Staff Report to Council - Corporate Officer and Signing Authority Appointments

Staff Report to Council

Date: March 6, 2017
Department: Administration
Subject: Corporate Officer and Signing Authority Appointments

Background and Commentary

The Community Charter requires each municipality to appoint a Corporate Officer to oversee the following duties and functions:

• Ensuring that accurate minutes of the meetings of council and council committees are prepared;
• Ensuring that the minutes, bylaws and other records of the business of council and council committees are maintained and kept safe;
• Ensuring that access is provided to records of council and council committees;
• Administering oaths and taking affirmations, affidavits and declarations;
• Certifying copies of bylaws and other documents;
• Accepting, on behalf of the council or municipality, notices and documents that are required or permitted to be given to, served on, filed with or otherwise provided to council or the municipality; and
• Keeping the corporate seal, if any, and having it affixed to documents as required.

In addition to the above responsibilities, the Corporate Officer is typically given the authority to execute contracts, agreements and other municipal documents in conjunction with the Mayor.

Currently in Langford, CAO Bowden is the Corporate Officer / authorized staff signatory, while Director of Finance Ternent, Director of Engineering Mahovlich and Director of Planning Baldwin act as alternate staff signatories.

Options

Option 1:

That Director of Corporate Services Hutchins be appointed as Corporate Officer / authorized staff signatory for all contracts, agreements and other municipal documents, that Deputy CAO Kiedyk be appointed as Deputy Corporate Officer / authorized staff signatory and that CAO Bowden, Director of Finance Ternent, Director of Engineering Mahovlich and Director of Planning Baldwin remain as alternate staff signatories.

Option 2:

Do not change Corporate Officer and authorized staff signatory appointments at this time.

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Respectfully submitted,

Submitted by / Concurrence

: 'initials'