|
2. CIVIL MARRIAGES AT CITY HALL – PILOT PROGRAM – ONE-YEAR REVIEW
|
COMMITTEE RECOMMENDATIONS
That Council:
1.
Approve that civil
marriages continue to be offered as a cost-recovery service at City Hall
through the City Clerk or delegated staff; and
2.
Approve the
recommendations outlined in the report, including:
·
Creation of an
additional 1.33 FTEs within the Client Services and Public Information Division
to meet higher-than-projected demand for civil marriage services, the full cost
of which would be off-set by a corresponding increase in revenues.
·
Annual review
and adjustment of fees as part of budget deliberations to ensure program
continues to operate on a cost- recovery basis.
RECOMMENDATIONS DU COMITÉ
Que le Conseil :
1. autorise que les mariages civils continuent d'être célébrés à l'hôtel de
ville, sur la base du recouvrement des coûts, par le greffier municipal ou son
délégué;
2. approuve les recommandations contenues dans le rapport, notamment :
· la création de 1,33 ETP supplémentaire au sein de la Direction des
services à la clientèle et de l'information au public en vue de répondre à la
demande plus élevée que prévue de services de mariage civil, dont le coût total
sera compensé par une hausse correspondante des recettes;
·
dans le cadre des discussions sur le
budget, la révision et le rajustement annuels des frais, afin que le programme
continue d'être administré sur la base du recouvrement des coûts.
DOCUMENTATION
1.
Chief
Corporate Services Officer’s report dated 18 June 2006 (ACS2006-CRS-CCB-0031).
Report to / Rapport au :
Corporate Services
and Economic Development Committee
Comité des services organisationnels et du développement économique
and Council / et au Counsil
18 June 2006 / le 18 juin 2006
Submitted by/Soumis par : Greg Geddes, Chief Corporate Services
Officer /
Chef des Services généraux
Contact Person / Personne resource : Pierre Pagé,
City Clerk / Greffier
613-580-2424 ext. 22408, Pierre.Page@ottawa.ca
|
Ref N° : ACS2006-CRS-CCB-0031 |
That the Corporate Services and Economic
Development Committee recommend Council:
1. Approve that civil marriages continue to be offered as a cost-recovery service at City Hall through the City Clerk or delegated staff; and
2. Approve the recommendations outlined in the report, including:
· Creation of an additional 1.33 FTEs within
the Client Services and Public Information Division to meet
higher-than-projected demand for civil marriage services, the full cost of
which would be off-set by a corresponding increase in revenues.
· Annual review and adjustment of fees as
part of budget deliberations to ensure program continues to operate on a cost-
recovery basis.
Que le Comité des services organisationnels et du développement économique
recommande au Conseil :
1. d'autoriser
que les mariages civils continuent d'être célébrés à l'hôtel de ville, sur la
base du recouvrement des coûts, par le greffier municipal ou son délégué;
2. d'approuver
les recommandations contenues dans le rapport, notamment :
·
la création de 1,33 ETP
supplémentaire au sein de la Direction des services à la clientèle et de
l'information au public en vue de répondre à la demande plus élevée que prévue
de services de mariage civil, dont le coût total sera compensé par une hausse
correspondante des recettes;
· dans le cadre des discussions sur le budget, la révision et le
rajustement annuels des frais, afin que le programme continue d'être administré
sur la base du recouvrement des coûts.
On 13 April 2005, City Council approved that civil marriages be offered as a new cost- recovery service at City Hall, and that staff monitor and report back on the usage of the new service to Corporate Services and Economic Development Committee and Council after a one-year period. This report summarizes the results of the one-year pilot program, providing an assessment of the viability of the service, and recommendations.
From 1995 to 1999, Justices of the Peace at the Ottawa Provincial Courthouse conducted civil marriage ceremonies. Approximately 830 weddings were performed per year, with demand for this service increasing annually. There were no fees charged for this service; however, in 1999, the Ottawa Provincial Courthouse stopped offering the service of civil marriage ceremonies as a result of competing priorities, case backlogs, and escalating costs. Following termination of this service, the City Clerk’s Office and some members of Council received a number of requests for civil marriage services similar to those previously provided at the Provincial Courthouse. Some clients informed staff of European and Asian traditions of being married civilly, under the authority of local government, and expressed disappointment that this service was not offered by the municipality.
Changes to Ontario Regulation 738 made under the Marriage
Act, R.S.O. 1990, c.M.3, as amended (the "Marriage Act")
on 24 September 2004, provides Municipal Clerks with the authority to perform
civil marriages. A Municipal Clerk may
delegate this function in writing to any other person, other than a member of
Council, in accordance with s.228(4) of the Municipal Act, 2001, S.O. 2001,
c. 25, as amended. Therefore,
through the approval of By-law No. 2005-145 (attached), and pursuant to the Marriage
Act, the City Clerk began offering civil marriage ceremonies as a new
municipal service on May 5, 2005
DISCUSSION
Council approved offering a simple, dignified, yet
solemn marriage service performed by the City Clerk or his delegates on a
cost-recovery basis. All ceremonies are performed at City Hall.
