Bylaw to Delegate Authority

This bylaw is a consolidated digital version of the official legal document. It is not an exact reproduction and is for information purposes only.

For any questions related to this bylaw contact 519-747-8785 or municipalenforcement@waterloo.ca

Bylaw number: 2025-080
Last passed by council: November 24, 2025

A bylaw to delegate authority to execute documents

Schedule "A" - Approval and Signing Thresholds (All Documents)
Schedule "B" - Grants, Funding Agreements, Costs Recovery
Schedule "C" - Acquisitions, Dispositions, Registrations, Expropriations, Easements and Encroachments
Schedule "D" - Insurance. Legal Services and Litigation
Schedule "E" - Land Use Planning and Development
Schedule "F" - Leases, Licenses, Facility Rentals and Use Agreements
Schedule "G" - Finance
Schedule "H" - Museum
Schedule "I" - All Other Documents

Whereas section 23.1 of the Municipal Act, 2001, S.O. 2001, c. 25, without limiting sections 9, 10 and 11, authorizes a municipality to delegate its powers and duties, subject to certain restrictions;

And whereas section 270 of the Municipal Act, 2001, S.O. 2001, c. 25, requires
a municipality to adopt and maintain policies with respect to the delegation of its
powers and duties;

And whereas the Council of the Corporation of the City of Waterloo has
previously delegated various authority to officers and employees of the Corporation by way of By-Law and wishes to amend said delegated authority

Therefore the Municipal Council of the corporation of the City of Waterloo enacts as follows:

