Frequently Asked Questions

Frequently Asked Questions Regarding Municipal Government

Frequently Asked Questions Regarding the Election 

What is the composition of Peterborough City Council?

Council consists of one (1) Mayor and ten (10) Councillors. The Mayor is elected by all of the voters of the City of Peterborough (elected “at large”). The ten (10) Councillors are elected to represent five (5) wards within the municipality (two (2) Councillors per ward).

What is the governance structure in the City of Peterborough?

The governance structure consists of two groups: the elected Council and the municipal staff.

Council combines both executive and legislative responsibilities. It proposes policies, passes laws (known as “by-laws”), and appoints and directs the Chief Administrative Officer (CAO). The CAO is the only municipal employee who reports directly to Council.

Council, as a whole, makes collective decisions (according to majority vote) on policies. Individual Councillors, however, do not have any authority to make decisions on behalf of Council.

The day-to-day operations of the municipality are led by the CAO and administered by staff (the municipal civil service), which is organized into several departments that reflect the responsibilities being exercised by the municipality. Employees take direction from their supervisors or directors based on administrative directives.

Council and staff have to operate within the scope of provincial laws that cover municipalities. Since the City of Peterborough operates within the scope of the Municipal Act, 2001 and other Acts, Council cannot act outside of its legal authority unless the Ontario Legislature has granted it the power through provincial law.

The City of Peterborough is a single tier municipality and not part of the County of Peterborough. As such, the City has the responsibility of more services than lower tier municipalities that operate as part of a county or region.

What is the defined role of the Mayor and Council?

According to the Municipal Act, 2001, the role of Mayor (as the “Head of Council”) and Council is defined as follows:

Role of Council

Section 224 It is the role of council,

(a) to represent the public and to consider the well-being and interests of the municipality;
(b) to develop and evaluate the policies and programs of the municipality;
(c) to determine which services the municipality provides;
(d) to ensure that administrative policies, practices and procedures and controllership policies, practices and procedures are in place to implement the decisions of council;
(d.1) to ensure the accountability and transparency of the operations of the municipality, including the activities of the senior management of the municipality;
(e) to maintain the financial integrity of the municipality; and
(f) to carry out the duties of council under this or any other Act. 2001, c. 25, s. 224; 2006, c. 32, Sched. A, s. 99.

Role of Head of Council

Section 225 It is the role of the head of council,

(a) to act as chief executive officer of the municipality;
(b) to preside over council meetings so that its business can be carried out efficiently and effectively;
(c) to provide leadership to the council;
(c.1) without limiting clause (c), to provide information and recommendations to the council with respect to the role of council described in clauses 224 (d) and (d.1);
(d) to represent the municipality at official functions; and
(e) to carry out the duties of the head of council under this or any other Act. 2001, c. 25, s. 225; 2006, c. 32, Sched. A, s. 100.

Head of Council as Chief Executive Officer

Section 226.1 As chief executive officer of a municipality, the head of council shall,

(a) uphold and promote the purposes of the municipality;
(b) promote public involvement in the municipality’s activities;
(c) act as the representative of the municipality both within and outside the municipality, and promote the municipality locally, nationally and internationally; and
(d) participate in and foster activities that enhance the economic, social and environmental well-being of the municipality and its residents. 2006, c. 32, Sched. A, s. 101.

Role of Administration

Section 227 It is the role of the officers and employees of the municipality

(a) to implement council’s decisions and establish administrative practices and procedures to carry out council’s decisions;
(b) to undertake research and provide advice to council on the policies and programs of the municipality; and
(c) to carry out other duties required under this or any Act and other duties assigned by the municipality. 2001, c. 25, s. 227.

How long is the term of Council?

The term of Council is four years in length. The next term starts Wednesday, December 1, 2010 and ends Sunday, November 30, 2014. The inaugural meeting of the new Council will be held on Monday, December 6, 2010.

What is the salary for members of Council?

Mayor (Full-Time Position)

• Salary (2009): $63,193.00 per year
• Additional pay for serving on the Police Services Board: $2,491.50 per year
• Additional pay for serving on the Water Commission: $1,800 per year
• Car allowance: $426.00 per month

Councillors

• Salary (2009): $25,874.00 per year 

There is no additional compensation for committee meetings attended or other official duties performed.

How many meetings are Council members required to attend?

Meetings are held every Monday evening at City Hall, from approximately 5:00 pm to 10:00 pm. The Inaugural Meeting for the newly elected Council will take place on Monday, December 6, 2010.

The City of Peterborough has a total of four standing committees that assist Council in discharging its responsibilities. All members of Council serve as members of the Planning Committee, Committee of the Whole, and the Budget Committee. Five members of Council are appointed to sit on the Audit Committee.

There is a three-week cycle of meetings: Planning Committee, Committee of the Whole, and City Council. The Budget Committee meets at the call of the Chair of Corporate Services. The Audit Committee meets quarterly.

