Policy - AMPS Financial Management - 20230410
100 John West
Way
Aurora, Ontario
L4G 6J1
(905) 727-3123
aurora.ca
Town of Aurora
Administrative Monetary Penalties System -
Financial Management and Reporting
Bylaw Services
Contact: Manager of Bylaw Services, Corporate Services
Approval Authority: CAO
Effective : April 10, 2023
Revised: April 10, 2023
______________________________________________________________________________________
Purpose
Ontario Regulation 333/07 requires a municipality establishing an Administrative
Monetary Penalty System (AMPS) to have a policy to address financial management
and reporting of AMPS.
The purpose of this Policy is to provide a Policy regarding financial management and
the reporting and tracking of administrative penalties and fees. This Policy affirms that
the Town of Aurora’s AMPS shall follow the existing corporate policies and procedures
related to financial management and reporting.
Scope
This Policy applies to all financial management and reporting responsibilities and
accountabilities regarding AMPS. All persons responsible for administering the AMPS
program, as well as Screening Officers and Hearing Officers, shall comply with this
Policy.
The Town of Aurora has established several financial management policies and
procedures which, along with proactive financial planning processes, provide a
framework for the Town’s overall fiscal planning and management. The Town continues
to display financial accountability through regular, thorough, and transparent financial
performance reporting , analysis and auditing. This will be reflected in routine reporting
on AMPS financial results, as well as efficiency and effectiveness measures of the
AMPS programs and services.
Definitions
Administrative Fee
Any fee specified in the Administrative Penalty By-law 6450-22;
Administrative Penalty
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An administrative penalty imposed for contravention of a Designated By-law, in
accordance with the Parking Administrative Penalty By-law 6450-22;
Administrative Penalty By-law
The by-law 6450-22 passed by the Town of Aurora to establish administrative penalties
for parking, as amended from time to time, or any successor thereof;
AMPS
Administrative Monetary Penalty System;
By-law Services
The By-law Services Division of Corporate Service for the Town of Aurora, or any
successor thereof;
Director
The Director of Corporate Services for the Town of Aurora, or anyone designated by the
Director to perform their duties relating to AMPS;
Hearing Officer
Any person who is appointed by the Town of Aurora from time to time pursuant to the
Screening and Hearing Officer By-law 6451-22, to perform the functions of a Hearing
Officer in accordance with the Screening and Hearing Officer By-law and the
Administrative Penalty By-law;
Municipal Freedom of Information and Protection of Privacy Act
The Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c. M.
56, as amended from time to time, or any successor thereof;
Penalty Notice
A penalty notice as described in Section 4.0 of the Administrative Penalty By-law 6450-
22;
Person
Includes an individual or a corporation;
Screening and Hearing Officer By-law
Any person appointed by the Town from time to time pursuant to the Screening and
Hearing Officer By-law 6451-22, to perform the functions of a screening officer in
accordance with the Screening and Hearing Officer By-law and the Administrative
Penalty By-law;
Screening Officer
Any person appointed by the Town from time to time pursuant to the Screening and
Hearing Officer by-law 6451-22, to performs the functions of a Screening Officer in
accordance with the Screening and Hearing Officer By-law and the Administrative
Penalty By-law;
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Town
The Corporation of the Town of Aurora.
Policy
General Financial Management and Reporting
Preparation of the Town’s budget revolves around priority setting that reflects the
Town’s Strategic Plan, Council priorities, service delivery objectives and standards and
historical financial performance, all balanced with the need for prudent financial
management. Priority setting and budgeting with respect to AMPS shall be the
responsibility of Bylaw Services.
Payment of a Penalty Notice
Any person issuing a Penalty Notice for an infraction of a designated By-law is not
permitted to accept payment for an Administrative Penalty.
Hearing Officers are prohibited from directly accepting any payment from any Person in
respect of a Penalty Notice.
Town of Aurora employees shall ensure compliance with corporate and/or
departmental cash/payment handling procedures for financial stewardship in
accordance with the Town of Aurora’s Payments and Receipting Policy.