Civil marriage services correspond with the
procedures and requirements outlined by the Ministry of Consumer and Business
Services. The service is approximately
20 minutes in length and is available in both official languages. The civil marriage service package does not
include pre-wedding consultation, nor does it entertain any specialized
requests such as custom wedding vows, with the exception of special
circumstances reviewed and approved by the City Clerk. Clients requesting such services are
directed to private-sector service providers through telephone or internet web
directories.
In
addition to the City Clerk, a limited number of Client Centre staff members
have been delegated the authority to perform civil marriages as part of their
daily duties. Client Centre staff
members perform the majority of civil marriages. Specific requests for the City Clerk to perform civil marriages
are reviewed on an exceptional basis and handled through the Protocol Office.
The fee structure for this new service was
calculated on a cost-recovery model whereby the City set a reasonable fee to
cover its main operating costs. This
guarantees affordability of the service to most client groups. It also ensures the City is not in direct
competition with private sector companies.
The Council-approved fee structure, which was increased by 3.5 per cent
as part of 2006 budget recommendations, covers staff time, housekeeping and
promotion.
Current fees:
·
Weekday
service: $135 (regular business hours from Monday to
Friday)
·
Evening/weekend
service (with 48-hours notice): $243 (Thursday or Friday
evenings, or Saturday afternoons)
·
Evening/weekend
service (without 48-hours notice): $305 (Thursday or Friday
evenings, or Saturday afternoons subject to the
availability of staff).
GST is applicable to all of the above fees and is in
addition to the cost of a marriage license ($135). A non-refundable deposit of $50 is required in advance, which is
applied to the overall cost of the civil marriage.
PROGRAM RESULTS AND RECOMMENDATIONS
The program has been highly successful. The number of marriage ceremonies was more than double what was projected, while the program remained revenue neutral. In addition, the City has received positive feedback from the public for offering the service.
Number of ceremonies performed
More than 800 services were performed between May 2005 and May 2006, the first twelve (12) months the program was offered.
Wedding services are available on a first-come, first-served basis, or by appointment. Demand is often higher than the availability of resources, and occasionally, handling the volume of client requests was challenging
Although many couples opt to book appointments, many others prefer spontaneity. Walk-in service has been especially challenging to provide, particularly on Fridays, and especially on the days before or after Statutory Holidays. However, clients without appointments have appreciated the City’s efforts to accommodate them, have been patient when faced with occasional wait-times, and supportive of the service. Nonetheless, the demand for services has been greater on occasion than can be reasonably met with existing resources without incurring additional overtime or compromising other programs and services delivered through the City Hall Client Service Centre.
With respect to after-hours services, approximately 5 per cent of couples opt for Thursday or Friday evenings. Saturday afternoon service, currently available between 1 p.m. and 3 p.m., has been more popular, with approximately 11 per cent of clients selecting this option. As a result, the Client Services Division plans to adjust hours to meet client needs, eliminating Thursday evening service and expanding Saturday afternoon service. In addition, staff will adjust service hours throughout the life of the program to address changing needs.
Recommendation 1:
That Council approve the creation of an additional 1.33 FTEs (includes 0.33 FTE for a summer student) and associated budget within the Client Services Division to meet the higher-than-projected demand for civil marriage services, the full cost of which would be off-set by a corresponding increase in revenues.
Feedback from the
public
Feedback from the public has been overwhelmingly positive. Client questions and concerns have centred on the availability of additional services, locations where services are offered, and the size of the room where ceremonies are conducted.
Availability of additional services: The pilot program did not include services such as pre-wedding consultations, customized wedding vows, provision of witnesses, decorating, music, or photography services. Some clients have indicated a willingness to pay extra for such items, preferring a “one-stop” approach. However, adhering to Council’s decision to offer a simple, dignified service, staff instead refers clients to private sector providers for enhanced services.
Locations where ceremonies are offered: Some clients have requested that civil marriage services be provided at other Client Service Centres across the City, such as the Orléans and Ben Franklin Place Client Service Centres. Clients are advised that private sector providers are available City-wide to accommodate location-specific requests. However, staff will explore the feasibility of expanding civil marriage services to other Client Service Centre locations, as part of ongoing service delivery reviews, including those related to East/West inter-jurisdictional Government Services partnership discussions.
Room location
and size: The current meeting
room on the 2nd floor has been extremely well received by both
clients and staff. The room is
accessible, conveniently located, and provides an attractive view of the City
Hall rotunda along with its many artistic and cultural attractions. Some
clients (approximately 20-30%) have expressed disappointment that the room does
not accommodate large numbers of guests, such as groups of 20 or 30. The maximum number of individuals who can be seated comfortably in the
room is 15, including up to 10 guests.
When clients request a larger room, staff refers them to private sector service providers. This practice will continue in the future. In certain cases, when clients prefer civil wedding services at City Hall, staff has referred them to Real Property Asset Management Services (RPAM) for possible room rental alternatives. Very few couples have chosen to rent space within City Hall, given the added expense.
In the future, staff will continuously measure and review the civil marriage service delivery model, to identify potential efficiencies or service enhancements.
