Staff here believe proper procedures were followed in preparing a retirement party for town manager Lisa Hass.
Two reports, one by administrative assistant Connie Cox and another from director of finance Sharon Marshall were co-signed by Hass.
Although her retirement party was held in April, Hass agreed to council’s request to stay until the end of June.
Cox cited Section 225 of the Municipal Act, stating the role of the head of council is one of overall leadership, not to be involved in the small details of municipal events that should be handled by competent staff.
She said Hass announced her retirement in February. Shortly after, she and Cox discussed arrangements for a retirement party.
Cox wrote “[Hass] strongly stressed that she wanted something simple. Lisa advised me that although she had given me authorization and direction, she did not want to assist with all of the planning details.”
She added Mayor Lou Maieron was not consulted as direction had been given by the town manager. “I felt there are more pressing issues that require the mayor’s attention.”
Cox said under the town’s procurement bylaw, department heads are authorized to make purchase orders of goods and services up to $10,000 and a department head may appoint a purchasing designate to buy goods or services up to $5,000.
Cox said she arranged a retirement party for Hass “befitting of her position as top management for the Town of Erin in appreciation for her many years of dedicated service.”
Following the same procedure for previous staff retirements, she said arrangements were made with the assistance of Hass’s daughter. Invitations were sent to council and staff [current and previous], associates, close friends and family.
Cox said Maieron could have responded the month prior to the event to offer assistance with the planning and execution of the event.
“Once again, the mayor is asked to deal with such pressing issues that this was not perceived as an oversight but as a favour to the mayor so that his time could be spent more productively.”
While the party was not listed on the town website, Cox said people were welcome and the event was mentioned in the Wellington Advertiser prior to the date.
Cox said the party was funded in the 2012 budget in an account set up to pay for miscellaneous materials and supplies.
She added no additional staff time was allocated aside from time needed to make arrangements.
“This was accomplished during working hours in between regular duties, covering for other staff absences, my husband’s cancer surgery and resulting complications, the sudden illness and death of my mother and the preparation and performance of the regulated annual internal water audit.”
She said setup and cleanup were done by staff on a volunteer basis.
Cox said the services came from approved service providers for other town events.
She did ask for assistance of some councillors in choosing a gift because they were involved in gift selection for previous retirements.
Cox said she requested using the spending amount typically used for a 25-year service award since Hass would not be reaching that milestone.
She added while the total cost came in at just under $5,000 “It was paid for from budgeted funds.”
She estimated the cost per resident at 45 cents, or 2 cents per resident for each year of Hass’s service.
“Certainly the retirement of the town manager of the Town of Erin who has served her municipality and the community for 24-1/2 years deserved the recognition and celebration that she received.”
Cox said the event was not extravagant. “Everyone was very pleased with this wonderful party in Lisa’s honour. It is so very unfortunate that this event has been tarnished in such a way now.”
While she agreed it is the mayor’s prerogative to address procedures and policies, “The June 5, 2012 Mayor’s report has been received by staff as an attack on our work ethic.”
The report by Marshall responded to the Maieron’s report and itemized expenses.
The net cost for the event was $4,827. “All liquor and bar expenses were offset by the bar receipts collected from attendees of the event. In fact, a small profit of $11.56 was realized at the bar.”
Marshall said the town’s annual budget includes an allowance for celebrations, special events, recognitions and condolences. This year’s budget was $8,000.
Marshall wrote, “In my opinion as treasurer, I am satisfied with the invoices submitted, and paid for by the town … were processed following the standard procedures of the procurement bylaw.
Marshall said, “Under the general direction of the town manager, the office administrator assumed responsibility and initiative of the project. It is reasonable to expect that senior staff, and occasionally council, may incur expenses while acting in their capacity as ‘purchasing designates’ in order to carry out their normal day-to-day activities.”
Marshall added one of the jobs of office administrator is to coordinate social and special events on behalf of the town.
Cox has assumed the lead for organizing many events.
As such, Marshall wrote “Therefore, I accept that the invoiced incurred and initialed by Connie Cox for this event, satisfy the requirements of the town’s procurement policy.”