Methods of Payment
Following the issuance of a Penalty Notice, the Person is permitted to make a voluntary
payment by using one of the following methods:
• Online (subject to a nominal processing fee)
• In person during regular business hours of Monday – Friday, 8:30 AM – 4:30 PM
at:
o Town Hall – 100 John West Way, Aurora, ON
o Joint Operation Centre – 229 Industrial Pkwy N, Aurora, ON
o Additional future locations as identified by the Town
• In person outside of regular business hours by cheque made payable to Town of
Aurora placed in the treasury drop box and will be received next business day,
receipt will not be provided for this method
• By mail using cheque for money order made payable to the Town of Aurora
o The penalty Notice number must be written on the front of the
cheque /money order and the cheque/money order shall be made payable
to the Town of Aurora
o Mailed to: Town of Aurora 100 John West Way, Aurora, ON L4G 6M7
Payment is not considered made until received by the Town of Aurora. Persons must
allow sufficient mailing time for payments and should not send cash by mail. Post-
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dated cheques or payment by installations (unless otherwise agreed by the Director) are
not accepted. A fee will be applied for any Non-Sufficient Funds, cancelled, or reversed
payment, in accordance with the Town’s Fees and Charges By-law Number 6293-20, as
amended.
Processing Payments
Payments will be processed as follows:
• Online
o The Person enters their Penalty Notice and related information into the
system and makes a payment with their credit card information. Once the
transaction is processed and approved, the Person may print a receipt of
payment as proof of payment for their records.
• In Person
o Apply the appropriate method of payment to the Penalty Notice. The
Person is provided with a receipt of payment for their records
• By Mail
o Apply the cheque or money order payment to the Penalty Notice. A receipt
is not provided when using this method of payment.
Upon receipt of a Penalty Notice payment, a Town of Aurora employee will apply the
payment to a specific Penalty Notice in the GTECHNA parking management system.
Unless otherwise agreed by the Director partial payments will not be accepted. The
Penalty Notice will reflect “paid” status.
A Person’s credit card information is not kept by the Town’s system, in accordance with
the Municipal Freedom of Information and Protection of Privacy Act.
Refund of Payment
If a Person has paid any Administrative Fee in respect of a Penalty Notice, and the
Administrative Fee or part thereof is later cancelled or reduced by a Screening Officer or
Hearing Officer, the Town shall refund the Administrative Fee or part thereof cancelled
or reduced to the Person. The processing of refund requests shall be initiated by the
Bylaw Services Division.
Administrative Fees
Various Administrative Fees may be payable by a Person with a Penalty Notice as set
out in the Administrative Penalty By-law. Where applicable, such fees shall be paid in
addition to the Administrative Penalty.
Responsibilities
By-law Services
Through the process of current and capital financial management and reporting for
AMPS, Bylaw Services shall:
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• review and monitor current year actual, budgeted and projected financial
performance and operating results;
• proactively compare program financial activity with past performance to identify
trends, issues and opportunities;
• determine priorities for maintaining and improving AMPS program services
levels;
• review and develop long-term plans for AMPS including a multi-year operating
and capital budget analysis and projections;
• identify and mitigate factors impacting the AMPS budget and financial
performance, such as inflation, fixed costs and legislative requirements that are
beyond the control of Town of Aurora decision-makers;
• comply with all corporate reporting standards and requirements as part of the
Town’s financial ma nagement and reporting processes;
• ensure all necessary financial signing authorities are updated and followed by all
staff involved in AMPS administration; and
• comply with all Town procurement policies and procedures regarding AMPS
Monitoring and Compliance
In accordance with the Town of Aurora policies, collective agreement and applicable
legislation and policies any employee found to be demonstrating actions / behaviours
that are not consistent with the terms of this policy will result in an investigation. Any
employee found to be disrespecting the terms of this policy other than under
exceptional circumstances, emergencies or operational requirement is subject to
possible discipline up to and including termination. CAO / Director / Managers /
supervisors and employees should work collaboratively to resolve issues related to this
policy. Employees can escalate issues to Human Resources where difficulties continue.
References
• Municipal Act, 2001, S.O. 2001, c. 25
• Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c.
M.56
• O. Reg. 333/07: Administrative Penalties
• 6450-22 Administrative Penalty Bylaw
• 6451-22 Screening and Hearing Officer Bylaw
• 6452-22 Amend 4574-04. T (AMPS)
• AMPS Policy - Appointment of Screening and Hearing Officers
• AMPS Policy - Conflict of Interest and Code of Conduct
• AMPS Policy - Financial Management Policy
• AMPS Policy - Preventing Political Interference
• AMPS Policy - Public Complaints
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• AMPS Policy - Undue Hardship
• Town of Aurora Employee Code of Conduct
• Council-Staff Relations Policy
• Payments and Receipting Policy
Review Timeline
This policy will be reviewed two years after the initial approval date.