PERIOD REPORT
DATE: September 29, 2025 Report No. ADM-25-041
TO: Dan Horan, Chief Administrative Officer
FROM: Deb Hopkins, Director of Corporate Services
SUBJECT:TITLECorporate Services- 2025 Second Period Report
Body
The following is a report on the activities pertaining to the Corporate Services Department from May 1, 2025 to August 31, 2025.
1. Staff Time Distribution
The table below illustrates how staff in Corporate Services spent their time during the second period of 2025. This is intended to provide information on the main areas of focus for the team. While not an exhaustive list of all tasks undertaken, the identified categories include activities outlined in Attachment 1.
• Period 2 includes the Council summer recess, reducing Meeting Support metrics from typical levels
• Additional recess time allocated to vacations, Records Management, training, and other miscellaneous projects
2. Corporate Services
+ Number of Committees reduced from five in 2021 to four in 2022
* Reduced the number of agendas produced when there is a closed meeting scheduled prior to an open meeting by combining them into one
# New metric added in 2024
Highlights:
• Recruited and onboarded new staff for the FOI Assistant and Corporate Services Assistant vacancies.
• Staff attended conferences/training related to Information Governance, Corporate Administration Fundamentals, Crisis Management & Cyber Security, Hosting Successful Accessibility Committees, Robert's Rules and Responsible Governance, and Coaching, Team Building and Management Skills.
• Filled four vacancies over three additional Committee recruitments outside of the annual business cycle during this period.
• Developed the project charter and implemented the municipal hall reception pilot project.
3. Records, Information, and Privacy Management
* New metric established
Highlights:
• Updated the Privacy Impact Assessment (PIA) process, and prepared revisions to the contract and service agreements and video surveillance procurement to ensure continued compliance with the Freedom of Information and Protection of Privacy Act (FIPPA).
• Published routine release project and Privacy Information Banks list to the website and updated web content online to improve public access to records and comply with FIPPA.
• Completed review of the Township’s Records Classification and Retention Schedule (RCRS) to incorporate LGMA Toolkit updates and revised legal citations and making it more user friendly for municipal staff.
• Completed update of TAB Fusion physical records system to synchronize with new RCRS and prepare for transfer to new TAB SaaS system.
• Completed Community Safety Services/Strategic Initiatives records and information management review and prepared records for hand over to new Director of Strategic Initiatives.
4. Archives
*New metrics tracked
Highlights:
• Reviewed, revised, published, and printed the updated historical walking tour brochure.
• Accessioned 114 items with proper identification, description, and appropriate storage, and added more digitized images to the online collection improving public access to archival materials.
• Provided information about William Fitzherbert Bullen, William Theodore Hurd and Charles William to Dutch non-profit association named “Faces to Graves” that write the life stories of Canadian soldiers that fought for freedom in the Netherlands and are buried at the Canadian War Cemetery in Groesbeek, Holland www.facestograves.nl <https://can01.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.facestograves.nl%2F&data=05%7C02%7Carchives%40esquimalt.ca%7C06ace1fc671e40f4c9d808ddcb8d721e%7C0f237df218044ea4b852dfcdc7091681%7C0%7C0%7C638890530569023094%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=tCAN9ZojvvEM1pSgKlXV5e8kuStOHEvwemyNEH5sgTQ%3D&reserved=0>.
• Community outreach included hosting an information booth at the Fort Macaulay Interpretive Event, delivering an “Introduction to the Archives” presentation to Rockheights Middle School, collaborating on the 150th anniversary of the birth of General Sir Arthur Currie celebrations with Archivists at 5(BC) Artillery Regiment RCA, and providing archival materials for display at Fort Rodd Hill and Fisgard Lighthouse National Historic site.
• Training and development included attendance at the ARMA Vancouver Island Conference “In the same Boat - Sharing Information Governance Expertise” and “Materials for Preserving Paper Collections” presented by the International Institute for the Conservation of Historic and Artistic Works (UK).
ATTACHMENTS:
1. Overview of CS Task Categorization
2. 2025 Period 2 Council Resolutions