The documents described in the Schedules to this By-law are hereby authorized and the authority to approve and to execute such documents is hereby delegated to the municipal staff persons identified in respect of each document in the Schedules without the necessity of obtaining Council approval for the execution of such documents. Any documents executed in accordance with this By-law and its Schedules shall be binding upon the Corporation to the same extent as if the documents had been individually approved by Council and executed on behalf of the Corporation.
Unless an authority has been expressly delegated in this By-law, all powers, duties and functions of Council remain with Council.
Where any document has been executed in compliance with this By-law, the City Clerk may affix the seal of the Corporation to such document.
The authority delegated to staff to execute any document pursuant to this By-law is subject to any terms, conditions, pre-requisites, or other requirements expressed in the Schedules which pertain to each such document, and documents shall only be executed by the municipal staff if:
1. The staff person executing the document is the staff person identified in the applicable Schedule as the person or a member of the class of persons authorized to execute the documents; and,
2. Any terms, conditions, pre-requisites or other requirements expressed in the Schedules which pertain to the document have been fully and completely satisfied prior to execution.
Any authority granted to a particular title may continue to be exercised by staff in that position if a job title set out in the Schedules is changed or modified, but the nature of the position remains unchanged.
The CAO may exercise any authority granted to city staff in this By-law, subject to any limitations imposed by statute, regulation or by any other City By-law. Where more than one person is required to sign a document the CAO may only act for one of them.
The Clerk may exercise any authority granted to a Commissioner, Director, Manager or other employee in this By-law, subject to any limitations imposed by statute, regulation or by any other City By-law. Where more than one person is required to sign a document the Clerk may only act for one of them.
Except as otherwise set out in this By-law, the execution of agreements or other documents renewing, extending or amending agreements or documents executed pursuant to this By-law is authorized pursuant to the same provision of this By-law, including the terms, conditions, pre-requisites or other requirements, under which execution of the original agreement or document was authorized.
Any delegated authority in this By-law can be further delegated by the delegate identified in the By-law to another staff member in writing.
Any financial commitment (including the value of all cumulative contract changes and/or renewal options) must be exercised within the limits of the approved budget or otherwise in compliance with Financial Policy.
1. Unless otherwise stated in this By-law, where the term “financial commitment” is used in this By-law it includes the value of both monetary and in-kind services provided.
2. Unless otherwise stated in this By-law or unless stated to be “per fiscal year”, “financial commitment” when referred to in this By-law is calculated based on the sum of all financial commitments throughout the term of the Agreement and any renewals or extensions.
3. “Financial commitment” does not include the value of any costs or expenses that are recoverable as part of the Agreement to be executed.
For purposes of this By-law, the following terms shall have the meanings set out below:
1. “Affiliation Policy” – means the Community, Culture and Recreation Services Affiliation Policy of the City, approved December 13, 2010, as amended from time to time, or any successor thereof;
2. “City” or “Corporation” – means the Corporation of the City of Waterloo
3. “CAO” – means the Chief Administrative Officer of the City;
4. “Designate” – means person as designated in writing by the person normally occupying a particular position, or designated by way of applicable By-law;
5. “Director” – means person holding the title of Director, Senior Director or Deputy Commissioner and also includes the Chief of Fire Rescue Services;
6. “Commissioner” – means person holding the title of Commissioner;
7. “Fees & Charges By-law” – means the Fees & Charges By-law (By-law No. 2024-095) of the City, as amended from time to time, or any successor thereof;
8. “Facility Rental Discount Policy” – means Policy M-001, Facility Rental Discount Policy, of the City, as amended from time to time, or any successor thereof;
9. “Financial Policy” – means Policy FC-002, Financial Requests Outside of the Budget Process, of the City, as amended from time to time, or any successor thereof;
10. “Generation Park Waterloo” means the Industrial Park formerly referred to as the West Side Employment lands, and outlined by Registered Plan 58M704 municipally known as 928, 960, 980 Erb Street West, 975 Columbia Street West and 100 The Wilmot Line;
11. “Grant Policy” – means Policy FC-004, Grant Policy, of the City, as amended from time to time, or any successor thereof;
12. “Museum” – means City of Waterloo Museum as defined by the City Museum By-law No. 2016-002, as amended from time to time, or any successor thereof;
13. “Museum By-law” – means the By-law to Facilitate Ownership, Operation and Management of the City of Waterloo Museum (By-law No. 2016-002) of the City, as amended from time to time, or any successor thereof;
14. “Purchasing By-law” – means the Purchasing By-law (By-law No. 2019-026) of the City, as amended from time to time, or any successor thereof;
15. “Sponsorship and Advertising Policy” – means Policy A-016, Sponsorship and Advertising Policy, of the City, as amended from time to time, or any successor thereof;
16. “Sustainability Standards” means the standards that were approved by Council pursuant to Report CAO2022-008 and to which compliance is required for any future development within Generation Park Waterloo.
17. “Treasurer” – means the City Treasurer/Senior Director of Revenue and Accounting of the City;
An original copy of any document executed pursuant to this By-law shall be forthwith deposited with the City Clerk for safekeeping immediately following its execution if such document is identified in this By-law as a document which must be deposited with Clerks. Documents to be deposited with the City are Clerk are identified in the Schedules with an asterisk (*).
Nothing in this By-law shall be interpreted to invalidate any document executed by any City Official where such execution was performed in accordance with any other Bylaw, Rule of Law, or applicable statutory authority.
Where any document is required or authorized to be executed by the Mayor and City Clerk pursuant to this By-law, the arrangements for executing the document shall be managed through the Office of the City Clerk. Persons requesting the execution of documents by the Mayor and City Clerk shall provide such evidence, in the format prescribed from time to time by the City Clerk, demonstrating compliance with any terms, conditions, pre-requisites or other requirements expressed in the Schedules.
By-law 2017-082 is hereby repealed.
This by-law shall come into force and effect on the date of its final passing.

