD Payroll Clerk TBD Executive Assistant to the CAO Dawn Morencie Manager; Municipal Governance Paula Parker Manager; Human Resources Michelle Rose CAO Giovanni (John) Miceli

Council Orientation CAO Office ORGANIZATIONAL STRUCTURE The CAO office is comprised of: Chief Administrative Officer Manager of Municipal Governance Manager of Human Resources 5

Council Orientation CAO Office CORE DUTIES Chief Administrative Office (CAO) o As outlined in the Municipal Act, 2001 section 229:  (a) exercising general control and management of the affairs of the municipality for the purpose of ensuring the efficient and effective operation of the municipality o As outlined in By-Law :  The Chief Administrative Officer, subject to the control of and responsibility to the Mayor and Council, shall have general supervision and oversight of all departments and officials under control of Council;  The Chief Administrative Officer shall have full control and direction of all Municipality of Town of Amherstburg employees;  The Chief Administrative Officer shall advise Council and direct staff in accordance with all applicable policies, rules, professional standards, regulations and legislation. 6

Council Orientation CAO Office 7 Kiosk Customer Service Staff (PT) Carol Pare Kiosk Customer Service Staff (PT) Carol Pare Administrative Assistant (PT) Tammy Fowkes Human Resources Coordinator Sabrina Bilyk Payroll Clerk TBD Payroll Clerk TBD Executive Assistant to the CAO Dawn Morencie Manager; Municipal Governance Paula Parker Manager; Human Resources Michelle Rose CAO Giovanni (John) Miceli

Council Orientation CAO Office CORE DUTIES Executive Assistant to the CAO o Calendar management and scheduling for the Chief Administrative Officer and the Mayor; o Receive, develop and respond to correspondence and s received by the CAO office; o Preparation of Senior Management Team meeting agenda and minutes; o Assist in the development and tracking of the budget; o Coordinate the part-time Customer Service staff, including scheduling and training; o Other duties as assigned 8

Council Orientation CAO Office 9 Kiosk Customer Service Staff (PT) Carol Pare Kiosk Customer Service Staff (PT) Carol Pare Administrative Assistant (PT) Tammy Fowkes Human Resources Coordinator Sabrina Bilyk Payroll Clerk Heike Shelson Payroll Clerk Heike Shelson Executive Assistant to the CAO Dawn Morencie Manager; Municipal Governance Paula Parker Manager; Human Resources Michelle Rose CAO Giovanni (John) Miceli

Council Orientation CAO Office 10 ORGANIZATIONAL STRUCTURE Municipal Governance As outlined in the Municipal Act, 2001, S.O., section 228(1): a)To record, without note of comment, all resolutions, decisions and other proceedings for Council; b)If required by any member present at a vote, to record name and vote of every member voting on any matter or question; c)To keep the originals or copies of all by-laws and of all minutes of the proceedings of the Council; d)To perform the other duties under this Act or under any other Act; e)To perform other such duties as assigned by the municipality.

Council Orientation CAO Office 11 CORE DUTIES o Coordination of Council Services o Coordination of Advisory Committees of Council o Coordination of Grants to Community Groups o AODA Compliance Reports o Records Management – custodian of all municipal official records o Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) Coordinator o Municipal Elections – as set out by the Municipal Elections Act, 1996, S.O. o Maintain budget for Clerks/Council/Committees o Commissioner of Oaths

Council Orientation CAO Office 12 CORE DUTIES Insurance - Provider – BFL Canada o Coverage o Municipal Liability o Personal Property o Automobile o Volunteer Firefighters Life/Accident Benefit Insurance Risk Management/Litigation o Claims Management o In-house vs. Adjuster investigation o Subrogation o Mitigation o Incident Management o Personal Property Management o Fleet Management o Town/Insurance litigations

Council Orientation CAO Office 13 Kiosk Customer Service Staff (PT) Carol Pare Kiosk Customer Service Staff (PT) Carol Pare Administrative Assistant (PT) Tammy Fowkes Human Resources Coordinator Sabrina Bilyk Payroll Clerk TBD Payroll Clerk TBD Executive Assistant to the CAO Dawn Morencie Manager; Municipal Governance Paula Parker Manager; Human Resources Michelle Rose CAO Giovanni (John) Miceli

Council Orientation CAO Office 14 ORGANIZATIONAL STRUCTURE Human Resources is comprised of: Manager of Human Resources Human Resources Coordinator Payroll Clerk

Council Orientation CAO Office 15 CORE DUTIES Recruitment/Staffing o 65 FTE positions 25 Management 5 Non-Union/Non-Management 32 Union 3 Firefighters o 24 PTE positions 3 Non-Union 21 Union o 30 Casuals 17 Program Instruction 13 Food & Beverage Service o 34 FTE Police o 63 Paid on-call volunteer Firefighters Total positions: 215 Organizational and Succession Planning o In collaboration with CAO Co-op and Intern Programs o GECDSB/WECDSB/U of W

Council Orientation CAO Office 16 CORE DUTIES Orientation o Health & Safety Compliancy with MOL o Policy Overview AODA Violence and Harassment WHMIS o Young Workers o Job Specific

Council Orientation CAO Office 17 CORE DUTIES Compensation o Salary Administration Policy o Collective Agreement Schedule A Benefits Administration o OMERS o Sunlife o Green Shield o Employee Assistance Program (EAP)

Council Orientation CAO Office 18 CORE DUTIES Health & Safety o Health & Safety Policy o Joint Occupational Health & Safety Committee o Compliant with Ministry of Labour Workplace Wellness o Gord Smith Bronze Level 1 Award o Employee Recognition Community Involvement o United Way, CAS, Mission

Council Orientation CAO Office 19 CORE DUTIES Labour Relations o International Brotherhood of Electrical Workers (IBEW) Local 636 o Inside/Outside o 32 FTE, 20 PTE o The Professional Firefighters Association o Uniform – Amherstburg Police Association

Council Orientation CAO Office 20 CORE DUTIES Corporate Training Aviary Group o Management Interpersonal Communication Conflict Resolution and Coaching Working Collaboratively in a Team Environment through Changing Times Stress Solutions Team Building Management o Union Customer Service from the Inside Out

Council Orientation CAO Office 21 CORE DUTIES Performance Appraisals o Semi-Annual o Evaluation Tool o Tied to Salary Administration Policy o Union

Council Orientation CAO Office 22 CORE DUTIES Job Evaluation/Pay Equity o Annual o CAO approves the process

Council Orientation CAO Office 23 CORE DUTIES Policy Development o 43 HR Policies o Policy Review o Council Approval

Council Orientation CAO Office 24 CORE DUTIES Payroll o Weekly payroll o Employee Accruals o Benefits administration for active/retired staff o OMERS o Year-end processes

Council Orientation CAO Office 25 MOVING FORWARD/GOALS FOR 2015 o HR Policy Review o PDA Completion o Contract Negotiations o Ergonomics Workshop – pending budget approval o HR Downloads – pending budget approval o Corporate Training – pending budget approval o Workplace Wellness