Item - 2011.GM2.12

City Council on April 12 and 13, 2011, adopted the following:

1.         City Council adopt the recommendations of the Government Management Committee contained in its confidential transmittal (March 29, 2011) and receive, for information, the balance of the update on enhanced security measures contained in Confidential Attachment 1 to the report (March 10, 2011) from the Chief Corporate Officer, the City Clerk, and the Director, Strategic Communications, entitled "Councillor Protection at City Properties - Status Update".

2.         City Council approve the additional recommended measures to enhance information and physical security for Councillors' Security as described in Confidential Attachment 2, as amended, of the report (March 10, 2011) from the Chief Corporate Officer, the City Clerk, and the Director, Strategic Communications.

3.         City Council authorize the public release of the status updates for recommendations numbers 8 as amended, 9, 10, and 15 of Attachment 1 of the report (March 10, 2011) from the Chief Corporate Officer, the City Clerk, and the Director, Strategic Communications, after adoption of this report as these measures affect the public.

4.         City Council authorize the public release of recommended measure b) of Confidential Attachment 2, as amended, of the report (March 10, 2011) from the Chief Corporate Officer, the City Clerk, and the Director, Strategic Communications after approval of the recommendation as this measure affects the public.

5.         City Council direct the Chief Corporate Officer, the City Clerk and the Director of Strategic Communications to review with the President of the City Hall Press Gallery the implementation of a formal Code of Conduct, including appropriate security badges to be worn by members of the media on a regular basis, security card access to Council reception areas in A, B and C, and any anomalies in terms of the access cards, and report thereon to the Government Management Committee.

The following Recommendations 8 as amended, 9, 10, and 15 of Confidential Attachment 1 to the report (March 10, 2011) from the Chief Corporate Officer, the City Clerk, and the Director, Strategic Communications are now public:

Key Protection Recommendations – Status Update

Operational - Staff

8.         A visitor sign-in procedure be established for all Council reception areas except the Scarborough Community Council location as follows:

a)         During business hours, Council Reception staff will ensure that all visitors sign the appropriate log, are issued a temporary identification card visibly delineating their status as a visitor, and are received by a Councillor or a Councillor's staff member.

b)         After hours, visitors will be stopped at the facility's main Security desk to be appropriately signed in, issued a temporary ID card, and received by a Councillor or a Councillor's staff member.

c)         The receiving Councillor or Councillor's staff member will sign the visitor log authorizing access for the visitor.

Status:       Completed.  No major changes are recommended at this time.

9.         Visitors to Councillor secure space shall be escorted at all times as follows:

a)         During business hours, all visitors will be received by a Councillor or a Councillor's staff member and escorted at all times while in secured space.  At the conclusion of meeting, the Councillor or Councillor's staff member will escort the visitor back through the reception area and sign out the visitor.

b)         After hours, all visitors will be received by a Councillor or a Councillor's staff member at the facility's main Security desk and escorted at all times while in secured space.  At the conclusion of meeting, the Councillor or Councillor's staff member will escort the visitor back to the facility's main Security desk and sign out the visitor.

c)         All visitors will return the temporary identification upon being signed out by the escorting Councillor or Councillor's staff member.

Status:       Completed.  No major changes are recommended at this time.  Compliance with the visitor sign-out procedures needs enhancement.  Continuous training to Council staff is recommended to ensure that all staff escort visitors back through the reception area and sign out the visitor at the conclusion of the meeting.

10.       All staff, including Councillors, wear their issued City identification cards at all times while on City property and visitors wear their issued temporary ID cards when inside Councillors secure areas.

Status: Greater compliance is still required for all persons to wear their cards at all times.

Operational - Procedures

15.       City Clerks staff work with the Facilities Management Division to develop and apply a policy and procedure that restricts as much as possible any public meetings from being held in meeting rooms (A-F) in the secured space of the 2nd floor of City Hall.

Status: Completed.

The following measure b) of Confidential Attachment 2, as amended, to the report (March 10, 2011) from the Chief Corporate Officer, the City Clerk, and the Director, Strategic Communications is now public:

b)         Media not be authorized to enter the City Hall Council Chamber Members' Lounge during City Council meetings.

The purpose of the Members' Lounge is to allow Councillors an area to remove themselves from the Council floor, for the purpose of making phone calls and meeting with City staff without disrupting Council.  This area may be used by Councillors for discussions which may have a confidential element.  For information security purposes, media will no longer be permitted access to this area.  The media area in the Council Chambers is to be used to conduct interviews with individual Councillors who wish to remain in the Chambers.  The City will continue to use the west side of the room adjacent to the Members' Lounge for press conferences and media briefings during Council meetings as required.

The balance of the Confidential Transmittal (March 29, 2011) from the Government Management Committee and the balance of Confidential Attachments 1 and 2 to the report (March 10, 2011) from the Chief Corporate Officer, the City Clerk, and the Director, Strategic Communications remains confidential in accordance with the provisions of the City of Toronto Act, 2006 as they contain information related to the security of the property of the City or one its agencies, boards and commissions, and if released, could negatively affect the security and safety of Councillors, City staff and City property.