STAFF REPORT

January 4, 2000

To: Administration Committee

From: Acting Commissioner, Corporate Services

Subject: Councillor's Use of Corporate Vehicles

Purpose:

The Audit Committee on December 13, 1999 requested that the Commissioner of Corporate Services report directly to the Administration Committee at its meeting to be held on January 11, 2000 concerning particular issues related to the report from the City Auditor (November 30, 1999) regarding Councillor's Use of Corporate Vehicles.

Financial Implications and Impact Statement:

Not applicable.

Recommendations:

This report is submitted for the information of the Administration Committee.

Background:

At its meeting held on December 13, 1999 the Audit Committee considered a report from the City Auditor dated November 30, 1999 related to the Councillors' use of Corporate Vehicles. In addition, the Audit Committee had before it a Memorandum from Councillor Brad Duguid (December 10, 1999) concerning the same subject.

Comments:

Our comments concerning the specific issues identified are as follows:

(1) There are seven employees who would be affected by the termination of this program. All are in permanent positions/classifications related to the program. As a result, there would be no related entitlment to long term disability payments or Workplace Safety and Insurance Board (Workers' Compensation) benefits.

(2) In the event of termination of the program, the City will make every reasonable effort to provide the employees with suitable alternate positions. It is anticipated that this will present a significant challenge based on qualifications and in some instances physical limitations/restrictions. Alternately, the four employees who are members of the bargaining unit would be eligible for the Voluntary Exit Program or laid off in accordance with Collective Agreement, and the three exempt staff would be eligible under the City's current Position Termination Program.

(3) Related to the suggestions of Councillor Duguid-

· staff have investigated the availability of a limousine service for those occasions when a vehicle and driver are required to escort visiting dignitaries and for other purposes. The cost is estimated at $27,000 for a full year which should be provided in the 2000 Council budget with the requirement for a further report during the next budget cycle, related to actual expenditures.

· the vehicles currently utilised to provide the transpiration service are City-owned. There are no leasing arrangements. In the event that the program is discontinued, the vehicles would be returned to Fleet Management Services as surplus to requirements.

Conclusions:

The Audit Committee has forwarded this matter for the consideration of the Administration Committee.

Brenda Glover,

Acting Commissioner of Corporate Services