The City Clerk’s Office provides the foundation for municipal government in Toronto, realized through the delivery of Elect Government, Make Government Work and Open Government services.

Budget Notes

The mission of the City Clerk’s Office is to build public trust and confidence in local government.

View the City Clerk’s Office Program Map in greater detail.

 

The City Clerk’s Office provides the foundation for municipal government in Toronto, realized through the delivery of Electing Government, Making Government Work and Opening Government.

2018 Budget Summary

The City Clerk’s Office 2018 Operating Budget is $62.079 million gross and $32.846 million net.

Through operational efficiencies and service reviews, the Program was able to fully offset $1.181 million in operating budget pressures arising mainly from salary and benefit increases for COLA, progression pay and step increases, and operating impacts for the sustainment of completed capital projects.

Fast Facts

  • The City Clerk’s Office delivers more than 70 types of services from over 30 locations across the City from 12 buildings, Civic Centres, City Hall and Metro Hall.
  • Most services are prescribed in more than 60 distinct pieces of legislation including the City of Toronto Act 2006, Vital Statistics Act, Assessment Act and Planning Act. The Clerk has broad and independent authority under the Municipal Elections Act to deliver elections and by-elections.
  • As a shared service, City Clerk’s Office staff also support the Mayor’s Office, 44 Councillors’ Offices and the Offices of the City’s four Accountability Officers – Office of the Auditor General, Office of the Integrity Commissioner, Office of the Lobbyist Registrar, and Ombudsman Toronto.

Trends

  • Public participation in the legislative process has grown from 1,775 public deputations and 7.6 million web page views in 2008 to 2,130 and 31.4 million respectively in 2016.
  • Public interest in government information continues to grow from 2,104 Freedom of Information (FOI) requests received in 2009 to 3,106 in 2016.

Key Service Deliverables for 2018

The City Clerk is an Officer of the City, reporting to Council for legislated responsibilities and to the City Manager for administrative purposes.

The 2018 Operating Budget will enable the City Clerk’s Office to continue to:

  • Deliver the 2018 municipal election.
  • Manage post-election processes as required in legislation.
  • Review election systems and processes to modernize election delivery.
  • Support City Council and the Accountability Officers.
  • Provide strategic protocol and official services.
  • Deliver open and accessible democratic processes to meet or exceed statutory requirements and established performance standards.
  • Deliver provincially delegated services to meet/exceed standards.
  • Provide direct public service on claims and official mail receipt.
  • Maintain core service levels and meet/exceed established customer service standards.
  • Ensure Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) compliance and public access to information.

Our Key Issues & Priority Actions

  • Modernizing Elections and changing legislative framework
    • Adapting our current election planning and future election model based on the impacts resulting from the introduction of Municipal Elections Modernization Act, 2016 (Bill 181) and Modernizing Ontario’s Municipal Legislation Act, 2017 (Bill 68).
    • Changing election administration due to impacts of a shortened election calendar, regulation of third party advertising, changes to campaign financing, and new compliance and enforcement requirements.
    • Ensuring readiness to implement ward boundary changes for the 2018 election as required.
  • Public expectation, demographic shifts and technological changes
    • Seeking ways to deliver democratic and government services in times of fundamental societal change and meet expectations of public with growing and new demands for services, evolving demographics and changing technologies.

2018 Operating Budget Highlights

  • The 2018 Operating Budget for the City Clerk’s Office is $62.079 million gross and $32.846 million representing a 1.2% increase from the 2017 Approved Operating Budget. The Program could not met the 0% budget target mainly due to new and enhanced services, however savings were identified through the following measures to help mitigate other base pressures:
    • Base expenditure reductions ($0.034 million).
    • Efficiency savings ($1.147 million and the deletion of 11.0 positions).
  • Staff complement will increase by 14.3 net positions from 2017 to 2018, mainly to deliver 2018 Municipal Election requirements.

The City Clerk’s Office provides the foundation for municipal government in Toronto, realized through the delivery of their services of electing government, making government work and opening government.

The City Clerk’s Office is responsible for assets valued at $77.881 million providing the tools, systems and resources required to support their mission, strategic priorities and the delivery of core services.

The 2018-2027 Capital Plan provides funding of $36.692 million to enable democratic elections, support Elected and Accountability Officials and reflect the City’s open government priorities to provide better access to City information and participation in decision-making processes.

Where does the money go?

The 2018 – 2027 Capital Budget and Plan totalling $36.692 million provides funding for:

  • Legislated projects of $30.297 million, such as the Toronto Election Management Information System ($13.333 million), City Clerk’s Office Business Systems ($2.952 million) and Council Business Systems ($2.540 million).
  • State of Good Repair (SOGR) projects of $5.795 million including the Archives Strategic Plan Implementation SOGR project ($1.965 million) and the Infrastructure to Support Council Meeting Proceedings ($1.765 million).
  • Health & Safety projects of $0.600 million to fund the City Clerk’s Office Health & Safety Remediation SOGR project ($0.400 million).

Where does the money come from?

The 10-Year Capital Plan requires:

  • Debt funding of $22.694 million or 61.8% of the City Clerk’s Office 10-year capital funding.
  • Reserves/Reserve Funds of $13.998 million or 38.2% of the 10-year capital funding.
    • The Election Reserve Fund will be utilized to address election-related needs, and the Equipment Reserve Fund will be utilized for the replacement of records / archives equipment.

State of Good Repair Backlog

The 10-Year Capital Plan includes cash flow funding of $5.795 million for State of Good Repair.  City Clerk’s Office has no backlog of SOGR work as the Capital Plan funds the work on a scheduled basis.

Key Issues & Priority Actions

  • Changes to the Municipal Elections Act have significant and far-reaching changes for candidates, voters, municipal councils and election administrators. It will significantly impact future election-related capital projects
    • Need to adapt our current election planning and future election model to respond to and implement the significant changes to the Municipal Elections Act resulting from Bill 181, Municipal Elections Modernization Act and Bill 68, Modernizing Ontario’s Municipal Legislation Act, 2016.
    • The 2018-2027 Capital Plan is based on current information and will need to be reviewed against legislative changes, Council directions, outcome of appeal before the Ontario Municipal Board regarding ward boundary changes and alternative voting strategies.

2018 Capital Budget Highlights

The 2018 Capital Budget for City Clerk’s Office of $5.512 million, excluding carry forward funding, will:

  • Continue the Toronto Election Management Information System project ($1.772 million), a multi-module system that supports all aspects of the municipal election.
  • Continue with the Information Management Infrastructure project ($1.375 million).
  • Continue the Council Transition Requirements project ($1.110 million), to provide for the physical requirements to retrofit Councillors’ offices and related spaces including 2nd Floor at Toronto City Hall, to meet Councillor needs for each Council term. It also includes a budgetary provision for reconfiguration required to accommodate an increase in the number of wards from 44 to 47 resulting from Council decision to approve the change to the ward boundary for Council term of office starting in 2018.