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Office of the Chief Administrative Officer (CAO)
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Shane Baker - Chief Administrative Officer
The Chief Administrative Officer (CAO) is appointed by and reports directly to Town Council. Based on delegated authority of Council, the CAO directs and co-ordinates the general management of business affairs of the corporation, in accordance with the by-laws, policies and plans approved by Council, to ensure the delivery of high-quality services and facilities which preserve or enhance the social, economic and physical well-being of the community. The CAO is responsible to ensure that innovative programs and services are developed and implemented to meet the ever-changing needs of the community, while ensuring fiscal responsibility. The CAO ensures that Council directives are coordinated between Town departments and relevant agencies while ensuring that the operations within the organization are conducted within the framework of the values and goals of the organization. Located at Town Hall, the Office of the CAO
HR Services is responsible for the following:
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Employee life cycle (recruitment, onboarding, workforce planning, and forecasting)
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Labour and employee relations (collective bargaining, policies and procedures, and ensuring legal compliance of employment practices)
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Wellness, health and safety (disability management, and employee/family assistance)
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Employee learning and development, performance management and recognition
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Compensation, job evaluation, health care benefits, pension administration and attendance management
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Organizational development (change management, staffing and succession planning)
**Human Resources Development Canada (HRDC), which is a Federal Government Department, oversee the following:
For more information regarding HRDC matters, click here.
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Public and Strategic Affairs
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The Public and Strategic Affairs (PSA) department provides administrative services, guidance, research and policy support to the Mayor and Members of Council, manages and coordinates political initiatives to advance the interests of the Town's residents and businesses, implements the Town's Strategic Plan, manages various corporate projects and leads internal and external strategic communications initiatives.
The PSA department is comprised of the following distinct sections:
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Strategic Initiatives
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Diversity, Equity, Inclusion
At the Town, diversity is our strength. We have the fastest-growing diverse population and value our community's many contributions. We are committed to respect, inclusion, diversity, and equity and have zero tolerance for all acts of discrimination and hate. We strive to continually lead with these values and beliefs that enable our community to develop their potential, bring their full selves to work, and engage in a place of understanding, learning, and inclusivity. Learn more about the Town’s Indigenous Community and Healing Garden, Ajax Shining Star Bursary Program, Ajax Anti-Racism Task Force and other DEI initiatives at ajax.ca/Diversity.
Business Supports
The Town engages and supports our business community. Our Business Development Team encourages business success by working with our local businesses through Business Retention & Expansion opportunities, while also assisting external businesses through the site selection process to help them establish their operations here in Ajax. Our Team provides market information on Ajax and access to government programs and resources available to businesses, crucial to helping business owners and entrepreneurs make informed decisions. They also engage our local businesses by hosting events such as our popular Ajax Business Network (ABNs) sessions, to celebrating business milestones, such as grand openings, ground breakings, and business anniversaries. In addition, our staff promotes tourism opportunities and experiences in Ajax and manages the film permits process at the Town of Ajax.
Grants and Partnerships
The Town supports our community through the Ajax Partnership Fund, an annual $250,000 stream of funding for initiatives and projects of shared strategic importance. Grants and Partnerships also engages with organizations and groups to enable unique partnerships with the Town. In addition, the Grants and Partnerships team applies on behalf of the Town for grants and other funding opportunities to extend the capacity of the Town and strengthen Ajax's long term financial stability.
Community Supports
The Town's Community Support area coordinates access to programs and services that address complex social issues such as crime, homelessness, mental health, addictions, and community wellbeing. While many of these issues fall under other levels of governments' jurisdictions, the Town seeks to be a leader in finding local, municipal solutions to support the community. The team also also works to build capacity in Town staff to better serve our residents, as well as amplifies the work being done by community organizations, including the Durham Regional Police Service.
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| Quality Management System |
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The Quality Management Program (QMP) is composed of a number of sub-categories that support the day-to-day functions at the Town:
Document Management System (DMS) - To perform the numerous and ever-growing processes at the Town, Controlled Documents are utilized to ensure a repeatable, high-quality service delivery to the community.
Internal Reviews - Having a cross functional team performing assessments on indiscriminately selected Controlled Documents safeguards the quality of documentation and acts as a training refresher. This keeps Town staff vigilant and maintains best practices at the Town.
