PERIOD REPORT
DATE: September 23, 2024 Report No. ADM-24-056
TO: Dan Horan, Chief Administrative Officer
FROM: Deb Hopkins, Director of Corporate Services
SUBJECT:TITLECorporate Services- 2024 Second Period Report
Body
The following is a report on the activities pertaining to the Corporate Services Department from May 1, 2024 to August 31, 2024.
1. DIVISION ACHIEVEMENTS AND ACTIVITIES
1. Corporate Services
• Preparation and publication of:
o 4 advertisements - 1 Notice of Amendment, 1 Notice for the Annual Report, 1 Notice for the Public Notice Bylaw, and 1 Committee Recruitment, 3 Notices of Spongy Moth Pesticide Treatment.
o 3 Statutory Notices - 1 Notice of Disposition, 1 Notice of First Reading, and 1 Notice of Amendment.
o 20 Meeting Notices and associated newspaper advertisements.
o 13 agendas and minutes for Regular, Special, and In Camera meetings of Council and Committee of the Whole, including posting on website and Municipal Hall notice board.
o 7 late item agenda notices.
o 6 Council meeting Action Reports and completion of all follow up correspondence and distribution to third parties.
• 18 Staff Reports or Memos written and presented to Council/COTW.
• 47 Staff Reports reviewed for agenda approval.
• 56 resolutions voted on at Special Council, Regular Council and Committee of the Whole meetings providing staff direction.
• 9 presentations and delegations coordinated and scheduled to Committee of the Whole.
• 24 documents commissioned by staff for residents of Esquimalt.
• 6 proclamations prepared and posted to the Municipal website and Municipal Hall notice board.
• 5 landmark illumination requests processed in partnership with Parks & Recreation.
• 603 mail items processed for retention and distribution.
• 3 electronic registrations at Land Title Office.
• Coordinated the flag raising for Pride Week June 27 - July 7, 2024.
• Brought forward the Public Notice Bylaw and Amended Council Procedure Bylaw, implemented the bylaw changes, directed notification to the community, educated staff regarding process changes, and organized the installation of the new public notice board at the Recreation Centre.
• Conducted research for Council and staff on previous communications, resolutions, bylaws, policies, and statutory requirements.
• Deputy Corporate Officer completed the Local Government Management Association (LGMA) Records and Information Management Fundamentals course.
2. Advisory Committees and Commissions
• Centralized administrative support for all advisory Committees of Council through the establishment and appointment of the Committee Coordinator.
• Completed the re-appointment process for the Youth Representative on the Environment, Parks and Recreation Advisory Committee.
• Completed the appointment process for the AIBC Nominee to the APC Design Review Committee.
• Provided administrative support to the Local Grants Committee including preparation of the agenda and minutes.
• Completed the coordination, preparation and posting of notices, agendas and minutes of 5 Advisory Planning Commission meetings, 4 APC Design Review Committee meetings, and 3 Environment, Parks and Recreation Advisory Committee meetings.
• Issued and awarded Request for Proposal for professional services to assist with the conduct of accessibility engagement sessions for the Capital West Accessibility Advisory Committee.
• The Capital West Accessibility Advisory Committee completed seven engagement sessions and one public engagement survey seeking input on accessibility barriers present in municipal properties and buildings, programs, and services; one session hosted at the Esquimalt Gorge Pavilion.
• Commenced preparation for the upcoming annual Advisory Body recruitment process.
3. Administrative support for Mayor & Council and CAO
• Prepared 22 letters for Mayor and CAO [retirement/invitations/thank you/congratulations] and other Township related business.
• Coordinated registrations for conferences / forums / seminars for the CAO, Mayor and Council.
• Organized and coordinated pick up or delivery of 14 new resident welcome packages.
• Liaised with various organizations on events and provided RSVPs for the CAO, Mayor and Acting Mayor.
• Hosted the Mayor’s Open Door at the Municipal Hall, with 2 more planned for the remainder of the year.
• Organized, coordinated, and participated in the first regional Executive Assistant Administration meeting, hosted by Esquimalt; 3 meetings per year are planned going forward.
4. Records, Information, and Privacy Management
• Developed Township training session on records management to inform and remind staff of statutory regulations, policy, and procedures to enable compliance.
• Provided 4 sessions of Records Management training to 27 staff members.
• Continued reviewing and assessing records management in all departments and identifying priority projects for completion by September when the temporary file clerk term appointment concludes.
• Continued developing records management training and reference materials for all departments.
• Completed a detailed inventory of items and folders in the Municipal Archives’ permanent collection providing enhanced record finding capabilities for Archives.
• Completed Parks & Recreation department physical records backlog project registering all onsite records in compliance with legislation for storage and destruction procedures.
• Completed physical records inventory at Parks Works Yard and preparing records for off siting and destruction procedures in September.
• Continued monitoring the Parks & Recreation electronic records management project anticipated to be completed by end of 2024.
• Completed physical records inventory and document scanning for the office of the Director of Community Safety Services.
• Completed physical records inventory, off siting and eligible for destruction processes for Finance and Payroll departments.
• Completed physical records inventory of Engineering and Development Services administration and production room and preparing records for off siting and destruction processes in September.
• Continued physical records TABFusion system clean up.
• Progressed review of the Records Classification & Retention Schedule (RCRS) to ensure that the schedule aligns with records management best practices and Township needs.
• Processed 11 requests for access to records under the Freedom of Information and Protection of Privacy Act.
• Initiated proactive disclosure project for municipal website.
• Developed and implemented statutory authority request for law enforcement agencies requesting records from the Township.
• Initiated comprehensive review of collection statements included on all digital and physical copies of applications, forms and documents for compliance with the Freedom of Information and Protection of Privacy Act.
• Conducted a review of the Township’s list of routinely releasable records.
• Initiated project to update Freedom of Information and access to records information on the Township’s website.
5. Archives
• The Archives public reference room continues to welcome the community while a portion of the archives permanent collection is stored on the main floor of Municipal Hall.
• Assisted Saxe Point Public House proprietor with selecting Esquimalt community archival photos for display at the pub.
• Exhibit installed in the Municipal Hall lobby showcasing early transportation in Esquimalt.
• Planning, design, and installation completed for a new exhibit celebrating the history of early public schools in Esquimalt.
• Attendance at the Fort Macaulay Interpretive Event and hosted an information and display booth on May 25, 2024.
• Digitized a finding aid of all of the early Esquimalt Newspapers included in the Archives collection.
• 29 research and image requests received. Highlights included Toyo Takata fonds credit in a children’s book series “Trailblazing Canadians” which included Isaburo Kishida.
• 6 donations of archival material accepted from the public. Highlights included a photograph of CFB Esquimalt, Bickford Tower, Building by Esquimalt photographer Frances Litman.
• 4 municipal transfers received.
• 1 building with approved demolition permits photographed.
• 366.5 volunteer hours contributed to the Archives this period with 5 regular volunteers attending.
• The Archivist collaborated with the Records, Information and Privacy Coordinator to create a detailed list of all Corporate Records classifications to be transferred to the Archives.
• Archives Trust Fund balance is $4,234.07
• The Archivist collaborated with the Communications Manager on social media posts.
6. COMMITTEES
The Director or Corporate Services is a member of:
• Capital West Accessibility Advisory Committee
The Deputy Corporate Officer is a member of:
• ARMA Vancouver Island