Cost of services
There have been no complaints from clients in terms of the amount charged for services. Since program implementation, one comment has been received from a private-sector service provider who requested that the City raise its prices “instead of undercutting the free market.” However, the original vision of offering a simple, “no-frills” service on a cost-recovery basis helps ensure that the City is not in direct competition with private sector companies.
Recommendation
2:
That fees should
be reviewed and adjusted annually as part of budget deliberations, and continue
to be aligned with the cost-recovery nature of the service.
CONSULTATION
Internal consultation was
undertaken with the City Clerk’s Office, Legal Services, Client Services and
Public Information, and Real Property Asset Management. Feedback from members of the public was
collected from telephone calls, e-mails received and comments received by City
staff performing civil marriage services.
FINANCIAL IMPLICATIONS
During its first year of operations, the following volumes, revenue and expenditures were incurred:
|
Results to Date (May 2005 –
May 2006) |
|
|
Projected Volume of Services (May 2005–May 2006) |
400 civil ceremonies |
|
Actual Volume of Services (May 2005–May 2006) |
847 civil ceremonies |
|
Revenue (May 2005–May 2006) |
$137,600 |
|
Operating Expenditures (May 2005–May 2006) |
$137,600 (includes $113,000 for compensation; $16,600 for on-call,
overtime, mileage and parking costs; $5,500 for room maintenance service; and
$2,500 for printing and general program supplies) |
The following volumes, revenue and expenditures are projected for January to December of 2006:
|
2006
Projected Results |
|
|
Projected Volume of Services |
880 civil ceremonies |
|
Annual Projected Revenue |
$146,000 (based on an average of $166 per ceremony) |
|
Annual
Projected Operating Expenditures |
$146,000 and 1.83 FTEs (current FTEs plus recommended addition of 1.33 FTEs) based on $117,800 for compensation; $19,700 for overtime, on-call, mileage and parking costs; $6,000 for room maintenance service; and $2,500 for printing and general program supplies). |
This represents an expenditure budget increase of $34,045, offset by a $34,045 revenue budget increase, for a net budget impact of zero; and an FTE increase of 1.33.
SUPPORTING
DOCUMENTATION
Annex “A” – A By-Law No. 2005 – 145 (as amended)
DISPOSITION
Upon receiving
Council approval, civil marriage services will continue to be provided at the
City Hall location until further notice.
Upon approval of this report, the City Clerk’s Office will undertake to notify the Client Service and Public Information Branch of the requirement to maintain delivery of this service.
ANNEX A
BY-LAW NO. 2005 – 145 (as amended)
A by-law of the City of Ottawa to authorize a civil marriage solemnization service in the City of Ottawa.
The Council of the City of Ottawa enacts as follows:
1. In this by-law,
“pre-arranged after hours service” means a civil marriage solemnization service for which a non-refundable deposit has been received that,
a. is to be held at a City facility,
b. outside of the hours of 8:30 a.m. to 4:30 p.m. Monday to Friday, and
c. is arranged at least 48 hours in advance of the proposed date of the service;
“unscheduled after hours service” means a civil marriage solemnization service for which a non-refundable deposit has been received that,
(a) is to be held at a City facility,
(b) outside of the hours of 8:30 a.m. to 4:30 p.m. Monday to Friday, and
(c) is arranged less than 48 hours in advance of the proposed date of the service.
2. The Council of the City of Ottawa hereby authorizes the implementation of a civil marriage solemnization service at City Hall in the City of Ottawa.
3. City Council acknowledges that the City Clerk is authorized to solemnize marriages in accordance with the provisions of the Marriage Act, R.S.O. 1990, c. M3 and its Regulations (the “Act”).
4. The City Clerk may delegate, in writing, the solemnization of civil marriages in accordance with the provisions of the Act to any person other than a member of City Council.
5. The following fees shall apply to a civil marriage service:
|
a) for a marriage service from Monday to Friday between the hours of 8:30 a.m. and 4:30 p.m. |
$135.00 |
|
b) for a pre-arranged after hours service |
$243.00; and |
|
c) for
an unscheduled after hours service |
$305.00. |
(amended by BL
2006-7)
6. A non-refundable deposit of Fifty Dollars ($50.00) shall be required from the applicants at the time the arrangements to solemnize the marriage at City Hall are made.
7. The fees described in Section 5 are exclusive of fees for a marriage licence and fees associated with renting space in a City facility other than a room specifically provided for civil marriage services by the City.
-o-o-o-o-o-o-o-o-o-o-o-o-o-o-o-o-o-o-o-o-o-
A by-law of the City of Ottawa to authorize a civil marriage solemnization service in the City of Ottawa.
-o-o-o-o-o-o-o-o-o-o-o-o-o-o-o-o-o-o-o-o-o-
Enacted by City Council at its
meeting of April 13, 2005.
-o-o-o-o-o-o-o-o-o-o-o-o-o-o-o-o-o-o-o-o-o-
LEGAL SERVICES
AMP:ec
COUNCIL AUTHORITY:
City Council April 5, 2005
CSEDC Report 25, Item 6