Fratesi memo to City Council, December 20, 2000

The following is a memorandum sent by Chief Administrative Officer Joe Fratesi to Mayor John Rowswell and City Council on December 20, 2000.

**************************************************************** Joseph M. Fratesi, B.A. LL.B. Chief Administrative Officer 2000 12 20

PERSONAL AND CONFIDENTIAL

MEMO TO: Mayor John Rowswell and members of City Council.

Dear Mr. Mayor:

Mel Brechin [the City's commissioner of engineering and planning] attended at my office today quite concerned about how some of his staff have been asked to be involved in various projects by you.

[Manager of Long-range Planning] Joe Sniezek was asked by you to work on your "growth initiative". I was copied a memo which he gave to you on Friday, December 15th, 2000 which indicated that what you are asking "requires significant amounts of time and effort to do properly".

He clearly suggests to you that the efforts will require "significant resources beyond the bounds of the local municipal government .... and requires a comprehensive Northern Ontario wide approach".

On Saturday you e-mailed Joe Sniezek regarding "Team Canada" and advised Joe that you were promoting your growth report big time with individual Councillors and "......with [FedNor's] Tom Dodds and [Sault MP] Carmen [Provenzano]".

You asked Joe Sniezek to find out when the next Team Canada mission was going to China or Asia and then went on ".... as for the Transpolar you and I should talk but my first priority is the growth report. My whole program to inform Council relies on best sectors to proceed with growth. I will be looking for a presentation at January 8th. Can you make this?"

What you are asking of Joe Sniezek, puts him in a very awkward position for several reasons:

1. To do the job that you are asking properly will in Joe's estimate take at least six weeks. It cannot be done for January 8th, 2001.

2. Given the significant involvement to prepare the report beyond what he has already given to you involves considerable time and effort on his part and therefore should be a direction from Council by way of a resolution.

3. By resolution, Council has asked for a report on the Transpolar initiative to be presented at the January 8th. 2001 meeting. It is inappropriate for you to ask any staff to replace Council's priority with your own.

4. If it is determined by Council that the "growth initiative" is to proceed involving significant staff time and/or other resources, then Council will need to direct that by way of a resolution.

5. Asking Joe Sniezek to undertake this without regard to his other duties and without speaking to his Division and Department Heads, put all three of them in the awkward position of trying to determine what regular work or other work that has been directed by City Council will be delayed as a result of the request.

6. Joe Sniezek is scheduled for 2 weeks of vacation starting, Thursday, December 21st, 2000.

As I have confirmed to you in the past, if you have the need to obtain simple background information on any issue, staff is quite prepared to accommodate you.

As a matter of fact I have encouraged them to ensure that this information is provided to you in a timely manner.

However, if your contact with any staff person results in them being given a direction which is either not sanctioned by Council resolution or in keeping with existing policy, and which will involve considerable staff time, then staff is put in an awkward position.

Your idea of growth no doubt has merit. In order for it to acquire "legs", it will be necessary that you get a resolution passed by Council which authorizes the undertaking by staff within a reasonable time frame to ensure that a proper job is done.

I would request therefore that you bring this matter to Council's attention and explain exactly what it is that you are seeking authorization for, so that staff is properly instructed and not left in the awkward position of wondering if the time and resources required are Council sanctioned.

This example of Joe Sniezek is only one of several where protocols are important to observe. I attempted to provide you and Council, as part of the Orientation Session, with as much information as possible on reporting relationships, authority of various individuals and obligations.

I encourage you to read The Municipal Act, the C.A.O, bylaw and the other information which has been provided to assist you in understanding our respective roles and duties.

City staff are directed by the C.A.O. to carry out the intentions of Council as reflected in policies, resolutions and/or bylaws.

While information should be provided readily to any Council member, including the Mayor, staff should never be put in the position of wondering whether or not what they are being asked to undertake has been properly authorized.

Joe Sniezek is not the only individual concerned. The concern is shared by [Planning Director] Don McConnell and Mel Brechin. Similar concerns have been expressed by other staff in other departments.

The fact that you have asked Joe Sniezek. Don McConnell and others to go beyond providing information, compromises the reporting structures that we now have in place.

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