1.0 Schedule "A"

Schedule A – Approval and Signing Thresholds (All Documents)

Schedule "A" - Approval and Signing Thresholds (All Documents)
Type of Document/Purchasing Thresholds	Staff Position Authorized to Execute Document	Terms, Conditions, Pre-Requisites or Other Conditions which must be Satisfied Prior to Execution
$0 - $25,000	Manager of Department making the purchase	Commitment Approval from Manager of department making the purchase or Supervisor where relevant department does not have a Manager. Procurement according to Purchasing By-law.
$25,001 - $100,000	Director of department making the purchase.	Commitment Approval from Director of department making the purchase. Value of procurement within budget, compliant with Financial Policy or otherwise approved by City Council. Procurement according to Purchasing By-law.
$100,001 - $150,000	CAO or Commissioner of department making the purchase	Commitment Approval from Commissioner of department making the purchase and Director, Financial Planning. Procurement according to Purchasing By-law. Value of procurement within budget, compliant with Financial Policy or otherwise approved by City Council. Signed copy of agreement to be deposited with Clerks. Form of all agreements to be approved by City Solicitor.
$150,001 - $200,000	Mayor and Clerk	Commitment Approval from Commissioner of department making the purchase and Director, Financial Planning. Procurement according to Purchasing By-law. Value of procurement within budget, compliant with Financial Policy or otherwise approved by City Council. Signed copy of agreement to be deposited with Clerks. Form of all agreements to be approved by City Solicitor.
Construction Services between $200,000 - $999,999	Mayor and Clerk	Commitment Approval from CAO and Director Financial Planning. Procurement according to Purchasing By-law. Value of procurement within budget, compliant with Financial Policy or otherwise approved by City Council. Signed copy of agreement to be deposited with Clerks. Form of all agreements to be approved by City Solicitor.
$200,001 - $600,000	Mayor and Clerk	Commitment Approval from CAO and Director Financial Planning. Procurement according to Purchasing By-law. Value of procurement within budget, compliant with Financial Policy or otherwise approved by City Council. Signed copy of agreement to be deposited with Clerks. Form of all agreements to be approved by City Solicitor.
$600,001 - $999,999	Mayor and Clerk	Commitment Approval from Council or Mayor and CAO jointly during July and august annually. Procurement according to Purchasing By-law. Value of procurement within budget, compliant with Financial Policy or otherwise approved by City Council. Signed copy of agreement to be deposited with Clerks. Form of all agreements to be approved by City Solicitor.
$1,000,000 or more including Construction Services	Mayor and Clerk	Commitment Approval from Council or Mayor and CAO jointly during July and august annually. Procurement according to Purchasing By-law. Value of procurement within budget, compliant with Financial Policy or otherwise approved by City Council. Signed copy of agreement to be deposited with Clerks. Form of all agreements to be approved by City Solicitor.
Agreements or other documents extending or renewing agreements or documents executed pursuant to Schedule A of this By-law (when a renewal option was included in the original Agreement)	Manager of Procurement	Within approved budget or otherwise in compliance with the Financial Policy and provided appropriate Commitment Authority Approval has been obtained. Subject to the same terms, conditions, pre-requisites or other requirements, under which execution of the original agreement or document was authorized. Signed copy of agreement to be deposited with Clerks where original agreement was deposited with Clerks or the value of the extension or renewal is $100,000 or more.

