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HomeMy WebLinkAboutADM 270 - Ratepayer Association Policy Policy Policy Title: Ratepayer Association Policy Policy Number ADM 270 Reference Resolution #460/24 Use of Corporate Resources for Election Purposes – ADM 170- 001 Date Originated (m/d/y) April 22, 2024 Date Revised (m/d/y) Pages 13 Approval: Chief Administrative Officer Point of Contact City Clerk Policy Objective This policy defines the framework for the approval and registration of Ratepayer Associations in the City of Pickering. The Policy also provides the manner of administration to maintain a record of active Ratepayer Associations in the City of Pickering. Index 01 Definitions 02 Eligibility Criteria 03 Renewal Criteria 04 Procedures 05 Ineligible Groups 06 Responsibilities of Ratepayer Associations 07 Removal from the Registry 08 Benefits for Ratepayer Associations 09 Regulatory/References/Codes/Standards Appendix 1 Ratepayer Associations Application Form Appendix 2 Ratepayer Associations Renewal Form Policy Title: Registered Ratepayer Association Policy Page 2 of 13 Policy Number: ADM 270 01 Definitions 01.01 All Candidates Meeting – a public meeting held to provide an opportunity for all Candidates to explain their election platform and to answer questions from attendees. 01.02 Candidate – a person who has filed a nomination paper to run for office in a City of Pickering municipal election or who is running for office in a provincial or federal election, or a by-election of any of them. 01.03 City Clerk – means the City Clerk of the City of Pickering, or their designate. 01.04 Executive Officer – means the President, Vice President, Secretary, Treasurer, and/or other members as determined by the Ratepayer Association. 01.05 Member – means a person who is a resident and/or landowner, residing in the geographic area of a Ratepayer Association, who has submitted their name as part of the group’s membership. 01.06 Ratepayer Association – means an organization formed by a group of residents in a defined area, that have come together to address issues affecting its neighbourhood. 01.07 Registration Form – means the City of Pickering prescribed form that Ratepayer Associations must complete to be recognized as a Ratepayer Association in accordance with this Policy. 01.08 Registry – means the online list of Ratepayer Associations who meet the eligibility requirements and are included on the City’s website in accordance with this Policy. 02 Eligibility Criteria 02.01 To be eligible to register as a Ratepayer Association, groups must complete and submit a Ratepayer Association Application Form (Appendix 1) along with the following items to the City Clerk: 02.01.1 Membership list with a minimum of ten households that includes the name, address, and signature of one resident Member from each household; 02.01.2 A list of the Executive Officers including their names, positions, addresses, and signatures; 02.01.3 One general email address, with a lead contact person listed, to receive City communications for distribution to Members; Policy Title: Registered Ratepayer Association Policy Page 3 of 13 Policy Number: ADM 270 02.01.4 A formal statement of purpose or any supplemental documentation the group deems applicable; and, 02.01.5 A description and map of the boundaries of the area the Ratepayer Association represents. 03 Renewal Criteria 03.01 Ratepayer Associations are required to renew their status as a Ratepayer Association by March 31st, annually, including an updated membership list and a completed Ratepayers Association Renewal Form (Appendix 2) to be listed on the Registry for that year. 03.02 Notification of the renewal deadline will be sent via email to each Ratepayer Association at least 30 days in advance of the March 31st deadline. 04 Procedures 04.01 The City Clerk’s Office will be the key point of contact for Ratepayer Association registration. 04.02 As applications are received, an acknowledgement email will be sent to confirm receipt of the application and inform the group that it will be reviewed for consideration, after which time the group will be notified of the status of their request. 04.03 Once the registration has been reviewed, and the Ratepayer Association is deemed to have met all eligibility requirements, the Legislative Coordinator will notify the Ratepayer Association and update the City’s Ratepayer Association webpage with the Association’s name, President’s name, Association’s email address, geographic area that the Ratepayer Association represents, and a link to their website (if applicable). 05 Ineligible Groups 05.01 The City Clerk has discretion over the registration of Ratepayer Associations. Approval for inclusion in the Registry will not be provided for groups whose purpose, goals and/or objectives include any of the following: 05.01.1 To promote a for-profit professional association or business opportunity; 05.01.2 Conflict with applicable laws, including The Corporation of the City of Pickering’s (City) By-laws, Policies, and Procedures; Policy Title: Registered Ratepayer Association Policy Page 4 of 13 Policy Number: ADM 270 05.01.3 Organizations or programs that fall under the sole responsibility of other levels of government (i.e., health care, day care, education institutions, social support); and, 05.01.4 To further the aims of a political party, promote a political doctrine or persuade the public to adopt a particular view on a social question or issue. 