Begin with a summary statement or paragraph that states why the recommendation is proposed and the value added (i.e. save money, improve service, etc.) Various options considered by staff should be presented, as well as they those options were not proposed (use pros and cons if applicable). Any benchmarking (i.e. City standards, comparison with standards in industry and/or other municipalities) or reviews of best practices (i.e. other policies, programs and processes that are similar to those being processed) should be noted in this section.

This section consists of two components: consultation and public notification. The purpose of notification is to inform and provide specifics about the way in which consultation will take place. Consultation should be designed to engage stakeholders in a discussion about a proposal and to obtain feedback. It should describe the steps that have been taken to engage the public, as well as any input that was received.

ONLY LEGAL SERVICES STAFF MAY COMPLETE THIS SECTION. Report writers should provide the general information, details and rationale related to the topic in the Discussion section of the report, as well as any known or previously identified legal issues or concerns. The respective Solicitor will outline the legal impact to the City resulting from the report recommendations in the Legal Implications section. If there are no legal implications, the Solicitor will provide a comment to that effect. All reports will be sent via the online RADAR tool to Sharon Pagé (ext. 27398) to secure the necessary comments and approval from Legal Services. Reports cannot go forward without addressing this section and should be forwarded to Legal Services five (5) working days prior to the report deadline.

If a risk has been identified, the details should be well communicated in the report. Report writers should provide the general risk information, details, rationale, and associated impacts related to the topic in the Discussion section of the report. Considerations that should be addressed include:

Has the risk been accurately explained, including how likely it is to materialize and what impact it would have on the City?

What steps have been taken, or need to be taken, to effectively mitigate risk?

If a timeline changes the risk, has this been identified?

Has the risk been linked to anticipated impact on priorities and objectives?

Is sufficient attention being devoted to monitor risk? How?

This section should include one of the following statements:

There are no risk implications; or

There are risk implications. These risks have been identified and explained in the report and are being managed by the appropriate staff

If you require additional assistance, contact Kim Hunton, Corporate Risk Management Coordinator, Corporate Business Services, CMO at extension 43703.

ONLY FINANCE STAFF MAY COMPLETE THIS SECTION. Report writers should provide the general finance information, details and rationale related to the topic in the Discussion section of the report. Finance will outline the financial impact to the City resulting from the report recommendations in the Financial Implications section. If there are no financial implications, Finance will provide a comment to that effect. All reports will be sent via the online RADAR tool to your Finance Account Manager to secure the necessary comment from the Finance Department. Reports cannot go forward without addressing this section and should be forwarded to Finance five (5) working days prior to the report deadline.

This section must explain how the report recommendations will impact people with disabilities and/ore seniors in terms of reducing, removing or preventing barriers. Report writers should describe all considerations and actions taken by staff to assess potential accessibility impacts resulting from proposed City policies and projects. Any consultations on accessibility matters, including consultation with the City’s Accessibility Advisory Committee, should be recorded in the Consultation section of this report. If you require assistance with your approach or content for this section, contact Lucille Berlinguette-Saumure, Corporate Accessibility Specialist, at extension 28602.

This section is OPTIONAL. If applicable, this section must explain how the report recommendations will potentially impact land, air and water quality, public health, green space, protected or environmentally sensitive areas, trees, habitat, resource use, energy use and greenhouse gas emissions. It should also indicate compliance with City, Provincial and Federal environmental policies, standards, regulations and legislation.

ONLY INFORMATION TECHNOLOGY SERVICES STAFF MAY COMPLETE THIS SECTION. All reports will be sent via the online RADAR tool to the appropriate IT Account Manager to secure the necessary comment from the ITS Department. Report writers should begin discussion with their IT Account Manager in the early draft stages of the report. The report writer should provide the general technical information, details and rationale related to the topic in the Discussion section.

This section of the report should answer the following questions:

1. Is there a project, plan or activity which requires changes to the design, development, implementation, support or management of the City of Ottawa’s IT systems (particularly software applications, computer hardware networking and telecommunications), staff time, or budgetary resources?

2. Will a new business activity result in a need for additional IT support?

3. Have the implications been identified within an approved existing budget? Will additional ITS resources (i.e. staff, either in-house or external) be required to implement the recommendations due to scope, complexity or timelines of the subject matter of the report?

If there are significant technology implications, consideration should be given to submitting the report jointly to the IT Sub-Committee and the Standing Committee with the direct reporting relationship.

Indicate the report’s direct impact on the 2010-2014 Term of Council Priorities: Economic Prosperity, Transportation and Mobility, Environmental Stewardship, Healthy & Caring Communities, Service Excellence, Governance, Planning & Decision Making, Employee Engagement, and Fiscal Responsibility. (Details available on Ottawa.ca.) If there are no impacts, provide a comment to that effect.

This section is OPTIONAL. If there is supporting documentation, the documents should be labelled Document 1, Document 2, etc. and this section should reflect specifically how the documents are to be handled. Options include: “Immediately follows the report”; “Issued separately and held on file”; “Held on file with the City Clerk”; or “This document is confidential as it contains information relative to…” and specify why, pursuant to the City’s Procedure By-law, the document is not to be released (see below).

1. The security of the property of the City;

2. Personal matters about an identifiable individual;

3. A proposed or pending acquisition of land for the purposes of the City;

4. Labour relations or employee negotiations;

5. Litigation or potential litigation affecting the City, including matters before administrative tribunals;

6. The receiving of advice that is subject to solicitor-client privilege, including communications necessary for that purpose; or

A matter in respect of which the Council is authorized by statute to hold a closed meeting.

This section outlines which departments are responsible for completing the tasks required in order to implement Council’s direction and communicate Council’s decisions. It should include who needs to be advised of Council’s action, who will advise (City Clerk or the originating department), if the decision needs to be communicated to the public (if so, if there is a communication plan) and if a by-law is required to implement Council’s decision (if so, Legal Services should be contacted).