2.0 Schedule "B"

Grants, Funding Agreements, Costs Recovery

Schedule "B" – Grants, Funding Agreements, Costs Recovery
Type of Document/Purchasing Thresholds	Staff Position Authorized to Execute Document	Terms, Conditions, Pre-Requisites or Other Conditions which must be Satisfied Prior to Execution	Documents to be Deposited with Clerks
Agreements required to enforce terms and conditions of grants administered or awarded by the City.	CAO	Agreements must be compliant with any related City Policy or agreement with the Provincial or Federal Government related to the award of grant funding. Form of agreement or document to be approved by the City Solicitor.
Agreements with the Ministry of Transportation of Ontario (MTO), and related documents, providing for sharing of MTO database information (ownership, etc.) with the City for purposes of enforcement of Fees & Charges By-law relating to collection of emergency fire services call-out fees	Director with authority over the subject matter of the agreement.	Form of agreement or document to be approved by City Solicitor.	X
Agreements with the Ministry of Transportation of Ontario (MTO), and related documents, providing for sharing of MTO database information (ownership, etc.) with the City for purposes of cost recovery for damage or loss to public infrastructure or property, in accordance with the Fees & Charges By-law	Director with authority over the subject matter of the agreement	Form of agreement or document to be approved by City Solicitor. Form of agreement or document to be approved by City Solicitor.	X
Agreements with the Ministry of Transportation of Ontario (MTO), and related documents, providing for sharing of MTO database information (ownership, etc.) with the City for By-law enforcement purposes	Director with authority over the subject matter of the agreement	Form of agreement to be approved by City Solicitor.	X
Sponsorship Agreements not satisfying the provisions of the Sponsorship and Advertising Policy	Mayor and City Clerk	Council approval required. During the months of July and August, the Mayor and CAO jointly may approve, subject to legal, financial and departmental approval. Form of agreement to be approved by City Solicitor.	X
All Sponsorship Agreements: Up to and including $25,000 Between $25,001 and $50,000 Between $50,001 and $100,000 and not including naming rights to City facilities Above $100,000, or agreements involving naming rights to City facilities	Manager with authority over the subject matter of the sponsorship agreement. Director, with authority over the subject matter of the sponsorship agreement Commissioner, with authority over the subject matter of the sponsorship agreement Mayor and City Clerk	Approval of Director with responsibility over the subject matter of the agreement. Approval of Director with responsibility over the subject matter of the agreement. Approval of Commissioner with responsibility over the subject matter of the agreement. Approval of CAO. All sponsorship agreements must be in accordance with the Advertising and Sponsorship Policy, and within approved budget or otherwise in compliance with the Financial Policy. All sponsorship agreements must be in a form approved by City Solicitor.	X – where value of the sponsorship agreement is $100,000 or more

3.0 Schedule "C"

Acquisitions, Dispositions, Registrations, Expropriations, Easements and Encroachments

Schedule "C" – Acquisitions, Dispositions, Registrations, Expropriations, Easements and Encroachments
Type of Document/Purchasing Thresholds	Staff Position Authorized to Execute Document	Terms, Conditions, Pre-Requisites or Other Conditions which must be Satisfied Prior to Execution	Documents to be Deposited with Clerks
Agreements to acquire or dispose of an interest in land	CAO	Agreements must include a true condition precedent requiring Council approval before the Agreement is binding on the City. All agreements to be in a form approved by the City Solicitor.	X
Electronic signature for Land Registry documents (electronic registration) for fee simple land acquisitions and dispositions.	City Solicitor or Law Clerk	For fee simple transactions, transaction must have been authorized by Council. It will also include the execution of other documents required to be registered in the course of a transaction approved by Council which are necessarily incidental thereto. This does not include acquisitions that are for road widenings or that are the result of planning and development approvals under the Planning Act, including decisions of the Committee of Adjustment.
Electronic signature for Land Registry documents (electronic registration) for fee simple land acquisitions and dispositions that are the result of a planning approval.	City Solicitor or Law Clerk	Authorization from a Director or Commissioner with responsibility over the subject matter. This includes acquisitions that are the result of planning and development approvals under the Planning Act, including decisions of the Committee of Adjustment.
Electronic signature for Land Registry documents (electronic registration) for registration (and deletion) of City-issued work orders (including Property Standards Orders)	City Solicitor or Law Clerk	Authorization from a Director or Commissioner with responsibility over the subject matter.
Electronic signature for Land Registry documents (electronic registration) for registration (and deletion) of Notices of Lien in favour of the City.	City Solicitor or Law Clerk	Authorization from a Director or Commissioner with responsibility over the subject matter.
Electronic signature for Land Registry documents (electronic registration) for: (i) Acquisition of easements and encroachments by the City; (ii) Granting of easements or encroachments by the City; or (iii) Release of easements, Pursuant to a Planning Act approval, or to or from: Enova Power Corp., or Hydro One Network Inc., or their respective successors; a utility company; a telecommunications company; or any other landowner	City Solicitor or Law Clerk	Authorization from a Director or Commissioner with responsibility over the subject matter. Any acquisition by the City must be in accordance with the Purchasing By-law, and within the approved budget or otherwise in compliance with the Financial Policy. For registration of orders, covenants, rights, and other agreements or documents relating to the acquisition or granting of easements or encroachments, which are required in order to protect the interests of the City or to comply with any statutory requirements, determination by City Solicitor that such registration is required. All documents and agreements to be in a form approved by the City Solicitor.
Discharges of mortgages (electronic registration).	City Solicitor or Law Clerk	All Agreements to be in a form approved by City Solicitor.
Consents to Applications for Title Absolute or First Registration	City Solicitor or Law Clerk	Determination by City Solicitor that City’s interest will not be adversely affected.
Undertaking, Statutory Declarations, Affidavits and other documents required in connection with real estate or other transactions.	City Solicitor	Transaction must have been authorized by Council unless it is for acquisition of lands for road widenings or lands pursuant to planning and development approvals under the Planning Act, including decisions of the Committee of Adjustment.
Consent to the transfer, mortgage or sale of part of an employment lands parcel.	City Solicitor	Written confirmation by the Commissioner of Community Services, the Director of Economic Development and the City Solicitor that the transfer, mortgage, charge, financing agreement or sale are part of a scheme to develop a building on employment lands on which all construction has been completed in accordance with covenants in favour of the City and that: The Transfer is for the purpose of effecting a severance and is from the registered owner to the same registered owner. The mortgage, charge or other financing is for the construction of a building on the land, or The sale is of a completed building having a ground floor area of at least 10 percent of the area of the land being conveyed or such other ground floor area determined by Council policy.
Encroachment agreements	City Solicitor	Upon the written recommendation of the Director or Commissioner with responsibility over the subject matter of the agreement. Form of Agreement to be approved by City Solicitor.	X
Teranet releases of subdivision agreements, condominium agreements and development agreement.	City Solicitor or Law Clerk	Upon the written recommendation of the Director with responsibility over the subject matter of the agreement. Form of document or agreement to be approved by City Solicitor.
Registration of covenants, orders or like documents	City Solicitor

