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:! PS. je last ride Jack Chapman upon retirement retirement from Curvply Wood Products north plant left his lift-truck for the last time. Ministry report on Town operation A report on the review of the financial and budgetary controls of the Town of Newcastle has been submitted to Ihe Town by the Municipal- Budgets and Accounts Branch of the Ministry of Municipal Affairs and Housing. Housing. This report was received last week and reviewed by council and the ministry on Monday at the regular meeting of council. In a summary the report states "the major findings of this study focussed upon the evident lack of an approved organization structure clearly defining reporting responsibilities, responsibilities, duties and functions; functions; the absence of written policies; and the need for specific guidelines and procedures procedures pertaining to the operational 'areas of: budgeting, personnel, accounting accounting and purchasing. The report said it was felt that the overall problem that must be addressed from the outset is the need to clearly define the organization structure structure and the related responsibilities responsibilities and duties of staff, department heads, the Chief Administrator and that of council. The study, states the report, being undertaken by Thorne' Stevenson and Kellogg in preparing job descriptions for senior staff is a primary step in dealing with DURHAM The Regional Municipality Of Durham NOTICE r V PAYING YOUR WATER & SEWER BILL DURING THE POSTAL DISRUPTION We would like to remind you that during the interuptlon in postal delivery, you may pay your Water and Sewer Bill at any of the following locations: -Any Chartered Bapk within Durham Region (a small service charge may be applicable) < ' -Regional Headquarters, 605 Rossland Road East, Whitby, Ontario. -Regional Finance Department, 60 Bond Street West, Oshawa, Ontario (for your' convenience there is a drop box located beside the "North" entrance) Please check your mail box as deliveries are continuing with our own agents. Thank you for your co-operation. Finance Department. Water Billing Section (416)571-3311 Town to evaluate grant applications The Town of Newcastle on Monday approved a recommendation recommendation from the Finance committee which establishes policy for the evaluation of municipal grant applications. The policy originally submitted submitted by the deputy-treasurer, Kathryn Campbell, is to establish uniformity in the basis of decision making in the area of municipal grants to local organizations within the Town of Newcastle. the problems of the municipality. The report calls for written guidelines by council for the preparation of departmental budgets and that a budget timetable be adopted by council. It also calls for bylaws bylaws setting budget policies for all items such as conventions, conventions, travel and education. The Ministry report recommends recommends that the committees of Council be made responsible for the department estimates and that such committees be responsible for justifying any increase to council. It also recommends review of all budgets including local Boards and as well the Orono and Newcastle community centres and that a written policy for the use of reserves and reserve funds be developed and implemented by council. In budget control the report suggests timely reports from the treasury for each department and that department department heads are ' responsible for controlling expenditures. The report also calls for council to draft a policy setting setting out procedure for changing changing the budget during the year. The review by the Ministry found that no capital budget existed and they suggested that a five year capital forecasst be developed by the municipality. The report pointed to the present use of two individual purchasing procedures in the Town. It was recommended that a purchasing by-law be passed by council specifying purchasing procedures and approval requirements. It also called for addditional * approval other than, a department department head when dollar - amounts reached a specified amount. Expenditures that exceed budget should requre approval of council prior to actual purchase. The report, recommended that council eliminate the two purchase order forms now in use in the Town by requiring the Public Works to use purchase purchase order forms issued and controlled by the Treasury departmet. The report also rioted the delay in the auditors report and suggested that it be more timely so as to be of use in setting the budget. It was pointed out to council council that some of the matters would not be easy to institute as they wefe more com- 1 pllicated than they appeared. The Ministry also pointed out- that the report in no way was an evaluation of staff nor was it intended to be. • •It is the purpose of the policy and application form to make sure that information information received on each application application is complete and provide the committee with a sound basis for decision making. Those seeing grants from the Town of Newcastle will now have to complete the application application prior to November 30th for the following yèar. Such applicants are to provide provide a financial statement for the previous year, preferably audited, as well as a financial statement for the current year to date of the application and a budget fqr • the upcoming year. Its purpose is to consider ' grants for organizations within the Town of Newcstle which provide recreational, cultural or educational benefits to the community. The deputy-treasurer said there should be a demonstrated need for the service and in fact that it is riot duplicated. The report from the treasurer's office resulted from a motion by Councs. Hamre and Hubbard some months ago and with the passing of the document by council it will be the first time uniformity has been introduced introduced for those seeking grants from the Town. Orono Weekly Times, Wednesday July 29, 1981-7 CORPORATION OF THE TOWN OF NEWCASTLE Public Notice to Its Citizens Purchase of Dog Licences for the year 1981 The Town of Newcastle has hired dog licence issuers and they will be calling on all owners of unlicenced dogs within the Town of Newcastle during the next several weeks. Any owner who fails to secure'a licence for the current year and to have such licence affixed to the collar of any dog that is kept or maintained in the Town of Newcastle is guilty of an offence and liable upon conviction to a provincial set fine penalty pf $23.00 for the first offence which penalty shall not relieve the owner of any dog from purchasing a dog licence. The licence fee schedule: (i) For the first and second dog- $17.00 each If a declaration is signed that such licence is for a neutered or spayed dog $10.00 each (ii) For the third dog $27.00 each (iii) For the fourth and each additional dog $52.00 each -1981 Licence Fees may also be purchased at the following locations: Town Mall, 40 Temperance Street, Bowmanville Motor Vehicle Licence Office, 72 King Street West, Bowmanville Municipal Hall, Hampton Toms and Sons, Newcastle t David W. Oakes, A.M.C.T. Town Clerk, 40 Temperance Street, Bowmanville, Ontario 'Date of first publication July 29, 1981