The primary role of the County Clerk is to perform the statutory duties assigned to the position by provincial legislation (the Municipal Act and other related Acts and Regulations) and County Council including: recording and maintaining records of all resolutions, decisions, by-laws and other proceedings of Council and Committees, as well as overseeing a broad range of responsibilities related to the function of County Council. The County Clerk reports to the Chief Administrative Officer.
The County Clerk’s Department delivers the following services:
- Organizes meetings of County Council and its committees to facilitate government decision making. This activity includes establishing a schedule of meetings for Council and Committees, booking meeting rooms and issuing statutory notices.
- Prepares electronic agendas for all Council, committee, sub-committee and advisory committee meetings. This activity includes scheduling delegations and presentations, compiling correspondence and reports, editing staff reports as required and preparing by-laws.
- Provides easy public access to Council’s decision-making processes and information through publication of agendas and minutes and related information to the County of Simcoe web site.
- Records proceedings of all Council, committee, sub-committee and advisory committee meetings through the use of an electronic agenda management program. All proceedings of Committee and Council are retained permanently.
- Maintains County by-laws and by-law index. This activity includes assigning numbers to each by-law, entering signed by-laws into electronic records management system and assigning meta data to make it easier to retrieve, use, and manage the electronic by-law index. Original signed by-laws are retained permanently.
- Ensures that Council decisions are communicated as required, in a timely manner, and gives notice to affected parties as required by statute, ie. Planning Act Notices.
- Processes appeals received under the Planning Act. This activity is a co-ordinated effort between the Clerk’s Department and Planning Department which requires the compilation of several records and preparation of various declarations for submission to the Ontario Municipal Board.
- Co-ordinates appointments of citizens and members of Council to committees and special purpose bodies. This activity includes preparation of advertisements/public notices, coordination of interviews (where necessary), and follow up correspondence with applicants and agencies as appropriate.
- Records Management, including Corporate Access and Privacy
- Oversees accessibility for persons with disabilities in accordance with provincial legislation