4.0 Schedule "D"

Insurance. Legal Services and Litigation

Schedule "D" – Insurance. Legal Services and Litigation
Type of Document/Purchasing Thresholds	Staff Position Authorized to Execute Document	Terms, Conditions, Pre-Requisites or Other Conditions which must be Satisfied Prior to Execution	Documents to be Deposited with Clerks
Documents required to finalize insurance settlements under deductible	City Clerk or Treasurer	Form of agreement or document to be approved by City Solicitor.
City Insurance Agreements and amendment of existing City Insurance Agreements (other than insurance contracts with Human Resources benefit carriers)	City Clerk or Treasurer	Required in order to accommodate changes in assets of municipality. Award of new contracts to be in accordance with City Purchasing By-law. Form of agreement to be approved by City Solicitor.	X
Agreements with benefit carriers and amendment agreements to existing insurance contracts with benefit carriers.	Director of Human Resources	Must be required in order to implement a change in benefits covered by an existing contract with a carrier where the change is incidental to a collective agreement or other employment agreement which has been specifically approved by Council. Award of new contracts to be in accordance with the Purchasing By-law. Form of agreements to be approved by City Solicitor.	X
Documents required to settle any litigation brought by or against the City, other than insurable matters or the insured portion of any partially uninsured claim	City Solicitor	Approval of the applicable Commissioner with jurisdiction over the subject matter of the litigation. Any costs in respect of the proposed settlement must be within the approved budget of the applicable Commissioner in respect of the project or matter or otherwise in compliance with the Financial Policy. Any settlement over $100,000.00 must be approved by Council unless prior authority granted in the specific matter.	X
Documents required to file or prosecute litigation brought on behalf of the City.	City Solicitor	Commencement of litigation will require the approval of the applicable Commissioner, CAO, or Council. Despite the foregoing, litigation in routine collection matters may be commenced upon the request of the Director with responsibility over the department to which the account is owed. Prosecutions and law enforcement proceedings shall be in the discretion of the City Solicitor. In urgent or emergency circumstances, the City Solicitor shall have the option to unilaterally commence any proceeding where the protection of the City’s interest requires the commencement of a proceeding and it is impractical under the circumstances to obtain approval from the applicable Commissioner, the CAO, or Council. Other documents required in the prosecution or continuation of proceedings as required in the discretion of the City Solicitor, according to normal practices and usual authority to solicitors acting in litigious matters.
Minutes of settlement and all other agreements relating to assessment appeals and Assessment Review Board decisions.	Treasurer	Form of agreement to be approved by City Solicitor.	X
Documents pertaining to awards of damages, satisfaction of claims, lawsuits, recovery of Insurance proceeds and costs to the City: Up to $100,000 More than $100,000	Director and Commissioner of the appropriate division or department Mayor & City Clerk	Form of agreement to be approved by City Solicitor.	X – where value is $100,000 or more