06 Responsibilities of Ratepayer Associations 06.01 Registered Ratepayer Associations are responsible for the following; 06.01.1 Complying with the outlined Eligibility Criteria; 06.01.2 Obtaining the consent of their Members before providing their personal information to the City and providing notice of collection and use of personal information by the Ratepayer Association and the City; 06.01.3 Renewing their Ratepayer Association status annually; 06.01.4 Providing notice to the City Clerk of any changes in the Association’s Executive Officer membership, including changes to their contact information within 30 days; 06.01.5 Providing notice to the City Clerk of any changes to the formal statement of purpose of the Ratepayer Association, or any other information, within 30 days of the change; and, 06.01.6 The Ratepayer Association must adhere to all applicable laws, City By-laws, Policies, and Procedures. 07 Removal from the Registry 07.01 Groups may be removed from the Registry by the City Clerk, and future requests for inclusion may be denied if the Group: 07.01.1 Provides fraudulent or misleading information to the City; 07.01.2 Acts in contravention of this Policy or any other City By-law, Policy or Procedure, or violates any provincial or federal legislation; 07.01.3 Does not renew their status on an annual basis; and, 07.01.4 No longer meets the eligibility criteria or the responsibilities outlined in this Policy. Policy Title: Registered Ratepayer Association Policy Page 5 of 13 Policy Number: ADM 270 07.02 If a Ratepayer Association is to be removed from the Registry, the City Clerk’s Office will provide 30 days notice, through email, to the Ratepayer Association, including the reasons for removal and the effective date for termination of the Ratepayer Association’s status and benefits. 07.03 Ratepayer Associations may request removal from the Registry at any time. Requests must be made in writing and signed by all Executive Officers of the Ratepayer Association and submitted to clerks@pickering.ca. 08 Benefits for Ratepayer Associations 08.01 Complementary printing up to 2,500 black and white copies per year. Printing requests for colour copies, binding, booklets, etc., will not be accepted. All print requests must allow two full business days for completion and are subject to the completion of print requests pertaining to City business. Any print requests that include material, messaging, illustrations, photos, etc., that are in violation of the City’s values and/or Policies and Procedures, will be denied and such determination shall be at the discretion of the City Clerk. 08.02 Registered Ratepayer Associations will have the option to receive email notifications of upcoming Council and Committee Meetings. Clerks staff will subscribe the Association to each Council and Committee notification list as selected by the Ratepayer Association, and indicated on the Ratepayer Association Application Form, submitted at the time of registration. 08.03 Registered Ratepayer Associations will receive notification of certain matters pertaining to public engagement or statutory notices, initiated by the City, that may impact their geographic boundaries. 08.04 The Ratepayer Association’s information (Ratepayer Association Name, Name of the President, general email address, and link to the Ratepayer Association’s website) will be posted to the City’s Ratepayer Association webpage, along with the Association’s defined boundaries, so that residents are aware of and may become involved in a Ratepayer Association that is located in their community or neighbourhood. 08.05 Access to one free City facility meeting space to hold an All Candidates Meeting in an election year, subject to availability and the City’s scheduled programs and services. Certain restrictions may apply and will be determined by the City Clerk and Director, Community Services. 08.06 Recognition as a Registered Ratepayer Association for the purpose of delegating at a Committee or Council Meeting. 09 Regulatory/References/Codes/Standards Policy Title: Registered Ratepayer Association Policy Page 6 of 13 Policy Number: ADM 270 09.01 The City’s relationship with Ratepayer Associations under this Policy is one of support only. The City will not be held liable for the decisions and/or actions of any Ratepayer Association, its Members and/or its participants, or for ensuring that the forgoing is in compliance with applicable laws. The City’s relationship with Ratepayer Associations is not a partnership and is not an endorsement of the group’s beliefs or views. The City will not act as a review body for any such group, and will not review Ratepayer Associations specific by-laws, operating guidelines, and policies for the purpose of providing advice or consultation. The City’s role is to ensure that Ratepayer Associations meet the eligibility requirements, continue to meet their responsibilities in accordance with this policy, and to administer the applicable benefits as outlined in this Policy. 09.02 The City does not provide any advice on Ontario Land Tribunal (OLT) appeals or anything related to incorporation. Non-Profit Ratepayer Associations may or may not qualify for any appeal fee reductions and such determination shall be made by the OLT. 09.03 During an election year, should any Ratepayer Association promote or advertise any Candidate on their linked website, they are required to notify the Clerk’s Office and the link to the website will be removed for the duration of the election period. 