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AGENDA - Special Council - 20090908/ - Au o SPECIAL COUNCIL MEETING AGENDA No 09-23 TUESBAV, SEPTEMBER 8, 2009 5:30 PAN IL CHAMBERS AURORA TOWN NALL PUBLIC RELEASE September 4, 2009 AURORA TOWN OF AURORA SPECIAL COUNCIL MEETING AGENDA NO. 09-23 Tuesday, September 8, 2009 5:30 p.m. Council Chambers I DECLARATIONS OF PECUNIARY INTEREST 11 APPROVAL OF AGENDA RECOMMENDED: THAT the agenda as circulated by the Corporate Services Department be approved as presented. 111 READING OF BY-LAWS RECOMMENDED: THAT the following listed by-laws be given 1st, 2nd and 3rd readings, and enacted: 5165-09 BEING A BY-LAW to Appoint Christopher Cooper pg. 1 as Acting Town Clerk for the Corporation of the Town of Aurora 5166-09 BEING A BY-LAW to Neil Garbe and Shannon pg. 3 Boychuk as Acting Deputy Clerks for the Corporation of the Town of Aurora 5167-09 BEING A BY-LAW to confirm actions by 09-23 on pg. 5 Council Resulting from Special Council Meeting September 8, 2009 Special Council Meeting Agenda Tuesday, September 8, 2009 Page 2 of 2 IV CLOSED SESSION RECOMMENDED: THAT Council resolve into a Closed Session to consider: personal matters about an identifiable individual, including municipal or local board employees V ADJOURNMENT SPECIAL (COUNCIL AGENDA 8, THE CORPORATION OF THE TOWN OF AURORA By-law Number 5165-09 BEING A BY-LAW to appoint Christopher Cooper as Acting Town Clerk for The Corporation of the Town of Aurora. WHEREAS section 228(1) of the Municipal Act , 2001, S.O. 2001,c.25, as amended, requires and authorizes the Council of The Corporation of the Town of Aurora, by by-law, to appoint a Clerk whose duty it is to carry out the functions set forth in that section; AND WHEREAS it is the duty of the Clerk to carry out other statutory functions; AND WHEREAS the Council of The Corporation of the Town of Aurora deems It necessary and expedient to appoint an Acting Clerk in the absence of a Clerk; NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE TOWN OF AURORA ENACTS AS FOLLOWS: 1. THAT Christopher Cooper be and is hereby appointed Acting Town Clerk of The Corporation of the Town of Aurora, effective September 8, 2009. 2. The duties and responsibilities of the Acting Town Clerk shall be as set forth in Schedule "A" hereto attached. 3. THAT By-law 5089.08H be repealed. READ A FIRST AND SECOND TIME THIS 8" DAY OF SEPTEMBER, 2009. READ A THIRD TIME AND FINALLY PASSED THIS 8" DAY OF SEPTEMBER, 2009. PHYLLIS M. MORRIS, MAYOR CHRISTOPHER C. COOPER ACTING TOWN CLERK .rnpprwofas to yarn By Lega(SeNicu t,. — i Sfp+mdm: A, mt$o t 'Ante:_ .I. SPECIAL COUNCIL AGENDA 8, By-law 5165.09 Page 2 SCHEDULE"A" SUBJECT to the provisions of the Municipal Act, 2001, S.O. 2001,c.25, as amended, and any other statutes, the duties and responsibilities of the Acting Town Clerk shall be: 1. Ensures that the business of Council is conducted in accordance with provincial legislation and the approved procedures of Council. 2. Keeps and preserves all records of the municipality in accordance with statutory and Council requirements. 3. Organizes, manages and administers the Clerk's Office and its staff with respectto its statutory and other assigned functions and in accordance with the approved policies and procedures of Council. 4. Develops and maintains a public information function and a public participation function in accordance with statutory and Council requirements. 5. Provides a centrally coordinated secretariat for Council, its Committees and members. 6. Provides for an efficient operation for municipal elections and is the Election Returning Officer, 7. Receives, records, distributes and controls the disposition of municipal correspondence in conjunction with the Chief Administrative Officer and Department Heads. 8. Codifies and maintains the policies and procedures of Council and its Committees and Departments under the direction of the Chief Administrative Officer and with the assistance of Department Heads. 