5.0 Schedule "E"

Land Use Planning and Development

Schedule "E" – Land Use Planning and Development
Type of Document/Purchasing Thresholds	Staff Position Authorized to Execute Document	Terms, Conditions, Pre-Requisites or Other Conditions which must be Satisfied Prior to Execution	Documents to be Deposited with Clerks
Site Plan Agreement	Director of Planning	Required plans and drawings to be approved by the Director of Planning.	X
Agreements or documents relating to Applications or Decisions of the Committee of Adjustment	Director of Planning
Heritage Permits for minor or emergency alterations to properties designated under The Ontario Heritage Act.	Director of Planning	Report IPPW-2014-058 approved by Council on August 11, 2014.
Conditional Building Permit Agreements, Limiting Distance Agreements	Chief Building Official	Form of Agreement to be approved by the City Solicitor.
All documents, including: Approval of draft plans of condominium (including to impose conditions); Final Approval of plans of condominium; Approval of part lot control exemptions; and All documents and agreements signed in respect of the above noted approvals and applications, related to Standard Condominium applications, Phased Condominium applications, Common Element Condominium applications, Condominium Exemption applications, and applications for Part Lot Control Exemption	Director of Planning	Substance to be approved by the Manager, Development Planning or designate. Form of all documents to be satisfactory to the City Solicitor. The delegation does not apply in respect of any approval that has the effect of creating financial obligations on the part of the City of Waterloo that are not included in the City’s current budget or capital forecast as approved by Council.
All documents and agreements signed in respect of Draft Plans of Subdivision as approved by Council, or on appeal by the Ontario Land Tribunal.	Director of Planning	Substance to be approved by the Manager, Development Planning or designate. Form of all documents to be satisfactory to the City Solicitor. The delegation does not apply in respect of any approval that has the effect of creating financial obligations on the part of the City of Waterloo that are not included in the City’s current budget or capital forecast as approved by Council.
Agreements or documents required to implement minor modifications to any condition of subdivision approval or minor revision to an approved draft plan of subdivision	Director of Planning	Council must have already approved conditions of subdivision approval or draft plan of subdivision. No financial impact on the City.
Agreements or documents required to clear conditions of draft approval and approve final registration	Director of Planning	Council must have already approved conditions of subdivision approval or draft plan of subdivision. No financial impact on the City.
Regulatory approval documents with Province of Ontario or its agencies (including Ministry of the Environment, Conservation and Parks (MECP), Ministry of Transportation, and the Grand River Conservation Authority) and with the Government of Canada or its agencies related to engineering matters.	Director with responsibility for the subject matter of the document	Form of documents to be approved by City Solicitor.
Sewage service rate rebate agreements and sewer surcharge agreements.	City Solicitor or Commissioner with responsibility over the subject matter of the agreement	Upon the written recommendation of the Commissioner with responsibility over the subject matter of the agreement, including a statement that the rebate is being determined in accordance with the provisions of the regulating by-law. Form of agreement to be approved by City Solicitor.
Storm sewer maintenance agreements	Director of Engineering or Director of City Utilities and Service Centre	Form of Agreement to be approved by City Solicitor, provided there is compliance with the Purchasing By-law.
Special Servicing Agreements and Cross Border Servicing agreements with no financial commitment by the City	Director of Engineering or Director of City Utilities and Service Centre	There must be a formal written request from a developer or property owner to voluntarily extend or upgrade existing municipal services in the right of way to his or her property. Subject to approval of the Director of Engineering or Director of City Utilities and Service Centre. Form of Agreement to be approved by City Solicitor.	X

