Corporate Policies Audit City of Port Moody Corporate Policies Audit Tracey Takahashi, CMC Deputy Corporate Officer September 19, 2017 EDMS#415788

Background Regular review of policies is recommended to ensure: relevance; appropriateness; currency; and best practices. No review has been done for several years. This review began in 2014.

Policies Recommended for Rescindment 11 Corporate Policies are no longer necessary because the policy: is obsolete; was created for a particular situation that did not require a policy; content is covered by an existing City policy, bylaw, or procedure; is outdated and no longer relevant; or is superseded by another Council decision.

New Corporate Policies for Adoption Two policies were previously drafted, but never presented for approval: 01-0340-2017-01 – Minute-Taking Standards – intended to establish minute‑taking standards for recording minutes of meetings to provide consistency of content and format of minutes over time, to provide guidelines to assist new minute takers, and to eliminate ambiguity about what should and should not be included in meeting minutes; and 11-5600-2017-01 – Hydrant Use – intended to provide guidelines for the issuance of Hydrant Use Permits in a fair and expeditious manner to allow for the necessary conservation of potable water and protection of public health and the surrounding environment.

Updated Corporate Policies for Approval Policies included in Attachment 3 have been updated as follows: formatting – all policies transferred to current Corporate Policy template for consistency; legislation – sections of applicable legislation have been updated; grammar – all grammatical and spelling errors have been corrected; position titles – staff position titles have been updated to reflect current positions; committees – updated to reflect changes in the Council Committee System; ministries – references to provincial ministries updated to reflect current system; procedures – references to the City’s practices and procedures have been updated to ensure that they are current; policy numbers – incorrect section numbers have been corrected; and monitoring and authority – all policies have been updated to identify the responsible department, division, and/or staff position.

Next Steps Policies to undergo further comprehensive review: Policy # Title Target Review Date 07-2800-01 Staff Development Q4 – 2017 09-3800-01 Monitoring Construction – General Policy With new Building Bylaw late 2017-early 2018 09-3800-02 Health and Safety Aspects of Standard Buildings 11-5460-02 Neighbourhood Traffic Calming As 2017 Master Transportation Plan is implemented 12-5810-06 Volunteers in Parks Q3 – 2018 12-5820-01 Park and Trail Naming 12-6300-02 Street Trees Q2 – 2018 12-6300-03 Tree Management on City Property 13-6410-03 Naturescape Program 13-6630-03 Tree and Vegetation Retention 13-6630-04 Bird Nest Season: Tree and Brush Clearing 19-1475-01 Sale of Advertising Q1 – 2018

Recommendations THAT the following Corporate Policies be rescinded effective immediately as recommended in the report dated September 8, 2017 from Corporate Services Department – Legislative Services Division regarding Corporate Policies Audit: 01-0320-01 – Tag Day Requests – Door-to-Door Canvass; 05-1840-01 – Art Works Reserve Fund; 08-3010-01 – Release of Restrictive Covenants; 07-2540-01 – Employee Suggestion Award Program; 09-3760-03 – Review of Public Special Occasion Liquor Permit Applications; 09-4020-02 – Procedure for Obtaining Community Opinion for Neighbourhood Pub Applications; 09-4200-01 – Election Signage Restrictions for Safety; 11-5400-01 – Street Closure for Block Parties; 14-7010-01 – Zero Tolerance of Violence Against Women in Relationships; 15-7710-02 – Anmore and Belcarra Fees; and 15-7900-03 – Commercial Uses in Galleria; AND THAT the following Corporate Policies be adopted: 01-0340-2017-01 – Minute Taking Standards; and 11-5600-2017-01 – Hydrant Use; AND THAT the Corporate Policies included in Attachment 3 of the report dated September 8, 2017 from Corporate Services Department – Legislative Services Division regarding Corporate Policies Audit be approved as amended.