The Mayor chairs the meetings of City Council and has traditionally appointed a member of Council to chair the Planning Committee and the Committee of the Whole for the term of Council. The Chair of Corporate Services serves as the Chair of the Audit and Budget Committees.

All Council meetings (including the standing committees) are conducted in accordance with the Procedural By-Law (By-Law 97-108 as amended), which represents the rules of conduct for Council meetings and Council members.

The Mayor traditionally appoints both a First and Second Deputy Mayor who assume the duties of the Mayor in his or her absence.

In the event of a holiday falling on a Monday, the scheduled meeting will take place on the Tuesday evening. There is a two-week break in the schedule in both July and August.

The Council meeting schedule is adopted by Council members in the early Fall of each year and is also posted on the City website.

What other commitments are required of Council members in addition to the weekly meetings?

Council members should prepare for the weekly meetings by reading the agenda and the accompanying reports. It may be necessary for them to conduct research on certain issues prior to the meeting, or to be in contact with the public and/or City staff.

Members should also understand the issues related to City operations. This includes:

• Community Services
• Corporate Services
• Legal Services
• Planning and Development
• Utility Services

Council members should be accessible to the public by providing personal contact information, including a residential telephone number.

They are assigned an email account, voicemail and a personal mailbox for both internal and external correspondence and communication.

In addition, they also attend special functions and the occasional municipal conference.

Are there other committees on which Council members are required to serve?

Council annually appoints people to various boards and committees, and it is possible for Council members to also serve on those committees in which they have expressed a personal interest. Members of Council are generally appointed to committees that are specific to their Ward responsibilities.

In the 2006-2010 term, Council members served on an average of five (5) committees. However, some members of Council served on as many as eight (8) committees, while others served on no more than one (1). As Head of Council, the Mayor sits on additional committees.

Council members also may be appointed by the Mayor to be a liaison between Administration and Council. There are various portfolios as follows: Chair and Vice Chair of Corporate Services (except Clerk’s), Chair and Vice Chair of Utility Services, and Chair and Vice Chair of Community Services. The Mayor serves as chair of: Governance and Public Relations, Economic Development, and Clerk’s in addition to other legislated responsibilities.

Other boards or committees to which Council members may be appointed include:

Internal Boards or Committees (City of Peterborough)

• Arenas, Parks and Recreation Advisory Committee
• Arts, Culture and Heritage Advisory Committee
• Cenotaph Committee
• Committee of Adjustment
• Community Investment Grants Advisory Committee
• Council for Persons with Disabilities
• Joint Services Committee
• Liaison Committee with Sir Sanford Fleming College
• Liaison Committee with Trent University
• Municipal Heritage Committee
• Museum and Archive Advisory Committee
• Public Library Board
• Waste Management Committee
• Youth Committee

External Boards or Committees (Independent of the City of Peterborough)

• Affordable Housing Action Committee
• Board of Directors, Festival of Lights
• Board of Directors, Peterborough Art Gallery
• Canadian Canoe Museum
• County-City Health Unit
• Downtown Action Plan Committee
• East City/Ashburnham Business Improvement Area
• Greater Peterborough Chamber of Commerce
• Kawarthafest
• Otonabee Region Conservation Authority (ORCA)
• ORCA Source Water, Sub-Committee of the Otonabee Region Conservation Authority
• Peterborough Downtown Business Improvement Area Board
• Peterborough Green Up
• Peterborough Utilities Commission
• Police Services Board
• Peterborough Exhibition Board
• Peterborough Housing Authority
• Showplace Peterborough Board
• Social Housing Services Corporation

What computer skills are required of Council members?

Computer skills are not a requirement for members of Council. However, they should have some basic skills since they will be given computers for official business at the beginning of their term.

Most importantly, correspondence is sent through the City’s email system. In order to communicate with staff and the general public and reply to their inquiries, members of Council are assigned an email account.

In some situations, Council members may want to conduct some research by using the Internet in order to address issues affecting Council or the community.

Also, if Council members want to write reports or personal letters, some basic word processing skills are useful.

Do Council members need to have a financial background to make decisions on budgets and other financial matters?

An extensive financial background is not necessary. However, there are some important concepts that Council members should understand.

The City of Peterborough has a multi-million-dollar budget that funds the operations of many municipal departments. The City operates programs in many areas, including, but not limited to, Social Services, Social Housing, Transportation, and Public Works. Council members should understand the implications of their financial decisions when reviewing the municipal budget (operating and capital budgets as well as tax rate implications).

On the Friday before every Council meeting, Council members receive an agenda package that contains staff reports and correspondence. Each staff report includes a “Budget and Financial Implications” section, which outlines how the recommendations will financially affect the City.

Using this information, Council members can make informed decisions on whether or not the recommendations should be approved.

Frequently Asked Questions Regarding the Election

Who can vote?

