Legislative Clerk

**Legislative Clerk**:
**Classification**: AO GRID 15
**Ministry**: ISLANDS TRUST, MINISTRY OF MUNICIPAL AFFAIRS
**Work Unit**: PLANNING SERVICES
**SUPERVISOR** **TITLE**: REGIONAL PLANNING MANAGER
**SUPERVISOR** **POSITION** **#**: 36550(SSI)
36532 (GAB)
36529 (VIC)

**PROGRAM**
Located in Coast Salish territory, the Islands Trust is a special purpose government responsible for protecting the unique amenities and environment of 13 major gulf islands and more than 450 smaller islands and surrounding waters in the southern Strait of Georgia and Howe Sound. Created by the Province via the _Islands Trust Act, _Islands Trust plans and regulates local land use, cooperates with other levels of government and First Nations on key environmental issues impacting the area, and protects land through the Islands Trust Conservancy.

**JOB OVERVIEW**
The focus of this position is to provide leadership and guidance regarding Local Trust Committees’ (LTCs’) legislative and legal processes.

Under the direction of the Regional Planning Manager (RPM), the Legislative Clerk undertakes the responsibilities of a corporate administration officer for Local Trust Committees in accordance with the _Local Government Act_, _Islands Trust _Act_, and _Community Charter_.

Working within a highly complex political environment, the position provides support and advice to the planning team, the trustees, the Local Trust Committees, and the organization by ensuring the following responsibilities are completed in accordance with legislated requirements and organizational policies and procedures:

- Management and preparation of Public Hearings process;
- Bylaw referrals and adoption process;
- Statutory notification procedures;
- Processing of Islands Trust permits;
- Local Trust Committee Section 26 Resolutions Without Meetings;
- Local Trust Committee meeting agendas;
- Comprehensive administrative guidance to planning team work program;
- Responses to Freedom of Information and Protection of Privacy requests;
- Commissioner for oaths in regional offices; and
- Deputy Secretary.

The Legislative Clerk is responsible for the development and implementation of sound administrative practices and operational procedures, and provides technical and functional guidance. This position works with other Legislative Clerks and the Legislative Services Manager to provide leadership to the planning team and local trustees by providing advice and guidance, raising issues, and advising, with respect to relevant legislative processes.

**ACCOUNTABILITIES**
Required:

- Deputy Secretary responsibilities:

- Signing statutory documents including permits, notices, and Resolutions Without Meeting and bylaws;
- Certifying bylaws;
- Signing Notice of special meetings; and
- Authorized to perform any duty or to exercise any function of the Freedom of Information and Protection of Privacy (FOIPP) Head.
- Commissioner for Oaths in Regional Offices:

- Administering oaths and taking and receiving affidavits, declarations and affirmations as needed; and
- Witnessing for signatory of covenants.
- Freedom of Information and Privacy responsibilities:

- Managing the review and processing of Freedom of Information requests for the planning office;
- Communicating with staff, external stakeholders, and the general public, and is the initial point of contact for the Commissioners’ office; and
- Providing assistance with training and orientation of staff and trustees.
- Agenda Preparation responsibilities:

- Ensuring agenda preparation and liaising with staff and the Chairs of the local trust committees;
- Ensuring agendas are prepared in accordance with policies and procedures; and
- Liaising with the Chairs of the local trust committees to develop and approve agendas.
- Administrative and Statutory responsibilities:

- Providing informed/expert advice to senior planning staff and local trustees regarding various statutory processes, such as bylaws, public hearings, Resolution-Without-Meetings, Board of Variance and permit processing;
- Developing administrative policies, guidelines, procedures and procedural checklists; and
- Providing comprehensive statutory and policy advice.
- Legislation responsibilities:

- Responding to queries and/or requests for information from the public and staff, on a variety of program specific legislative, bylaw and regulatory requirements; and
- Providing technical direction and training to staff on legislative and procedural changes and requirements.
- Statutory notices for permits and public hearings responsibilities:

- Drafting notices and managing all statutory notification requirements in accordance with applicable legislation and common law requirements.
- Bylaws responsibilities:

- Administering statutory and support procedures for bylaw processing including first nations and agency referrals;
- Drafting administrative bylaws, and maintaining records of all local trust committees bylaws; and
- Consolidating amendments into