DocumentsStaff ReportNov 5, 2018Pages 35–36
Staff Report: Deputy Corporate Officer Appointment
Administration staff report recommending appointment of Manager of Legislative Services Adriana Proton as a Deputy Corporate Officer and authorized signatory to provide additional flexibility in fulfilling corporate statutory responsibilities.
Key facts
- Recommendation: Appoint Adriana Proton, Manager of Legislative Services, as Deputy Corporate Officer and authorized staff signatory
- Rationale: Assist with Corporate Officer duties and provide signing authority for municipal contracts and documents
- Current Corporate Officer: Director of Corporate Services Braden Hutchins; CAO Darren Kiedyk is Deputy Corporate Officer
Staff Report: Deputy Corporate Officer Appointment
2nd Floor · 877 Goldstream Avenue · Langford, BC Canada · V9B 2X8
T · 250-478-7882 F · 250-478-7864
Date:
November 5, 2018
Department:
Administration
Subject:
Deputy Corporate Officer Appointment
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, the following members of staff have signing authority for contracts, agreements and other documents:
- Director of Corporate Services Braden Hutchins is the Corporate Officer
- Chief Administrative Officer (CAO) Darren Kiedyk is the Deputy Corporate Officer
- Director of Finance Michael Dillabaugh, Director of Engineering Michelle Mahovlich and Director of Planning Matthew Baldwin are appointed as signing authorities for the purpose of executing contracts
Manager of Legislative Services Adriana Proton is assisting with Corporate Officer duties, though does not currently have any signing authority.
It will offer staff greater flexibility in meeting the City’s corporate statutory requirements if Council appoints Adriana Proton as an additional Deputy Corporate Officer and signing authority.
Options
Option 1:
That Manager of Legislative Services Adriana Proton be appointed as Deputy Corporate Officer and authorized staff signatory for all contracts, agreements and other municipal documents.
Option 2:
Do not make further Deputy Corporate Officer appointments at this time.
Respectfully submitted,
Submitted by:
Adriana Proton, Manager of Legislative Services
Concurrence:
Matthew Baldwin, MCIP, RPP Director of Planning
Concurrence:
Michelle Mahovlich, P.Eng, P.Geo, Director of Engineering
Concurrence:
Michael Dillabaugh, CPA, CA, Director of Finance
Concurrence:
Braden Hutchins, Director of Corporate Services
Concurrence:
Darren Kiedyk, Chief Administrative Officer