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Purpose
To establish procedures for the preparation and tracking of Council decisions as contained in Council Directives issued by the Office of the City Clerk.
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Policy Statement
1. Subsequent to each Regular and Special Meeting of Council, the Office of the City Clerk shall issue Council Directives reflective of the motions/decisions of Council taken at the respective meetings.
2. The directive will specify the following:
(a) Primary recipient and cc’s;
(b) Decision of Council;
(c) Action required; and
(d) Response required.
3. The City Clerk will determine, based on the decision of Council, as to whether a response is required from the primary recipient. For example, where a report has been submitted for Council information, no response will be required. Where the decision of Council requires some type of follow-up report or action, a response will be required.
4. Where a response from the primary recipient is required, the City Clerk will establish a response deadline date.
5. Council Directives requiring a response will be tracked against the deadline date. Should the deadline pass without a response being received, the primary recipient will be automatically e-mailed requesting the required response, with the Chief Commissioner, City Clerk and other appropriate individuals cc’d on the e-mail. The e-mail will continue to be sent on a specified time frame until the response has been received.
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Application
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Responsibilities
Office of the City Clerk.
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Monitoring and Contravention
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Approvals
Finance and Administration Standing Committee report - February 28, 2006; Regular Meeting of Council - March 13, 2006.
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Review Period
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