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May 5, 1999
To: Corporate Services Committee
From:City Clerk
Subject:Administrative Modifications to Signing Authority in Clerk's Division
Purpose:
The purpose of this report is to update the delegation of signing authority previously granted by By-law No. 354-1998,
being a by-law "to provide authority for certain officials employed in the office of the Clerk to sign documents and affix the
corporate seal on behalf of the City of Toronto".
Funding Sources, Financial Implications and Impact Statement:
There are no financial implications arising out of the recommendations in this report.
Recommendations:
It is recommended that:
(1) the following officials named under Column I below be authorized to sign documents and affix the corporate seal on
behalf of the City of Toronto in respect of the matters described opposite each such official's position under ColumnII
below:
| Column I |
Column II |
| City Clerk |
All matters |
| Director, Secretariat, Printing and Distribution |
All matters |
| Director, Legislative Services |
All matters pertaining to Community Councils and
decisions of former Councils |
| Managers, Legislative Services |
All matters pertaining to Community Councils and
decisions of former Councils |
| Community Council Administrators |
All matters pertaining to Community Councils and
decisions of former Councils |
| Manager, Community Councils and Committees |
All matters |
| Manager, Council Secretariat Support |
All matters |
| Council Administrators |
All matters |
(2) By-law No. 354-1998 be repealed; and
(3) leave be granted for the introduction of the necessary Bill in Council to give effect thereto.
Background:
The City Clerk is assigned a variety of duties under statute, including the duty, under section73 of the Municipal Act to
record, without note or comment, all resolutions, decisions and other proceedings of Council; to preserve and file all
accounts acted upon by Council; and, to keep the originals of all by-laws of Council and of the proceedings of Council. In
addition section74 of the Municipal Act requires the Clerk to furnish certified copies of records under the Clerk's control.
The Clerk may also be required to certify documents under other statutes, and is a designated signing officer for City
contracts and other documents which must be executed under seal.
In a large municipal organization such as the City of Toronto, it is practical, indeed necessary, that a variety of individuals
under the supervision of the City Clerk be authorized to execute certain types of documents for the City on the Clerk's
behalf.
Comments/Discussion:
While many of the duties delegated to the City Clerk by statute are assigned by the Clerk to various subordinates within the
division without specific direction or authorization by the Council, in the circumstances where the duty to be assigned
involves the use of the corporate seal it is appropriate that the sanction and authority of Council be obtained.
Since the functions of the Clerk's Secretariat are carried out in each civic centre as well as at City Hall, the existing signing
authority by-law distributes the authority to include staff working out of those locations. That authority is continued and in
addition, since staff of the Division's Legislative Services unit are in close proximity to Secretariat staff in the civic centres,
it is recommended that signing authority be granted to management staff in those units to ensure that sufficient staff are
available to sign and seal documents when necessary.
In summary, the amendments proposed in this report update the provisions of the existing by-law on the basis of staffing
and organizational changes which have taken place since its enactment.
Contact Name:
Jeffrey Abrams
Director, Secretariat, Printing and Distribution
Clerk's Division
Tel. 392-8670
jabrams@toronto.ca
City Clerk
JAA/dcm
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