09.04 A Registered Ratepayer Association may not use their annual printing allotment privileges for the purpose of promoting or advertising any Candidate in an election with the exception of hosting an All Candidates Meeting. 10 General 10.01 Despite Sections 06.01.1 and 07.01.4 of this Policy, any existing Ratepayer Associations that have confirmed their registration with the City prior to the implementation of this Policy, shall be included on the City’s Ratepayer’s Association Registry even if they do not meet all of the eligibility requirements of this Policy. All other parts of Sections 06 and 07 shall apply to all Associations. 10.02 Existing Ratepayer Associations will be required to renew their registration annually and should the Association cease to exist, or they do not renew their registration, they shall be removed from the Registry and will be required to apply as a new Ratepayer Association and shall be required to meet the provisions of this Policy. Please refer to all associated Procedures and Standard Operating Procedures, if applicable, for detailed processes regarding this Policy. Policy Title: Registered Ratepayer Association Policy Page 7 of 13 Policy Number: ADM 270 Appendices Appendix 1 New Ratepayer Association Application Form Appendix 2 Ratepayer Association Renewal Form Policy Title: Registered Ratepayer Association Policy Page 8 of 13 Policy Number: ADM 270 Appendix 1 New Ratepayer Association Application Form _____________________________________________________________________ Name of Ratepayer Association (Will be listed on the City’s website): Statement of Purpose (Will be listed on the City’s website): Ratepayer Association General Contact Number (Will be listed on the City’s website): Name of President (Will be listed on the City’s website): General Email Address (Will be listed on the City’s website): General Mailing Address: Association Website (Will be listed on the City’s website): Policy Title: Registered Ratepayer Association Policy Page 9 of 13 Policy Number: ADM 270 List of Executive Officers: Name Position Address Signature Geographical Boundaries (Include written boundaries and a map) (Will be listed on the City’s website): ➢ We would like to receive email notifications of upcoming meetings of the following Council and/or Committees, (please check all that apply): o Council o Executive Committee o Planning & Development Committee o Advisory Committees Ratepayer Association Membership List Form _____________________________________________________________________ Household Address Member Name Signature Policy Title: Registered Ratepayer Association Policy Page 10 of 13 Policy Number: ADM 270 Household Address Member Name Signature *Personal information contained on this Form is collected pursuant to the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA),and will be used for the purpose of confirming the eligibility of a Ratepayer Association, providing the City of Pickering with a membership list of the Ratepayer Association, as well as providing the City of Pickering with information to be posted on the City’s Ratepayer Association webpage. By completing this Form, you consent to the information, as indicated on this Form, being posted to the City’s website. Questions about this collection should be directed to the City Clerk, One The Esplanade, Pickering, ON, L1V 6K7, 905.420.4611. Policy Title: Registered Ratepayer Association Policy Page 11 of 13 Policy Number: ADM 270 Appendix 2 Ratepayer Association Renewal Form _____________________________________________________________________ Name of Ratepayer Association (Will be listed on the City’s website): Ratepayer Association General Contact Number (Will be listed on the City’s website): Name of President (Will be listed on the City’s website): General Email Address (Will be listed on the City’s website): General Mailing Address: Association Website (Will be listed on the City’s website): List of Executive Officers: Name Position Address Signature Policy Title: Registered Ratepayer Association Policy Page 12 of 13 Policy Number: ADM 270 Ratepayer Association Membership List Form __________________________________________________________________________ Household Address Member Name Signature * Personal information contained on this Form is collected pursuant to the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA),and will be used for the purpose of confirming the eligibility of a Ratepayer Association, providing the City of Pickering with a membership list of the Ratepayer Association, as well as providing the City of Pickering with information to be posted on the City’s Ratepayer Association webpage. By completing this Form, you consent to the information, as indicated on this Form, being posted to the City’s website. Questions about this collection should be directed to the City Clerk, One The Esplanade, Pickering, ON, L1V 6K7, 905.420.4611. By submitting this information, you confirm the following: ▪ the association’s Statement of Purpose remains unchanged; ▪ the association's geographical boundaries remain unchanged; Policy Title: Registered Ratepayer Association Policy Page 13 of 13 Policy Number: ADM 270 ▪ the association meets all requirements as set out in the City of Pickering’s Ratepayers Association Policy; and, ▪ the association’s president consents to their name and email address being posted on the City’s website. If any of these have changed, please submit a New Ratepayers Application Form with updated information.