City Clerk's Office 2017 Annual Report

In 2017, staff development and engagement were among our areas of focus, along with sharpening our strategic focus and making sure our election planning accommodates sweeping changes to legislation and ward boundaries.

Supporting the foundation of local democracy

Readiness is critical to deal with unexpected changes

In the City Clerk's Office many of our services support the democratic foundations of the Toronto government. The election and the subsequent transition to a new term of Council requires effort throughout the four-year Council term.

While preparing for the election, we must also be ready to react to any Council vacancies by being ready to conduct by-elections or oversee an appointment process. In 2017 we conducted a by-election and managed the appointment processes for two other vacancies. After new Members were selected, we provided the support needed for them to take on their duties without disruption to ward and Council activities.

In addition, we adjusted our work plans to accommodate sweeping changes to the Municipal Elections Act, including changes in key election-related dates. We also had to be ready for the final report of the ward boundary review. The final confirmation of an almost completely redrawn map of 47 wards came near the end of the year. The ward boundary changes will have many ramifications for the actual election and for government operations including committee structure, office operations, staffing and more.

In addition to being our most important democratic responsibility, we see elections as a tremendous development opportunity for staff across the City. The election in 2018 will be the third since we launched our Election Leadership Program to train about 60 City staff in election management and other core leadership skills. The 10-month program continues into 2018.

This illustration shows some of the work that will need to be done by the City Clerk's Office as a result of the change from 44 wards to 47 wards. In the area of information technology, we must adapt IT systems that are based on wards and add mobile, desktop and phone equipment. The impact on staffing is the need for more support for increased staffing and accounting needs, and a higher volume of IT service calls. For the election, we'll need more supplies and equipment, more staff recruitment and training, and a realignment of polling stations. Finally, we will need to reconfigure the current Member of Council offices along with Council Chamber seats, and ensure added furniture, equipment and support.