Lean and Continuous Improvement - By not continuously improving how staff performs and delivers services to the community, the Town runs the risk of performing tasks ineffectively. This can result in delays, rework, and decreased customer satisfaction. Through the adoption of Lean, the Town encourages staff to continually review the way they work and implement improvements via the Plan-Do-Check-Act model
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| Communications & Engagement |
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The Communications and Engagement Team supports the Town and community through external and internal communications planning and support. Staff provide public engagement opportunities, digital and web services, manage the Town's social media and creative services (brand and identity management). Additionally we coordinate media relations with our local media outlets/organizations.
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| Government Relations and Mayor and Council Support |
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Mayor and Council administrative support and strategic advice – Staff support Mayor and Council in their day-to-day duties, including calendar, meeting and public engagement support, resident inquiries and issue research. Our team also advises Council on positions and directions that best align with Town of Ajax initiatives and values.
Government relations and external stakeholder relations – The Town is dedicated to building and maintaining positive, ongoing and mutually beneficial relationships with our government partners and external stakeholders, furthering Town priorities and looking for alignment and support opportunities. Government relations files rarely close; rather they evolve as new information is released, as policies and players change.
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| Finance |
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The Finance Department provides accounting services, financial analysis and advice to Town Council and Town Departments.
This includes guiding the short and long term financial strategies of the Corporation, coordinating budgets and forecasts for presentation to Council, levying and collecting taxes, purchasing, insurance/risk management, accounting and managing the financial assets of the Corporation.
The Finance Department is comprised of the following sections:
| Administration |
- Insurance claims and risk management
- Coordinate insurance coverage
- Maintain department personnel records
- Manage department filing system
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| Fire and Emergency Services |
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Ajax Fire and Emergency Services is a full-time department that is committed to providing the highest possible level of customer service to our residents, visitors and guests. Through our various programs for adults and children, we strive to educate all our residents on the importance of fire safety.
We operate the following three fire stations:
- Fire Headquarters Station #1: 900 Salem Road North
- Station #2: 435 Monarch Avenue
- Station #3: 40 Westney Road North
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| Corporate Services |
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Nicole Cooper - Deputy Chief Administrative Officer
The Corporate Services Department serves our customers in a friendly and professional manner. We are committed to the continual enhancement of services in order to provide the best experience and value to our residents, taxpayers and customers. Corporate Services staff embrace the role of technology as a critical tool in improving the convenient delivery of services.
The Corporate Services Department consists of these four distinct sections:
| Customer Services |
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Customer Services provides coordination and oversight of the Town's Quality System and corporate customer service standards and initiatives. In addition, the section provides primary telephone reception, handles Town Hall information inquiries, issues marriage licenses and performs civil marriage ceremonies, provides Commissioner of Oaths services, receives parking ticket and other payments, and many other direct services.
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| Legislative Services |
| Legislative Services coordinates the Town's governance structure, such as Town Council and its Standing Committees, and various Citizen Advisory Committees, including the preparation of meeting agendas, minutes and correspondence. This section administers municipal elections, oversees the Town's records and archives, including responses to Municipal Freedom of Information and Protection of Privacy Act inquiries, and coordinates the Town's commitment to fully accessible services. |
| By-law Services |
| Bylaw Services identifies issues, recommends appropriate regulatory solutions, and follows-up with positive enforcement techniques in order to protect and benefit individuals and the community. Examples include comprehensive parking and traffic regulations, property standards, noise and other nuisances, trade licensing, animal services (primarily dog and cat), and many other matters. |
| Technology and Innovation Services |
| Technology and Innovation Services provides and supports business applications, technology infrastructure, network communications, telephone services, and various other technology assistance. This support enables all Town staff to provide effective public services and maintain efficient government operations through the appropriate and innovative application of information technologies. |
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| Operations & Environmental Services |
Dave Meredith - Director of Operations
The Operations and Environmental Services team is driven to ensure the timely and efficient provision of municipal services. Our team endeavours to proactively respond to the expectations of our customers while fostering a relationship that values trust and respect. We are committed to evaluating our practices in an effort to achieve continuous improvement, sustainability and environmental responsibility.
Operations and Environmental Services consists of six distinct areas of customer service, they are as follows:
| Environmental Services |
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The Ajax Parks System is open year-round for your enjoyment. To provide this service, parks maintenance includes litter control, repair of park infrastructure and sports field maintenance, forestry services and horticulture.
