Director of Legislative Services

**Director of Legislative Services & Town Clerk**:

- Job description and duties are currently under review_

**Business Unit**:Corporate Services

**Position Title**:Director of Legislative Services & Town Clerk

**Reports To**:Chief Administrative Officer

**The Opportunity**
Reporting directly to the Chief Administrative Officer (CAO), the Director of Legislative Services & Town Clerk is responsible for managing the daily departmental operations of the business unit and for the direction, organization, coordination, facilitation and administration of the Town’s legislative functions including Council and Committee support services; Licensing and Administration services; Corporate Records and Freedom of Information services; Vital Statistics; Animal Control services; and, all general administration of the Clerk’s Department.

**Overall Scope of Position**
The incumbent in this position will assume the duties of a Municipal Clerk listed in the Ontario Municipal Act.

**Major Responsibilities**
- Manages the day to day operations and administration of the Legislative Services Business Unit.
- Performs the necessary duties assigned to the Clerk under _Municipal Freedom of Information and Protection of Privacy Act_, _Vital Statistics Act_, _Emergency Management Act_, _Municipal Conflict of Interest Act_, _Municipal Elections Act_, etc.
- Attends all Council meetings to provide procedural advice to Members of Council and staff.
- Oversees Town Committees
- Oversees the process of meeting scheduling, preparation and distribution of agendas and materials for Council/Committee/Board and public hearings; bylaw preparation; distribution of all supporting material, minutes and video recordings, decisions, instructions, and resolutions to Council and appropriate parties.
- Manages the implementation of directives, policies, instructions and decisions approved by Council as recorded at any regular Council meeting or special meeting, in a prompt, efficient, thorough and orderly manner as assigned, directed or delegated by Council and/or the CAO.
- Manages and maintains an up-to-date database of all Council resolutions, including status updates.
- Prepares department reports and by-laws for Council consideration.
- Provides direction to Council and staff on administrative and government policies.
- Develops and implements procedures to communicate Council’s decisions across the organization
- Assists the Town’s Planning Unit in the preparation of legal notices of public hearings and any other related administrative duties pursuant to the _Planning Act._
- Performs the function of “the Head” as it pertains to the Freedom of Information and Protection of Privacy (FOI) Act, managing and implementing all corporate policies, procedures and training. Represents the Municipality on appeals submitted to the Information and Privacy Commissioner as it pertains to the FOI Act.
- Responsible for the Town’s Record Management Program
- ensuring that appropriate systems (both manual and electronic) are in place to manage the corporation’s records and protect vital information in accordance with established by-laws and policies, and facilitating all record training for Town Staff.
- Performs Marriage Solemnization Services in accordance with the _Marriage Act_
- Division Registrar for all responsibilities relating to vital statistics, and responsible for the management of the Town’s vital statistics inventories.
- Works the Town’s legal counsel as directed by the CAO on the resolution of legal issues affecting the corporation.
- Acts as a Commissioner of Oaths and Affidavits and Division Registrar in accordance with the _Commissioners for Taking Affidavits Act_
- Receives, reviews and processes Livestock evaluation claims for the Ontario Wildlife Damage Compensation Program
- Oversees all licensing processes (lottery, kennel, marriage, etc)
- Act as the Returning Officer for Municipal and School Board Elections.
- Responsible for ensuring that assigned areas of responsibility are performed within budget through cost control activities; monitors revenues and expenditures in assigned area to assure sound fiscal control; prepares annual budget requests; assures effective and efficient use of budgeted funds, personnel, materials, and time.
- Manages the Accessibility reporting/Audits under the _Accessibility for Ontarians with Disabilities Act_, and oversees the maintenance of the Town’s Accessibility Multi-Year Plan.
- Promotes teamwork and provides leadership within the office and throughout the corporation.
- Supervises the legislative services business unit in all of its functions
- including IT, and Human Resources.
- Directs and advises other departments on matters relating to Council, legislative duties, records management, privacy management, archives and elections.
- Leads the Legislative Services team in the implementation of new initiatives, provides the documentation and materials necessary for their imple