Job DescriptionJob Description:Salary: $35.25 - $39.17 per hour Secretary-Treasurer/Committee of Adjustment (Job ID # 2024.82) Department: Development Services Division: Development Planning Location: Civic Centre Status: Permanent, Full Time Number of Positions: 1 Hourly Wage: $35.25 to $39.17 per hour Date Posted: May 14, 2024 Date Closing: June 4, 2024 Come work with us! Employment with the Town of Georgina offers an opportunity to make a positive difference in our community. We are a progressive, forward-thinking organization focused on continuous improvement, innovation and providing exceptional customer service. We offer a collaborative team environment and an excellent place to take charge of your career. Position Purpose As an appointed officer, acts as Secretary-Treasurer for the Committee of Adjustment in fulfilling all statutory requirements under the Planning Act and other relevant legislation to administer the Committee of Adjustment function, and provide administrative, management and clerical support for the Committee. For full details on duties and qualifications, please see attached job description. How to apply Qualified applicants are invited to submit a resume and cover letter, identifying the Job Title and Job ID#. Please apply by visiting the www.georgina.ca/careers no later than 11:59 pm on the closing date. The assessment process may include a practical test and/or interview. Committed to diversity and a barrier-free environment The Town of Georgina is an equal opportunity employer committed to inclusive, barrier-free recruitment and selection processes and work environments. We encourage applications from people with disabilities and will accommodate the needs of applicants under the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA) throughout all stages of the recruitment and selection process. Please advise the Human Resources Team if you require an accommodation(s) and we will work with you to meet your needs throughout any stage of the process. Please be advised that this information will be treated in a confidential manner. We thank all candidates for their interest, however only those being considered will be contacted. Personal information collected will be used in accordance with the Municipal Freedom of Information and Protection of Privacy Act for the purpose of candidate selection. Further information concerning the collection of personal information should be directed to the Human Resources Manager, Town of Georgina, 26557 Civic Centre Road, Keswick, ON L4P 3G1 (905) 476-4301 JOB DESCRIPTION Job Title: Secretary-Treasurer Job No: 3 Committee of Adjustment Department: Development Services Division: Planning Date Prepared: March, 2010 Grade: 11 Revised: October 2019, April 2024 PRIMARY FUNCTION As an appointed officer, acts as Secretary-Treasurer for the Committee of Adjustment in fulfilling all statutory requirements under the Planning Act and other relevant legislation to administer the Committee of Adjustment function, and provide administrative, management and clerical support for the Committee. SUPERVISION RECEIVED Manager of Planning DIRECTION EXERCISED None WORKING PROCEDURES Administers all aspects of the operation of the Committee of Adjustment in accordance with the Planning Act, Municipal Act, and all other applicable regulations and procedural by-laws; Oversees and provides advice to the Committee in the performance of their duties and assists the general public through the application processes; Has the delegated authority to issue “Certificates of Official”, in accordance with the Planning Act, and accepts all responsibilities and duties associated therein; Responsible for management and coordination of the processing of Committee of Adjustment applications, for minor variance, consent approval, cancellation of consent, validation of title, and foreclosure/power of sale, in accordance with Planning Act regulations and legislated time frames, which includes such tasks as: setting up files, preparing notices of meetings, circulating applications to the appropriate commenting agencies/departments and members of the public, preparing all documentation relating to hearings, including letters, memos, etc., setting up hearings, agenda and minutes preparation, preparing decisions, preparing and circulating notices of hearing and notice of decisions, following up on condition fulfillment, preparing and issuing certificates of consent; Receives and reviews formal submission of applications for completeness, in accordance with statutory procedures of the Planning Act, municipal requirements, and departmental practices; Calculates and collects fees required in association with Committee of Adjustment applications, pursuant to By-law 2018-0074 (PL-7), or as amended; Responds to inquiries received from the general public, Council members, other levels of government/agencies and staff regarding Committee of Adjustment files, operational procedures, and the role and responsibility of the Committee; Reviews and co-ordinates correspondence received from commenting departments, individuals and agencies for consideration by the Committee; Attends all Committee of Adjustment hearings, and ensures that all legal, administrative and statutory obligations are met for business to be conducted before, at and after all hearings; Prepares decisions, including terms and conditions for application approval, or reasons for refusal of application, by the Committee; Prepares an accurate record of all Committee proceedings including the preparation of meeting minutes and decisions, and video timestamping of agenda items; Provides procedural advice to ensure that meetings are run in a professional manner and in accordance with the Town's Procedural By-law; Clears imposed conditions on Committee decisions pertaining to provisional consents and minor variances; Reviews the reference plans prepared by an Ontario Land Surveyor (OLS) and the draft property deeds prepared by the proponent's Solicitor, and works with both to ensure plans and deeds accurately reflect approvals; Issues Consent Certificates and stamps the property deed when satisfied that the conditions of consent are fulfilled, the reference plan(s) reflect approval, and the property deed prepared by the proponent's Solicitor is accurate; Circulates a copy of the unregistered Transfer Deed and OLS reference plan in relation to approved consent applications, to internal departments and to MPAC; Maintains meeting minutes, records and databases of all Committee of Adjustment applications and decisions, and all other official business of