6.0 Schedule "F"

Leases, Licenses, Facility Rentals and Use Agreements

Schedule "F" – Leases, Licenses, Facility Rentals and Use Agreements
Type of Document/Purchasing Thresholds	Staff Position Authorized to Execute Document	Terms, Conditions, Pre-Requisites or Other Conditions which must be Satisfied Prior to Execution	Documents to be Deposited with Clerks
License and Leases of City-owned Property	City Solicitor or Commissioner with responsibility over the subject matter	Term of agreement (including potential renewal term) is for 3 years or less or on a month to month basis. Approval from CAO. The annual value of the lease must be less than $150,000.00. Form of agreement to be approved by City Solicitor.
All Lease Agreements	CAO	Within the Restricted Act period pursuant to Section 275 of the Municipal Act, 2001, as amended. Form of agreement to be approved by City Solicitor.	X
Licence agreement for the use of sidewalks for sidewalk cafes or sidewalk sales.	City Solicitor	Upon the written recommendation of the Director or Commissioner with responsibility over the subject matter of the agreement. Form of licence agreement to be approved by City Solicitor.
Agreements & Documents (including, without limitation, rental, licensing and leasing Agreements) relating to Facility Rentals, Cemetery Services and Donor or Fundraising Agreements, not exceeding financial commitment by City of more than $100,000.00 per fiscal year.	Commissioner with authority over the subject matter of the agreement.	Subject to By-law No. 09-087, within approved budget or otherwise in compliance with the Financial Policy and in accordance with Purchasing By-law. Agreements including a facility rental discount must also be in accordance with the Facility Rental Discount Policy or the Fees and Charges By-law, as may be applicable. Form of agreement to be approved by City Solicitor.
Service Agreements (Affiliation Agreements) between City and community and/or sports organizations or groups, not exceeding financial commitment by City of $100,000 per fiscal year	Commissioner and Director with authority over the subject matter of the agreement.	Agreement must be in accordance with City policies (including the Affiliation Policy) and the Purchasing By-law. Financial commitment by City within approved budget or otherwise in compliance with the Financial Policy. Form of Agreement to be approved by Commissioner of Community Services, and City Solicitor.
Facility Use Agreements between City and School Board (for use by City of indoor or outdoor School Board facilities), not exceeding financial commitment by City of $25,000 per fiscal year	Director with authority over the subject matter of the agreement	Agreement must be in accordance with City policies and the Purchasing By-law. Financial commitment by City within approved budget or otherwise in compliance with the Financial Policy. Form of Agreement to be approved by City Solicitor.
Facility Use Agreements between City and community and/or sports organizations or groups for use of facilities leased by City financial commitment of City not exceeding $25,000 per fiscal year financial commitment of City not exceeding $100,000 per fiscal year	Director with authority over the subject matter of the agreement Commissioner with authority over the subject matter of the agreement	Agreement must be in accordance with City policies and the Purchasing By-law. Financial commitment by City within approved budget or otherwise in compliance with the Financial Policy. Form of Agreement to be approved by City Solicitor.

7.0 Schedule "G"

Finance

Schedule "G" – Finance
Type of Document/Purchasing Thresholds	Staff Position Authorized to Execute Document	Terms, Conditions, Pre-Requisites or Other Conditions which must be Satisfied Prior to Execution	Documents to be Deposited with Clerks
Agreements related to the following items when they exceed $100,000 Debenture Payments Insurance Payments Refunds Tax Remittances Employee Benefit Premium Payments Mortgage/Loan Payments Payments to Local Boards Revenue collected on behalf of a third party	Director of Financial Planning & Asset Management.	Form to the satisfaction of the Commissioner with authority over the subject matter and Treasurer.	X
Banking agreements and other agreements for goods and services related to payment processing Bank or Other Charges: Up to $100,000 More than $100,000	Treasurer Mayor and City Clerk	Form to the satisfaction of the Commissioner with authority over the subject matter and Treasurer. Form to the satisfaction of the Commissioner with authority over the subject matter and Treasurer & City Solicitor.	X – where value of the agreement is $100,000 or more
Letters of Credit and/or Surety Bonds (Draw)	Treasurer	Upon request from Commissioner or Director of department with responsibility over the relevant securities. Form to be approved by City Solicitor.