You can vote in the City of Peterborough municipal election if you are:

• A Canadian citizen
• At least 18 years old
• A resident of the City of Peterborough
• A non-resident owner or tenant of land in the City of Peterborough, or their spouse
• Not prohibited from voting under any law

Note: You may only vote ONCE in the City of Peterborough municipal election regardless of how many properties you own or rent within the City.

Where do I vote?

In mid-September 2010, if your name is on the voters' list, you will receive a Voter Notification Card that will list the voting locations in the City of Peterborough. You can vote at any voting location in the City of Peterborough on Election Day, October 25, 2010, or at any of our advance voting locations on Saturday, October 16, 2010 and Monday, October 18, 2010 to Thursday, October 21, 2010; this is part of our Vote Anywhere technology. You will also have the option to try Internet Advanced Voting, in which case you can vote from your home, office, or wherever you have computer access.

If you do not receive a Voter Notification Card in the mail, please call the Elections office at 742-7771, Ext 1853, to find out how to have your name added to the voters' list.

What services are available if I need help to vote?

All voting locations for Election Day, October 25, 2010, and the Advanced Voting Days are fully accessible. Visually impaired electors, or electors who have difficulty marking a ballot, may use our private audio ballot system, which will be available at City Hall on all Advance Voting Days as well as Election Day.  You also have the option of bringing a friend along to help you mark your ballot if you wish. Written instructions on how to vote will be provided at the voting location in the English language. If you require an interpreter, you may ask anyone who is not a candidate or a scrutineer to act as an interpreter for you. Your interpreter must swear an oath that they will translate the information for you, and you must swear an oath that you require assistance to vote.

Who runs an election?

The City Clerk is responsible for the conduct of municipal elections, by-elections and referendums.

What is a ballot?

A ballot is a piece of paper, or electronic form, containing the names of the candidates and the office they are running for. Electors will vote by marking an X next to the name of the candidate(s) of their choice using a special marking pen.

What is an oath?

An oath is a statement sworn in front of an official, attesting that whatever is stated is true.

What is a non-resident?

An individual who owns or rents property in the City of Peterborough and lives outside the City.

Who is a scrutineer?

A person representing a candidate at the voting location to observe the voting process.

What is a voting location?

A building or part of a building or other facility, which may include the entranceway and parking lot, at which voting is conducted.

What is a Voter Notification Card?

A card/letter send to every elector whose name appears on the voters' list. It tells electors when and where to vote.

What is the voters' list?

The list of names and addresses of eligible electors used at the voting location.

What school board do I vote for?

It is important that electors qualified to vote in a school board district election check their status on the voters' list to determine whether they have been listed as an elector for the correct school board. If not correctly listed, an elector can apply to the Clerk to amend the list prior to attending the voting place.

A person is entitled to be an elector for a district school board if, on voting day, he or she:

• is a qualified elector in the City of Peterborough;
• resides in the City of Peterborough or is the owner or tenant of a residential property, or is the spouse of such owner or tenant; and
• has not already voted in the election for school trustees elsewhere in the school board's area of jurisdiction;

The four options for school support are:

1. English Language Public
2. English Language Separate (must be Roman Catholic, the spouse of a Roman Catholic is not eligible)
3. French Language Public (must be a French-language rights holder under the Canadian Charter of Rights and Freedoms, this does not include French immersion)
4. French Language Separate (must be Roman Catholic and a French-language rights holder under the Canadian Charter of Rights and Freedoms, this does not include French immersion)

May I take time off work to vote?

If your hours of employment are such that you will not have three consecutive hours in which to vote on Election Day, you are entitled to be absent from work for as long as is necessary to allow three consecutive hours to vote while voting locations are open. Voting locations are open from 10:00 a.m. to 8:00 p.m. on Election Day. Therefore, if you normally work from 10:00 a.m. to 6:00 p.m. and you need the three hours in which to vote, you are entitled to leave work at 5:00 p.m. in order to vote. The Municipal Elections Act, 1996, does state that any absence shall be timed to suit the employer’s convenience as much as possible. The Act also states that the employer shall not make a deduction from the employee’s pay or impose any other penalty for the absence from work.

Where do college and university students vote?

With respect to students, the place where a person’s family resides is also their residence unless they have moved with the intention of changing their permanent lodging. *Students who reside "away from home" may vote in BOTH PLACES - within the municipality where they live to attend school and also within the municipality where their family resides (their 'home') if it is their permanent residence.

Where do people without a permanent residence vote?

If a person has no permanent lodging place, their residence shall be determined to be:

1. The place to which the person most frequently returned to sleep or eat during the five weeks preceding the determination
2. If the person returns with equal frequency to one place to sleep and to another place to eat, then the place to which he or she returns to sleep is his or her residence
3. Multiple returns to the same place during a single day, whether to eat or sleep, shall be considered one return.
4. In absence of evidence, a person’s affidavit is conclusive.

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