AGENDA COMMITTEE OF THE WHOLE Tuesday, April 6, 2010 9:00AM in Council Chambers
A. CALL TO ORDER
B. INTRODUCTION OF LATE ITEMS
C. DELEGATIONS 1. Gerry Wells, Ministry of Transportation to address transportation issues in town. Report from Chief Administrative Officer
D. BUSINESS 1. Director's 2009 Year-End & Quarterly Reports Report from Director of Operational Services 2. Olympic Torch Banners and Signage Report from Director of Recreation & Leisure Services 3. BC Transit 2010/11 Operating Agreement Report from Director of Corporate Services 4. Disposition of Property - Bikes Report from Director of Corporate Services 5. Confidential Records Policy 2.4.6 Report from Deputy Corporate Officer
E. ADJOURNMENT Gerry Wells, Ministry of Transportation to address transportation issues in town. Director's 2009 Year-End & Quarterly Reports Director's 2009 Year-End & Quarterly Reports Director's 2009 Year-End & Quarterly Reports Director's 2009 Year-End & Quarterly Reports Director's 2009 Year-End & Quarterly Reports Director's 2009 Year-End & Quarterly Reports Olympic Torch Banners and Signage BC Transit 2010/11 Operating Agreement BC Transit 2010/11 Operating Agreement BC Transit 2010/11 Operating Agreement BC Transit 2010/11 Operating Agreement BC Transit 2010/11 Operating Agreement BC Transit 2010/11 Operating Agreement BC Transit 2010/11 Operating Agreement BC Transit 2010/11 Operating Agreement BC Transit 2010/11 Operating Agreement BC Transit 2010/11 Operating Agreement BC Transit 2010/11 Operating Agreement BC Transit 2010/11 Operating Agreement Osoyoos A.O.A. 2 2010/11
SCHEDULE “E” – Tariff-Fares
1) Mode of Payment: Fare - an entitlement to ride upon the services of the Transit Service
2) Fares
One-way trip cash fares are as follows:
All Passengers: Within Osoyoos or Penticton $1.50 Osoyoos to Oliver $2.50 Osoyoos to OK Falls/Kaleden $3.75 Osoyoos to Penticton $5.00 Osoyoos to Summerland $7.50 Osoyoos to Kelowna $10.00
Oliver to Penticton $5.00 Oliver to Summerland $7.50 Oliver to OK Falls/Kaleden $3.75 Oliver to Kelowna $10.00
Kaleden/OK Falls to Penticton $2.50 Kaleden/OK Falls to Summerland $5.00 Kaleden/OK Falls to Kelowna $7.50
Penticton to Summerland $3.75 Penticton to Kelowna $6.25
Summerland to Kelowna $6.25
Monthly Bus Pass (valid between Osoyoos and Penticton only) $107.00
BC Bus Pass valid for the current calendar year and available through the Ministry of Housing and Social Development.
BC Transit Employee Bus Pass
Page 10 BC Transit 2010/11 Operating Agreement Disposition of Property - Bikes Disposition of Property - Bikes Confidential Records Policy 2.4.6 TOWN OF OSOYOOS POLICY MANUAL
SECTION Corporate Services 2
SUBSECTION General 2.4
TITLE CONFIDENTIAL RECORDS 2.4.6
POLICY
This policy establishes the framework for consistent management of the receipt, creation, routing and filing of all confidential records.
SCOPE
This policy applies to all staff and members of council, regardless of the media form, made or received in connection with Town business.
PURPOSE
To identify confidential records which contain information that for one or more reasons should only be disclosed to or accessed by specific people or groups.
Confidential records include but are not limited to: information which is subject to solicitor/client privilege; information which was supplied in confidence, either explicitly or implicitly; information relating to individual staff members; in-camera minutes and agendas; information which if disclosed would be harmful to intergovernmental relations or negotiations, law enforcement and individual or public safety; information relating to a third party including (but not limited to) trade secrets, scientific, technical, commercial, financial or labour relations, where disclosure could result in some harm to a third party.
Examples of records include emails, letters, minutes, maps, drawings, photographs, reports, memos, stored data which can be produced in a report. Anything on which information is recorded either electronically or on paper.
Page 1 of 6 Confidential Records Policy 2.4.6 The recipients of confidential data have an obligation not to reveal the contents to any individual unless that person has authorized permission from the appropriate authority to access the data, and the person revealing such confidential data has specific authority to do so.
This policy incorporates but does not go beyond the existing requirements for confidentiality under the “Freedom of Information and Protection of Privacy Act”.
PROCEDURE
All records containing confidential information created or received must be protected against unauthorized access, collection, use, disclosure, retention or disposal through the use of reasonable security measures and effective records management.
It is the responsibility of the individual who received the confidential document to ensure that any staff/council member following up on their behalf is aware of the confidential nature of the document.
1. Circulation:
(a) Received in Person, by Mail or Courier: All confidential documents delivered in person, by mail or courier shall be forwarded to the addressee unopened.