The parks department manages approximately 800 hectares and maintains all pedestrian and bike pathways. We maintain all local parks and park land within the Ajax municipality, aiming to constantly improve the streetscape and outdoor facilities to provide a safe, pleasant environment for our residents. Responsibilities include maintaining the walkways, sports fields, playgrounds, splash pads and skate parks. In addition we maintain shrub beds and grass cutting of all park areas.
We have recently expanded our naturalization program, to help create park and open spaces that are self sustaining and ecologically diverse. Allowing areas to regenerate naturally has many benefits, including improved water quality, increased flora and fauna, reduced emissions and better air quality. It also lessens the need for pesticides.
Our Forestry Division cares for all Town-owned trees along the streets, parks, green spaces, natural areas, woodlands and beautification programs. Our goal is to effectively preserve, conserve and manage the urban forest, thus providing a better quality of life for the residents of Ajax. We also serve as a resource for other departments and the public in streetscape design, tree preservation and community planting projects.
The Town actively leads other programs related to our parks and green space which also include the following:
- Adopt a Park
- Ajax in Bloom
- Anti-Litter Campaigns
- Leash Free Dog Area
- Special Services & Events
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| Operations |
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Public Works maintains Town roads, bridges, sidewalks, walkways, storm sewers, street lights and arterial road boulevards within the Town of Ajax. This includes but is not limited to the following programs:
- Road Maintenance
- Construction
- Winter Control
- Utilities
- Road Occupancy
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| Engineering Capital Projects |
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The Engineering Capital Projects team is responsible for the planning, budgeting, environmental assessment, approvals, coordination and implementation of road, bridge, trail, sidewalk and park related Capital infrastructure projects in the Town of Ajax. Specific responsibilities include:
- Growth management infrastructure planning
- Project management for Municipal Class Environmental Assessments related to roads and bridges
- Participating in the Development Charge Background Review
- Capital Budget and Long Range Capital Forecasting for road, bridge, trail, sidewalk and park projects
- Preparation of Request for Tenders, Requests for Proposals and Terms of Reference for new roads, bridges, trails and parks
- Design of engineering capital projects
- Contract administration and inspection of projects
- Coordination of traffic signalization with the Region of Durham
- External liaison on capital projects
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| Infrastructure and Asset Management |
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The Infrastructure and Asset Management section provides asset management for town assets and provides project management services to infrastructure projects supporting new builds as well as repair and rehabilitation projects of town building and assets.
| Infrastructure |
| The Infrastructure team provides project management services to infrastructure projects supporting new builds as well as repair and rehabilitation projects of town building and assets. |
| Asset Management |
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Asset Management helps protect and enhance the quality of life in Ajax by making the best possible decisions about our assets. Assets such as:
- Storm sewers
- Buildings
- Roads
- Parks
We do this in a way that meets the needs of the community in the most economical way.
The Town of Ajax ensures that asset management is done responsibly, meaning that we make decisions based on the lowest long-term cost over the life of an asset, rather than just the lowest purchase price.
Asset Management in Ajax is the roadmap to making sure our assets are maintained to reach their maximum life and drives our needs and priorities for replacement.
Why is Asset Management important?
Asset Management ensures that asset investment decisions are made using the most accurate information and helps residents of Ajax enjoy the community to its fullest.
Both the Federal and Provincial government grant programs, such as the Canada Community-Building Fund, require that towns and cities have asset management plans in order to be eligible for funding. The Ontario government has made it law that all towns and cities must have an asset management policy and plan in place and kept up to date.
Documents
Ajax’s Corporate Asset Management Policy sets out our responsibilities, commitments and expectations for decisions, activities and behaviour concerning asset management.
Ajax’s 2017 Corporate Asset Management Plan is the first asset management plan developed and published by the Town. This asset management plan and future plans are living documents which provide an overview of the Town's asset health and financial preparedness in order to meet the service expectations of the community. This plan outlines the inventory of the Town’s main assets, their condition, as well as speaks about practices that are in place and future practices to ensure the delivery of the Town’s services into the future.
Ajax’s 2021 Corporate Asset Management Plan for Core Assets is the second asset management plan developed and published by the Town. This asset management plan has been prepared to meet the requirements of the Asset Management Regulation and is a living documents which provide an overview of the Town's asset health and financial preparedness in order to meet the service expectations of the community. This plan outlines the inventory of the Town’s core assets, their condition, as well as speaks about practices that are in place and future practices to ensure the delivery of the Town’s services into the future.
