MOTION NO 75/5
Moved by: Councillor K. Egli
Seconded by: Councillor B. Monette
That the Rules of Procedure be waived, due to
the possibility of a postal service interruption commencing on or about
September 26, 2018, to consider the following motion:
WHEREAS on September 5, 2018, City staff were advised by Canada
Post that a labour disruption affecting delivery of mail and registered mail
was possible as a 60-day conciliation period between Canada Post and the
Canadian Union of Postal Workers (CUPW) ended on September 4, 2018, and that
a 21-day “cooling off” period was in progress; and
WHEREAS a legal work disruption is possible as of September 26,
2018, if the parties do not reach an agreement by that time; and
WHEREAS a number of by-laws of the City of Ottawa require that
notices and other communications be provided by mail or registered mail on
behalf of the City to individuals or others, or from individuals or others to
the City; and
WHEREAS staff advise that it is necessary to amend these by-laws
to authorize alternative means of providing the required notices or other
communications during a potential postal mail service interruption; and
WHEREAS staff from the City Clerk and Solicitor Department have
worked with affected Departments of the City, including Public Works and
Environmental Services, Planning Infrastructure and Economic Development,
Corporate Services and Service Innovation and Performance, as well as the
Ottawa-Carleton Public Employees Union (Local 503) to establish alternative
processes for receipt and delivery of required notices and other
communications in order to ensure the City is ready to continue to meet the
needs of customers and residents during a postal service disruption, and
these alternative processes are built on past practices and lessons learned
during previous postal service disruptions; and
WHEREAS City Council has previously endorsed similar motions on
contingency plans regarding postal strikes, most recently on June 22, 2016;
THEREFORE BE IT RESOLVED THAT City Council approve the adoption
and enactment of the attached by-law to amend certain City by-laws requiring
the provision of notices or other communications by mail or registered mail
in the event of a postal service interruption and to authorize delivery by
alternative means, as provided in the by-law; and
BE IT FURTHER RESOLVED THAT the attached by-law comes into force
and takes effect upon the City Clerk and Solicitor issuing a declaration to
Council that he is advised of the commencement of a postal mail service
interruption, and said by-law remains in force until the City Clerk and
Solicitor issues a declaration to Council that he is advised that the postal
mail service interruption is finished.
BY-LAW
NO. 2018 – 306
A by-law of the City of Ottawa to amend
certain by-laws of the City requiring the provision of notices and other
communications by mail or registered mail and to temporarily authorize the
provision of notices and other communications by alternative means, in the
event of a postal service interruption.
WHEREAS there is a reasonable prospect
that a service interruption will occur in respect of the postal mail system
which may affect the delivery of mail and registered mail;
AND WHEREAS a number of by-laws of the
City of Ottawa require that notices and other communications be provided by
mail or registered mail on behalf of the City to individuals or others, or
from individuals or others to the City;
AND WHEREAS City Council deems it
necessary to authorize alternative means of providing the required notices or
other communications during a postal mail service interruption;
NOW THEREFORE the Council of the City of
Ottawa enacts as follows:
NOTICES FROM THE CITY BY REGISTERED MAIL
1. Any by-laws of the City of Ottawa requiring
the provision by registered mail of notices or other communications on behalf
of the City to individuals or others are amended to authorize the provision
of such notices or other communications by the following alternative means to
the intended recipient or the intended recipient’s authorized representative,
if applicable:
(a) by personal delivery;
(b) by leaving the
notice or communication at the last known personal or business address; or
(c) by facsimile or e-mail
transmission.
NOTICES FROM THE CITY BY REGULAR MAIL
2. Any by-laws of the City of Ottawa requiring
the provision by regular mail of
notices or other communications on behalf
of the City to individuals or others are amended to authorize the provision
of such notices or other communications by the following alternative means to
the intended recipient or the intended recipient’s authorized representative,
if
applicable:
(a) by personal delivery;
(b) by leaving the
notice or communication at the last known personal or business address;
(c) by facsimile or e-mail
transmission; or
(d) by printing in one
or more daily or community newspapers, as approved by the City’s Director,
Public Information and Media Relations.
NOTICES TO THE CITY
3. Any by-laws of the City of Ottawa requiring
the provision by mail or registered mail of notices or other communications
to the City by individuals or others are amended to authorize the provision
of such notices or other communications to the intended recipient at
the City by the following alternative
means:
(a) by personal delivery
to a City of Ottawa Client Service Centre, during hours of operation,
provided that the notice or other communication is clearly addressed to the
intended recipient in the City of Ottawa’s administration;
(b) by personal delivery
to the City’s mail rooms located at 100 Constellation Crescent or 110 Laurier
Avenue West, during hours of operation, provided that the notice or other
communication is clearly addressed to the intended recipient in the City of
Ottawa’s administration; or
(c) by facsimile or
e-mail transmission directly to the intended recipient within the City’s
administration.
NON-APPLICATION TO NOTICES REQUIRED BY OFFICIAL PLAN
4. This by-law does not apply to notices or
other communications required by the City’s Official Plan, or any policy or
by-law adopted thereunder.
EFFECTIVE DATE
5. This by-law comes into force and takes
effect upon the issuance of a declaration to Council by the City Clerk and
Solicitor that he is advised that a postal mail service interruption has
commenced and remains in force until the City Clerk and Solicitor issues a
declaration to Council that he is advised that the postal mail service
interruption is finished.
ENACTED AND
PASSED this 12th day of September 2018.
CITY CLERK MAYOR
|