Staff Report: Deputy Corporate Officer Appointment

Background

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 (Langford does not use a corporate seal)

Commentary

The current appointments for Corporate Officer and signing authority for contracts and agreements are:

• Director of Corporate Services Braden Hutchins is Corporate Officer

• The following staff members are Deputy Corporate Officers:

  • Manager of Legislative Services Adriana Proton
  • Chief Administrative Officer Darren Kiedyk
  • Director of Engineering Michelle Mahovlich
  • Director of Finance Michael Dillabaugh
  • Director of Planning Matthew Baldwin

• All six employees named above are also staff signing authorities for documents such as contracts

Therefore, staff recommend that Council update Corporate Officer appointments. In addition, staff recommend appointing Julie Coneybeer as an additional Deputy Corporate Officer, which will simplify the process for witnessing documents.

Financial and Legal Implications

None.

Options

1. THAT Council rescind the appointment of Adriana Proton as Deputy Corporate Officer;

2. THAT Council appoint and confirm the appointments of the following employees:

• Manager of Legislative Services Marie Watmough as Deputy Corporate Officer
• Executive Assistant Julie Coneybeer as Deputy Corporate Officer

AND

3. THAT Council appoint and confirm Marie Watmough and Julie Coneybeer as signing authorities for Council-approved contracts and agreements;

OR

4. THAT Council not change or confirm appointments and signing authorities at this time.

Respectfully submitted,

Submitted by:
Adriana Proton, Manager of Legislative Services

Concurrence:
Marie Watmough, 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