The Corporate Services department of the District of Sooke encompasses two key functions. The first is the overall management of the administrative operations of the municipality. The Chief Administrative Officer ensures that the policies and directives of Council are implemented and advises Council on the operations and affairs of the municipality.
Secondly, the Corporate Services department oversees Council, as well as legislative services, bylaws, agreements, protocol, land acquisition, legal matters, records management and Freedom of Information requests.
The Chief Administrative Officer and his/her staff form the Corporate Services Department. This department is responsible for the organization of Council’s agenda, keeping minutes of Council/Committee meetings, preparation of bylaws, the safekeeping of municipal records, and the provision of information to the public. In addition, the Corporate Services department is responsible for:
- Processing and coordinating all business relative to District of Sooke Council
- Carrying out statutory requirements in relation to the Community Charter
- Providing information and directing enquiries to the appropriate departments
- Providing advice with respect to Council procedures, policies, and functions
- Coordinating and providing sufficient information to Council to support the Council decision making process
- Providing secretarial service to the majority of Council’s committees
- Administering the Freedom of Information and Protection of Privacy Act and processing requests to access records
The Corporate Services Department routinely carries out correspondence on Council’s behalf and are responsible for the publication of official notices. It is the practice in District of Sooke for the Chief Administrative Officer to attend and oversee the administration of all regularly scheduled Council/Committee of the Whole meetings, which at present are held on Monday evenings. The Chief Administrative Officer works hand in glove with the Mayor, Councillors and the Corporate Services Manager/Deputy Clerk in coordinating the business of Council.
For information on bylaws, Council agendas and minutes, or other Council related or general issues please contact the Corporate Services department at firstname.lastname@example.org or 250-642-1634.
If you wish to make a presentation to Council or let Council know how you feel about an issue, you can email the Mayor and Council at email@example.com
In This Department
The majority of District of Sooke records and reports are readily available to the public. This website provides copies of most current meeting agendas and minutes, as well as many plans and reports. The public can also review the personal financial reports of elected officials that are required under the Financial Disclosure Act. Should you require a record that is not available on the website, please contact the Corporate Officer at firstname.lastname@example.org or 250-642-1634. A fee may be applied in accordance with the Fees Bylaw.
Should the records or information requested not be readily available through contacting the municipal office, the public is also entitled to make requests for records under the Freedom of Information and Protection of Privacy Act.
The Annual Municipal Report is made available to the public by June 30th of each year, following which the Annual Municipal Meeting is held to present the annual report. The annual reports are available HERE.
The District of Sooke is obligated to keep the public informed through legislated notice requirements. The District of Sooke posts notices on this website and advertises in the local newspapers meetings and specified municipal actions, decisions or proposals. Public Notices are available HERE.
Freedom of Information Access
The Corporate Services department is charged with administering the Freedom of Information and Protection of Privacy Act. The Act applies to all records in the custody or under the control of public bodies like District of Sooke. The Act gives the public a right of access to the District’s records although there are limited exceptions to that right. The Act also regulates how the District collects, uses and discloses a wide range of personal information in fulfilling its statutory responsibilities and operating its programs.
Most of the information sought by the public has always been readily available and is handled informally without using the Act. Front line staff will readily release records such as agendas, minutes, bylaws, policies and procedures and information related to your property.
Formal requests under the Act are dealt with by the Corporate Services department and the decision on whether to release information rests with the Head of Information and Privacy. A formal request is a request in writing for records that are not routinely available.
How to File a Formal Request
If you know a formal request is required, a Request For Records form should be filled out. The request should provide sufficient detail to assist staff in locating and retrieving the records. To find out if a formal request is required, contact the office directly at250-642-1634.
Corporate Services Department
District of Sooke
2205 Otter Point Road
Sooke, B.C. V9Z 1J2
The Act provides for the Municipality to charge a fee for certain limited costs of providing applicants with records. If there are costs involved in processing a formal request, the applicant will be provided with an estimate before the application is fully processed.
The District of Sooke recognizes that volunteerism has played a major role throughout the history of Sooke in the betterment of the community in a great variety of ways. For example, the Sooke Community Association was formed in 1934 to help raise money for a new community hall and has been called “one of the most effective volunteer civic groups in Canada”. With over 180 known volunteer organizations in the area, Sooke has claimed the name “Volunteer Capital of Canada” and proudly displays the title on the “Welcome to Sooke” sign.
The District of Sooke chose 2001, the International Year of the Volunteer, to initiate a program recognizing long-time volunteers who have made significant contributions of benefit to Sooke and/or the surrounding region. This program is now ongoing with the last Volunteer Recognition Ceremony held March, 2013. The next ceremony will be held in April 2017 to coincide with National Volunteer Week and the Canada 150 celebrations.
If you wish to nominate someone for recognition, please complete and submit the Nomination Form by November 30, 2016. Nominations must be submitted by a non-profit organization or a group of not less than three individuals unrelated to the nominee.
The District of Sooke invites everyone to recognize Sooke Region’s outstanding volunteers by nominating a citizen for a Sooke Volunteer Award.
For more information, contact the District of Sooke at:
Tel: (250) 642-1634 Fax: (250) 642-0541