9. Carries out such other duties and responsibilities assigned by Council orthe Chief Administrative Officer or exercises any other power from time to time lawfully granted by Council. 10. Exercises the powers and duties as hereby delegated by the head of the municipality to process requests for information and respond to inquiries underthe Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c.M.56, as amended. -2- SPECIAL COUNCIL AGENDA 8, THE CORPORATION OF THE TOWN OF AURORA By-law Number 5166-09 BFIN.G A BY-LAW to appoint Neil Garbe and Shannon Boychuk as Acting Deputy Clerks for The Corporation of the Town of Aurora. WHEREAS section 228(2) of the Municipal Act, 2001, S.O. 2001, c. 25. as amended, authorizes the Council of The Corporation of the Town of Aurora, by by- law, to appoint a Deputy Clerk whose duty it is to carry out the functions set forth in that section; AND WHEREAS the Council of The Corporation of the Town of Aurora deems it necessary and expedient to appoint two (2) Acting Deputy Clerks for the Town of Aurora In the 8bsehoe of a Deputy Clerk; NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE TOWN OF AURORA ENACTS AS FOLLOWS: 1. THAT each of the following persons be and are hereby appointed Acting Deputy Clerk for the Town of Aurora: Neil Garbe, Chief Administrative Officer Shannon Boychuk, Manager of Administration 2. THAT the duties and responsibilities of the Acting Deputy Clerk shall be as set out in Schedule "A" attached hereto. READ A FIRST AND SECOND TIME THIS 8t4 DAY OF SEPTEMBER, 2009. READ A THIRD TIME AND FINALLY PASSED THIS 8`h DAY OF SEPTEMBER, 2009. PHYLLIS M. MORRIS, MAYOR CHRISTOPHER C. COOPER ACTING TOWN CLERK Apprwred as to Tome 73y Geg¢lSew4-,e S�nnnere^4 __a-7, 0 4ir -3- SPECIAL )UNCIP AGENDA 8y21000 By-law 5166.09 Page 2 SCHEDULE "A'" SUBJECT to the provisions of the Municipal Act, 2001, S.O.2001, 0. 25, as amended, and any other statutes, the duties and responsibilities of the Acting Deputy Clerk shall be: 1. To assist the Clerk and carry out all of the Clerk's statutory powers and duties in the 0I6rk'3•abse'nce or upon the direction of the Clerk including: lro;kt as a'Cominission'er of Oaths; b `'7o`act6s a'Depbty Division Registrar; To act as a Deputy Issuer of Marriage Licences; • To act as a Deputy Lottery Licensing Officer; and • To process requests for information and respond to inquiries under the Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c,M.56, as amended. 2. To be the Assistant Returning Officer for the purposes of municipal elections; 3. To execute, under seal, Corporate documents in the absence of the Clerk; 4. To be a member of the Community Control Group as prescribed in the Town of Aurora Municipal Emergency Management Program; and 5. To perform the duties as prescribed in the job description for the Deputy Clerk position, as that job description may be amended from time to time. -4- SPECIAL (COUNCIL AGENDA 8, THE CORPORATION OF THE TOWN OF AURORA By-law Number 5167-09 BEING A BY-LAW to confirm actions by Council, resulting from Special Council Meeting 09-23 on September 8, 2009 NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE TOWN OF AURORA HEREBY ENACTS AS FOLLOWS: THAT the actions by Council at Its meeting held on September 8, 2009 in respect to each motion, resolution and other action passed and taken by the Council at the said meeting is, exceptwhere prior approval of the Ontario Municipal Board is required, hereby adopted ratified and confirmed. 2. THAT the Mayor and the proper officers of the Town are hereby authorized and directed to do all things necessary to give effect to the said action or to obtain approvals where required and to execute all documents as may be necessary in that behalf and the Clerk is hereby authorized and directed to affix the corporate seal to all such documents. READ A FIRST AND SECOND TIME THIS 8f6 DAY OF SEPTEMBER, 2009. READ A THIRD TIME AND FINALLY PASSED THIS 8tb DAYOF SEPTEMBER, 2009. PHYLLIS M. MORRIS, MAYOR CHRISTOPHER C. COOPER ACTING TOWN CLERK .5.