 |
|
|
|
Functions
INTRODUCTION
The Administration, Finance and Personnel Committee (AF&P) oversees the functions and initiatives of the County Clerk's Office. AF&P meets once per month (usually on the third Tuesday.) Staff reports and recommendations are reviewed by the Committee and if approved, are recommended to County Council through AF&P's minutes, which are presented at Council's regular monthly Sessions.
The Clerk is an officer of the Corporation, reports to the Chief Administrative Officer (CAO), and is appointed by by-law, and is required by Section 228 (1) of the Municipal Act, 2001:
a) to record, without note or comment, all resolutions, decisions, and other proceedings of the council;
b) if required by any member present at a vote, to record the 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) performing such other duties as are assigned by the municipality."
At present, the Clerk functions under by-law 4323-99.
MAJOR FUNCTIONS
1. Prepare Council and Standing Committee agenda packages and oversee distribution.
2. Attend Council and Standing Committee meetings providing advice and information on procedures as required.
3. Prepare minutes of Council and Standing Committee meetings.
4. Prepare by-laws for presentation to Council.
5. Inventory and store all minutes, by-laws, agenda inclusions, correspondence and any other paper or electronic documents of the Corporation.
6. Supervise day to day work activities of the two Clerk's Assistants, the Parking & Alarm Co-ordinator, casual administrative workers and students working in the Clerk's Office.
7. Respond in accordance with the Municipal Freedom of Information and Protection of Personal Privacy, requests for County produced and/or held information.
8. Arrange all travel and accommodation for Councillors and staff related to workshops and conferences.
ANCILLARY FUNCTIONS
1. Participate in local and Provincial municipal organizations (eg. Wellington County Clerks and Treasurers Association, Association of Municipal Clerks and Treasurers of Ontario, and Association of County Clerks, Treasurers and Administrators.)
2. Attend conferences of interest to the County and its various departments.
3. Oversee arrangements for County sponsored social/ceremonial functions.
EMERGING ISSUES/FUTURE CHALLENGES
The Clerk is responsible for an annually increasing level of administrative support to Council, its Standing Committees, as well as newly legislated committees (Accessibility Advisory Committee, and Community Emergency Management Committee), and ad hoc committees (the Green Legacy, and Energy Task Force Committee.) As workload increases, staff resources are pressured, as is the physical work space. Any more growth in the Administration Department (includes CAO, Clerk and Treasurer) will require additional floor space.
As internet use matures, and the public expectation of the availability of "e-government" grows, the Clerk will have to respond with electronic versions of documents/information which have traditionally been paper based. Duplication of effort will be the result until such time as the reliance on fax machines and "hard copy" is greatly reduced or made obsolete.
During the upcoming term of Council - 2007-2010 - the Clerk will propose eliminating fax distribution of materials, replacing that method with the County's website/e-mail resources.
DEPARTMENT ORGANIZATION
The County Clerk provides supervision and direction on a day to day basis to the positions of: the two Clerk's Assistants, Parking and Alarm Co-ordinator, (and their casual replacements), as well as summer students (usually one per year.)
PROVINCIAL LEGISLATION AND MISCELLANEOUS CONTACTS
Municipal Act
Municipal Freedom of Information & Protection of Privacy Act
Pay Equity Act
Ontarians with Disabilities Act
Workplace Health & Safety Act
Ministry of Municipal Affairs & Housing
Ministry of Public Safety & Security
Ministry of Natural Resources
Ministry of Transportation
Ministry of Environment
AFFILIATED ORGANIZATIONS AND ASSOCIATIONS
AMO
Ontario Municipal Administrators' Association
Wellington County Clerks and Treasurers
Wellington-Dufferin-Guelph Health Unit
Wellington County Public Sector Consortium
Emergency Management Ontario
|
 |
|
|
|
If you would like to purchase commemmorative merchandise please click here.
NOTE: A new page will open, just close it to return to the County of Wellington Website.
|
|
Key Documents for Clerks & CAO
|
|
|
|
|
|
