City Clerk's Office Annual Report

Service Reports

Corporate Information Management Services

CIMS promotes open government across all divisions and provides leadership on managing the City's records from the time of their creation to their eventual destruction or archiving. This includes operation of the City of Toronto Archives, where members of the public can get access to past City records and participate in educational activities. The unit also receives and handles freedom of information requests for the City, and sets standards for the privacy of City information. Through the Information Production section, the unit provides design, off-set printing and high-speed copying services, courier and mail distribution.

Access and privacy	2015	2016	2017
Employees trained in access and privacy: In-class (online)	- (1,012)	434 (9,907)	617 (2,405)
Privacy complaints and breach investigations (Breaches reported by the public)	41 (17)	26 (8)	33 (12)
Number of FOI (freedom of information) requests	2,866	3,107	2,863
Pages reviewed	412,739	373,445	390,668
Compliance with 30-day response time	85.5%	62.2%	73%
Time extensions	2.51%	1.7%	2.9%
Appeals of FOI responses (% all requests)	54 (1.9%)	70 (2.4%)	59 (2.1%)
Public City forms reviewed for compliance with legislation	510	512	652
New open datasets published	32	28	33
Archival records	2015	2016	2017
Visits to Toronto Archives	7,916	8,072	8,195
Visits to Toronto Archives online resources	198,120	214,199	176,066
Municipal and Archives education programs	6,281	5,878	6,859
Twitter engagement	167,197	140,719	181,956
Flickr page views: Toronto History	1,705,833	1,169,655	861,906
Responses to requests for information (in person, by email and phone)	9,025	8,347	8,103
Archival reproductions provided	3,207	3,383	2,729
Cumulative digital content posted (images, documents, database catalogue entries)	675,527	734,881	777,456
Information production	2015	2016	2017
Off-set printing jobs	8,238	8,298	7,891
Photocopies (millions)	45.2	44.8	38.4
Design requests	2,149	2,627	1,375

Election Services

The elections team manages and conducts municipal elections, by-elections, and referendums on behalf of the City and school boards. The unit ensures readiness to administer an open, fair and accessible election whenever one is required. Follow-up activities for elections include managing the filing and disclosure of candidates' financial statements, and administering the rebate program for contributions to municipal election campaigns. This unit also issues lottery licences for charitable fundraising.

Lottery Licenses	2015	2016	2017
Licenses Issued	929	763	736

Secretariat

The Secretariat unit manages the decision-making processes of Council and its committees, including creating and publishing agendas and minutes and managing deputations and correspondence. The team also coordinates the appointments of citizens and Members of Council to committees, agencies and corporations, and the publishing of public notices. In addition, the unit maintains the Toronto Municipal Code and City bylaws. Other services include issuing marriage licences, coordinating polls for City divisions and providing access to assessment rolls.

Meetings	2015	2016	2017
Decision bodies supported	74	87	93
Registered speakers at committee meetings	2,532	2,472	2,602
Average Council meeting duration (hours)	20.8	15.7	16.5
Percentage of closed public meeting hours for Council	6.2	3.1	6.2
By-laws enacted	1,263	1,290	1,466
Number of meetings	422	428	469
Agenda items	6,472	6,518	6,974
Reports processed	10,146	10,150	9,048
Communications processed	8,553	5,661	10,648
Twitter followers	21,868	24,903	25,683
Email subscribers	21,532	24,667	28,565
Public appointments	2015	2016	2017
Public appointment applications	2959	1,456	1,877
Number of positions filled	227	60	129
Registry services	2015	2016	2017
Marriage licences issued	15,513	15,756	15,884
Wedding chamber bookings	1,504	1,477	1,666
Registered deaths	13,873	17,701	17,748
Polls conducted	249	226	202
Assessment rolls: certified copies	946	1,357	937
Liquor licence applications	352	366	373

Strategic Integration and Excellence

SIE supports the Mayor’s Office, 44 City Councillor offices, and the Offices of the Integrity Commissioner, Lobbyist Registrar and Ombudsman, as well as units within the City Clerk’s Office. Services include administrative, human resources, information technology and financial support. As part of its financial support to Members of Council, the unit manages the online public disclosure of Councillors' expenses. The unit also provides strategic planning support to the division, manages Council reception staff, receives and registers insurance claims against the City and official correspondence received by the City Clerk.

	2015	2016	2017
HR transactions	589	741	603
Accounting transactions	18,678	17,144	18,496
Council reception sign-ins	27,808	24,277	29,932
IT service calls	7,866	9,407	10,151
IT services: service level met	86%	89%	84%
Central mail registry – items logged	4,147	4,119	4,880
Insurance claims – items processed	3,519	3,154	3,752

Strategic Protocol and External Relations

SPER provides strategic direction and leadership in all aspects of protocol in the City of Toronto. This includes advancing the policy goals of the City, Mayor and Council by creating an environment for successful diplomacy and engagement with local, national and international dignitaries, while positioning Toronto as a world class city. The unit supports the Mayor's role as Chief Executive Officer and Head of Council. In addition, the unit provides internal photography and videography services and is responsible for official events such as Remembrance Day ceremonies.