Council Reports and Presentations
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| Building Maintenance |
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The Building Maintenance Section is an internal services provider that supports the Corporation by maintaining all Town facilities. This includes the maintenance of building space such as recreation centres, fire halls, Town Hall, Operations Centre and park facilities and pavilions.
The Building Maintenance Section prides itself on investigating new technologies that will improve efficiency and lessen the impact of the operation on the environment.
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| Fleet Services |
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Fleet Services is an internal service that provides asset management for the entire Town's fleet. Fleet Services core activities include the acquisition, maintenance, regulation and disposition of Town's vehicles and equipment.
As an internal support service, Fleet services performs maintenance on many types of equipment ranging from string trimmers to snowplows, ice re-surfacers to Firefighting apparatus. Fleet Services also prides itself on investigating new leading edge technologies that will improve efficiency and lessen the impact of the operation on the environment.
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| Planning and Development |
Geoff Romanowski - Director of Planning & Development Services
The Planning and Development Services Team of proactive and responsive professionals will be leaders in the provision of excellence in customer service. We embrace the opportunity to build a model community for the future, one which includes thriving businesses and desirable neighbourhoods, an efficient infrastructure, safe buildings, and a distinct rural area, all complemented by a commitment to preserve our natural environment.
Planning and Development Services is responsible for the urban planning, development, building and engineering of Ajax. It also has the responsibility of assisting business and industry in entering new markets and remaining competitive. The Department is made up of the following sections:
Quick links
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| Recreation & Culture |
Chris Vida - Director of Recreation & Culture
Recreation & Culture is committed to providing quality programs and services, festivals & events, and facilities that create opportunities to strengthen individuals, families and the community. Embracing a customer driven focus, our services are inclusive and responsive to the needs of a diverse and changing population. We work collaboratively with our community partners to develop creative approaches that maximize recreational leisure, and arts and cultural opportunities. With integrity, teamwork, innovation and excellence, we are dedicated to preserving and enhancing the quality of life and wellbeing for all residents in the Town of Ajax.
| Recreation Programs (Recreation Programs & Active Living) |
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The Town of Ajax offers a variety of inclusive recreational programs for participants of all ages, abilities, and interests. Our program range includes: Arts & Culture, Technology, Sports, Fitness, and Aquatics. Recreation programs provide the opportunity to be active within the community, meet new people, and develop skills and interests.
Visit our Activities and Recreation Programs page for more information.
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| Community & Cultural Events |
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The heart of the Town of Ajax is its people. Our shared cultural experiences shape our identity and enhance our experiences. The unique qualities of Ajax include its diverse and distinct neighbourhoods, natural and urban landscapes, rich culture and heritage. The Town is committed to the continued nurturing and development of an engaged, inclusive, accessible and safe community. Our staff work together with residents and community groups, clubs and organizations to build a strong sense of community in Ajax. This is done through community festivals & events, arts & cultural initiatives, community group support, volunteer development, and support for our seniors.
Visit our Festivals & Events page for more information.
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| Facilities |
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Our recreation facilities are some of Durham's best and busiest recreation complexes! We pride ourselves in offering friendly, courteous and professional staff. We work extremely hard at meeting and exceeding our customers' expectations. Whether we are preparing one of our banquet halls for a wedding, maintaining exceptional ice in our arenas, sparkling water in our pools or supporting the many groups that use our facilities for their special events, tournaments or celebrations, we strive to ensure a positive and welcoming experience.
Visit our Rent a Facility page for more information.
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| Customer & Business Services |
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The Customer & Business Services section manages a variety of business functions within Recreation & Culture including:
Community Centre Customer Service Desk:
Staff provide welcoming and courteous service to our community centre patrons, taking care of all program registrations and daily entrance fees, fitness memberships, account management services, answering resident inquiries etc.
Marketing & Promotions:
Develop our and generate campaigns, promotions and promotional pieces to ensure the community is fully informed and can engage in the many programs, services, activities, festivals & events, sports etc. offered in the Town.
Facility Booking Services:
Through our Facility Booking office, we focus on community sport development through the creation of permits and engagement with all new, emerging and established sport/activity groups to ensure opportunity, access and sustainability. We also offer facility rental opportunities for private bookings (i.e. meetings, weddings, picnics, birthdays, celebrations, etc.).
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