the Committee; Assists in the formulation and implementation of operational procedures for the Committee functions to achieve compliance, processing improvements and cost reductions; Liaises with Committee Chair on terms of reference, annual workplan, meeting format, agenda review, training, and ensures that all Committee members are aware of related corporate policies and follow these throughout the course of their work on the Committee; Prepares yearly meeting schedule for the Committee; Organizes, manages and maintains records, status records/progress reports of all applications received, and the filing system for applications; Prepares and maintains year-end status pending list on deferred applications for consideration by the Committee; Provides Manager with periodic activity summaries on applications and annual statistics on new lot creation for the purpose of growth monitoring exercises undertaken by the Town and York Region; Assists in the management of the Committee fiscal responsibilities regarding incoming bills and expenses, and arranges purchase requisitions as necessary; Assists Manager in preparation of annual Committee budget, monitors revenues and expenditures; Ensures Committee member accreditation and membership fees (OACA), honorariums and disbursements are processed in a timely fashion; Prepares meeting rooms or video conferencing for Committee of Adjustment hearings and Ontario Land Tribunal (OLT) hearings, as required; Prepares the document package for appeals of decisions to the OLT, including affidavits, submission forms, collection of staff reports, Committee agendas, minutes and all other related materials; Updates and maintains the Committee of Adjustment webpage, including posting of general information regarding the function of the Committee, procedures for applications, yearly meeting schedule, agendas and minutes; Provides GIS mapping and other visual display support services to the Development Planning and Planning Policy Divisions including the generation of circulation mailing lists, preparation of notice graphics, report attachments and labelling, map schedules, signage, and other support as required; Responds to enquiries regarding municipal addressing and street naming requests through the implementation of the Civic Numbering By-law and Street Naming Policy including the assignment of addresses and street names, and circulation of appropriate documentation and notifications to emergency service providers, Canada Post, landowners, and other stakeholders; Supports the Street Naming Working Group including organizing meetings, preparing notices, agendas, minutes, and reports to Council; Implements the Next Generation 9-1-1 program in consultation with internal and external stakeholders as required; Makes seminar / conference arrangements for Committee members; Undertakes research as requested by the Manager or other Division staff; Relieves other administrative staff within the Development Engineering and Planning service hub during peak times, holidays, breaks, lunch periods and other absences; Complies with the Occupational Health and Safety Act and other applicatble legislation and the Town's Health and Safety Program, procedures and best practices. The above statements reflect the general details considered necessary to describe the principal functions and duties of the position and will not be construed as a detailed job description of the work requirements that may be inherent in the job. SKILL/KNOWLEDGE REQUIREMENTS: Post-secondary diploma in planning, geography, planning technology, GIS, law clerk, or public administration, , other combinations of relevant education and experience may also be considered; Membership in the Ontario Association of Committee of Adjustment and Consent Authorities with an Accredited Committee Secretary Treasurer (ACST) designation would be considered an asset; Successful completion or enrolment within the AMCTO “Municipal Administration Program”, and if the candidate does not have a post-secondary education in planning, successful completion or enrolment within the OACA “Primer on Planning” course; Three (3) years progressive experience in an administrative capacity within a municipal planning environment; Thorough knowledge of the procedures of the Committee of Adjustment and Planning Act procedures relating to the Committee of Adjustment and legislative notice requirements, with an understanding of land use planning, municipal government operations, and procedures respecting Committee meetings and records retention; Demonstrated experience in agenda preparation, and minute taking, inclusive of summarizing and condensing information; General working knowledge of real estate transactions and the land registry system; Ability to interpret and apply relevant legislative requirements, guidelines and directives to prepare correspondence and documents with accuracy and attention to detail; Ability to read and interpret construction drawings, surveys, land descriptions, and legal documents; Mathematical ability in relation to the calculation and collection of fees and balancing of accounting and budget-related documents; Excellent communication skills and proficiency in grammar, syntax and spelling to accurately prepare correspondence, notices, decisions, agendas, meeting minutes, etc. Demonstrated ability to respect and maintain confidentiality and to communicate effectively, courteously and tactfully with the general public, the development industry, all levels of staff, external government agencies/authorities including within stressful and confrontational situations; Ability to research, analyze, compile and summarize a variety of informational and/or statistical data and materials; Ability to plan, organize, prioritize, work well independently and manage work with minimal supervision; Ability to handle urgent requests; Ability to meet strict/tight deadlines, complete multiple tasks simultaneously, and manage conflicting priorities; Problem solving and decision-making skills, with the demonstrated ability to handle and resolve situations, utilizing knowledge of policies, practices and procedures; Proficient in computerized software packages such as MS Office, Excel, Adobe Pro, iCity and ArcView GIS in order to prepare correspondence, memoranda, presentations, minutes, and to enter data and produce reports; Excellent organizational skills to maintain filing and application tracking / monitoring systems; Available to attend evening and/or weekend meetings; Up to one (1) year on the job for the period of adjustment, orientation and adaptation.