Items requiring action shall be: stamped or marked “Confidential” a note to be placed in the department file referring to the existence of confidential records original record to be forwarded to a records management administrator as per the priority list under section 1(d), to do the following: o electronically file in Docushare with security access restricted as per section (3). o an Action Tracker to be created with security access restricted as per section (3). . include “CONFIDENTIAL” in the description / subject line . a notification will be sent to the addressee and copied to the Department Director and CAO o original record filed in the vault at Town Hall all responses/correspondence drafted shall be saved in the “R” Directory under the appropriate Civic Folio File with security access restricted as per section (3). o if the record is not related to a specific property, then shall be saved under R:\Correspondence & Reports\Confidential\ then under the appropriated department folder with the access restricted as per section (3).
Page 2 of 6 Confidential Records Policy 2.4.6
No action required:
a note to be placed in the department file referring to the existence of confidential records original record stamped or marked “Confidential” and forwarded to a records management administrator as per the priority list under section 1(d) to be filed in the vault and electronically in Docushare as per section (3).
(b) Received by Email: Emails requiring action shall be:
email forwarded to a records management administrator as per the priority list under section 1(d) to do the following: o electronically file in Docushare with security restricted as per section (3) o an Action Tracker to be created with security restricted as per section (3) . . include “CONFIDENTIAL” in the description / subject line . a notification will be sent to the addressee and copied to the Department Director and CAO o email to be printed and filed in the vault and saved in Docushare as per section (3) all responses/correspondence drafted shall be saved in the “R” Directory under the appropriate Civic Folio File with security access restricted as per section (3). o if the record is not related to a specific property, then shall be saved under R:\Correspondence & Reports\Confidential\ then under the appropriated department folder with the access restricted as per section (3).
No action required:
email forwarded to a records management administrator as per the priority list under section 1(d) to print and file in the vault and electronically in Docushare with security set as per section (3).
(c) In-Camera Minutes / Agendas: All original signed in-camera minutes shall be filed in the vault at Town Hall with electronic copies filed under FilePro and Docushare with security set as per section (3).
All electronic in-camera agendas shall be filed under FilePro and distributed to Council, CAO and Directors with security set as per section (3).
Page 3 of 6 Confidential Records Policy 2.4.6 (d) Records Management Administrators Priority List: All confidential records shall be forwarded to the records management administrators for creation of Action Trackers and confidential filing. Correspondence should be forwarded to the Director of Corporate Services, or in their absence then to the next available person in the priority listed below.
Priority Records Management Administrator 1 Director of Corporate Services 2 Deputy Corporate Officer 3 Executive Assistant 4 Receptionist
2. Filing:
(a) Paper Filing: All confidential records shall be filed in chronological order in the “Confidential Filing” system located in the vault at Town Hall by a records management administrator and a digital copy filed electronically as per section 2(b).
A note shall be placed within the department file referencing a confidential document received on (date) and located within the “Confidential Filing” system in the vault.
(b) Electronic Filing: All records attached to an Action Tracker, shall be filed under the “R” Directory, subfolder as per sections 1(a) and (b), and/or Docushare with access restricted to the individual or group addressed on the record and the authorized individuals listed under section (3).
3. Authorized Individuals:
(a) Records addressed to individual staff members: Security access to the record shall include the individual addressed in the record, their Director, the CAO, the records management administrator(s) and any other individual(s) as assigned by the CAO.
(b) Records addressed to Directors: Security access to the record shall include the Director addressed in the record, the CAO, the Director of Corporate Services and any other
Page 4 of 6 Confidential Records Policy 2.4.6 individual(s) as assigned by the CAO.
(c) Records addressed to Mayor and/or Council: Security access to the record shall include the Mayor and/or Council, the CAO, the Director of Corporate Services and any other individual(s) as assigned by the CAO.
(d) Individual employee records: Security access to the record shall include the Corporate Services Director, the CAO and any other individual(s) as assigned by the CAO.
(e) In-Camera minutes / agendas: Security access for final signed original in-camera minutes and agendas shall be set to Read Only for Directors, Council, Confidential group and full access to records management administrators.
Security access to the electronic Word version of the in-camera minutes and agendas located under the R Directory shall be set to Read Only for Directors, Confidential group and full access to records management administrators.
4. Access / Authority:
Individuals may formally request access to confidential documents by first obtaining approval from the Department Director or the CAO. The request must include the date the document was received and purpose for the request.
Once approval is obtained, the request is forwarded to the Director of Corporate Services, or in their absence, the Deputy Corporate Officer, for retrieval.
A copy of the record is then provided to the individual who must return it to Director of Corporate Services, or in their absence, the Deputy Corporate Officer for disposal once concluded .
5. Breach of Confidentiality:
Individuals will be held accountable for breaches of confidentiality.
Breaches of confidentiality include intentional and unauthorized access to, use and/or disclosure of confidential information.
If it is established that a breach of confidentiality has occurred, those individuals deemed responsible may be subject to penalty or sanction up to and including termination of employment, withdrawal of privileges and/or legal action.
Page 5 of 6 Confidential Records Policy 2.4.6 It is the responsibility of all employees to report breaches of confidentiality without fear of reprisal to their Director or the CAO or the Deputy CAO in their absence.
6. Disposal:
Confidential records must be rendered irretrievable and illegible by shredding or other means once they have exceeded their retention period as determined by Document Retention Policy 2.4.4.
APPROVAL DATE MEETING
Page 6 of 6 Confidential Records Policy 2.4.6