8.0 Schedule "H"

Museum

Schedule "H" – Museum
Type of Document/Purchasing Thresholds	Staff Position Authorized to Execute Document	Terms, Conditions, Pre-Requisites or Other Conditions which must be Satisfied Prior to Execution
Short Term Rental Agreement (for any portion of the Museum)	Museum Manager/Curator	Agreement must conform to City by-laws (including the Museum By-law) and policies. Form of Agreement to be approved by City Solicitor.
Agreement or other Document to Receive sponsorships or donations (whether by gift, subscription, grant, bequest or otherwise) of a monetary, cultural, historic or artistic nature	Museum Manager/Curator	Donation must be in accordance with City bylaws (including the Museum By-law) and policies. Form of Agreement or Document to be approved by City Solicitor.
Agreement or other Document to acquire (by purchase, borrowing or leasing) personal property of a cultural, historic or artistic nature from an individual or institution	Museum Manager/Curator	Agreement or other Document must be in accordance with City bylaws (including the Museum By-law and Purchasing Bylaw) and policies, within Commitment Authority Limit of signing officer, and within approved budget or otherwise in compliance with the Financial Policy. Form of Agreement or other Document to be approved by City Solicitor.
Agreement or other Document to dispose of personal property of a cultural, historic or artistic nature, or to lend same to an institution	Museum Manager/Curator	Agreement or other Document must be in accordance with City bylaws (including Museum Bylaw and Purchasing By-law) and policies. Form of Agreement or other Document to be approved by City Solicitor.

9.0 Schedule "I"

All Other Documents

Schedule "I" – All Other Documents
Type of Document/Purchasing Thresholds	Staff Position Authorized to Execute Document	Terms, Conditions, Pre-Requisites or Other Conditions which must be Satisfied Prior to Execution	Documents to be Deposited with Clerks
Non-disclosure agreement other than non-disclosure agreements related to the City’s I.T. systems and programs	Director or Commissioner with responsibility over the subject matter of the agreement	Form of agreement to be approved by City Solicitor.
Non-disclosure agreement related to the City’s I.T. systems and programs	Director IT Services or Clerk	Form of agreement to be approved by City Solicitor.
Data sharing agreement with another public authority	Director IT Services or Clerk	Form of Agreement to be approved by City Solicitor.
Agreements relating to: Hardware Software and software licensing Software development Mobile devices Internet service providers Cloud and online subscriptions Telecommunications providers	Director with authority over the subject matter of the agreement	Within Director’s approved budget or otherwise in compliance with the Financial Policy and within Commitment Authority Limit of signing officer. In accordance with the Purchasing By-law. Form of agreement to be approved by City Solicitor.	X – where value of the agreement is $100,000 or more
Permission or Consent to Enter/Access Agreements	Director of applicable department seeking or giving permission or consent to enter/access lands	Where entry is onto City land, approval of the Commissioner or Director with responsibility over the subject matter of the agreement. Form of Agreement to be approved by City Solicitor.
Regulatory approval documents with the Alcohol & Gaming Commission of Ontario	CAO and applicable Commissioner	Documents to be approved by City Solicitor.
Agreements and any other and further documents related to compliance with Generation Park Waterloo Sustainability Standards: Minor amendments Approving compliance and exemptions Entering into Compliance Agreements Requiring and releasing Securities Enforce conditions and awarding any contracts Approve and execute the registration and release of easements orders and the like	Executive Director of Economic Development	Subject to Generation Park Waterloo Sustainability Standards Administrative Procedure. Form of agreement to be approved by City Solicitor.

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