Information
2014
·
Classes of Personal
Information
·
Manuals
Introduction
to Info Source
Info
Source: Sources of Federal Government and Employee Information provides
information about the functions, programs, activities
and related information holdings of government institutions subject to the
Access to Information Act and the Privacy Act. It provides individuals and
employees of the government (current and former) with relevant information to
access personal information about themselves held by
government institutions subject to the Privacy Act and to exercise their rights
under the Privacy Act. The Introduction and an index of institutions subject to
the Access to Information Act and Privacy Act are available centrally. The
Access to Information Act and Privacy Act assign overall responsibility to the
President of Treasury Board (as the designated Minister) for the
government-wide administration of the legislation.
Background
The Port Alberni Port Authority was initially established in 1947 and as a Harbour
Commission was governed by the Harbour Commission's Act of 1964. The Port Alberni Port Authority is a continuation
of the Port Alberni Harbour Commission and was
proclaimed July 1st, 1999 pursuant to the Canada Marine Act, which received Royal Assent on the 11th day of June 1998. The Port Alberni Port Authority reports to Parliament
through the Minister of Transport, Infrastructure and Communities.
Port Alberni Harbour
is one of the finest deep sea inland harbours on the North American Continent and is Canadas southern closest deep sea gateway port to the Pacific Rim. Vessels up to and including panamax size can easily navigate the Alberni Inlet.
In 2000, the Port Alberni Port Authority conducted a review of its practices that led to the development of a Port Authority Master Plan. The purpose of the plan was to provide a rational, long-term land and water use management policy and strategic plan for the Port
Alberni Port Authoritys area of jurisdiction; to maintain and ensure economic viability
and
stability of/for the Port Alberni Port Authoritys operations yet positively addressing
the
requirements and needs of the Port Alberni Port Authoritys customers and the community at large over a mid-level time frame.
The Port Alberni Port Authority is responsible for both the day-to-day operations of the harbour, and the long term development and improvement of the waterfront facilities,
including recreational marinas and secondary industries to the extent that these activities are specified in the Port Alberni Port Authority Letters Patent. The Port Alberni Port Authority is committed to working with the Community towards economic diversification.
The mission of the port is to facilitate profitable maritime trade and
marine related
tourism and industry by offering services and leadership that respect both the community and the environment.
The Port Alberni Port Authority is unique from any other Port Authority in that it does not
contract out its terminal operations. Port Alberni Terminals is operable twenty-four
hours per day, seven days a week as required. There are three deep-sea berths with a storage assembly area of seventeen acres. The terminal has historically handled lumber, pulp, newsprint, plywood and logs exports.
The Port Alberni Port Authority further manages over 100 leases and land exchange agreements. Property development roles and responsibilities of the Port Alberni Port Authority include the review and awareness of land development opportunities; to review and address property issues; and to administer the leasing, permitting and licensing of tenants and activities along the Crown portion of the Alberni Harbour.
The Terminal Operations Manager is responsible for marine traffic management within the harbour limits; and enforcement of regulations
as a port authority as well as emergency planning. The Terminal Operations are unique in that it operates
twenty-four hours per day, seven days a week. Port Alberni Port Authority Terminals
provide all the necessary shore services required for international and coastal trade, including Canada Customs and Immigration, shipping agents, stevedoring companies,
tugs and shipyards.
Description: Information consisting of documents, reports and correspondence relating to
the
establishment of, and revision to, Tariffs set by the Port Alberni Port Authority (the Port), which in turn governs the relationship between the Port and its users.
Document Types: Wharfage rates; berthage rates; harbour dues; carrier rates; and equipment rental rates; procedures, policies, statistical reports; meeting minutes; contracts; memoranda and correspondence.
Record Number: PAPA TFF 015
Description: This bank describes information
that is used in facilitating
the administration of shore services required for international and coastal trade, including shipping agents, stevedoring companies, and tugs and shipyards in
accordance with the provisions of the Canada Marine Act and the Port Alberni Port Authority Letters Patent. The personal information may include name,
contact information,
citizenship status, other identification numbers and vessel and carrier license numbers.
Note: Port Alberni Port Authority may share personal information with the Canada Border Services Agency (CBSA), who is responsible for the security at all Canadian ports of entry. The CBSA, upon notification from the Port Alberni Port Authority, occupies the Port, and collects
personal information for enforcement and security purposes, in respect of their mandate.
Class of Individuals: General public, (shipping, vessel and carrier contractors), (shipping agents).
Purpose: The personal information is used to administer the harbour master and
terminal operations activity in order to ensure
that all necessary services be properly coordinated to facilitate the loading of cargos and passage of vessels.
Personal information is collected
pursuant to the Canada Marine Act; the Port Alberni Port Authority Letters
Patent; Port Authorities Management Regulations; and Port Authorities Operating Regulations.
Consistent Uses: The information may be used or disclosed for the following
purposes: enforcement and safety. There are no new consistent uses. Aggregate information may be shared with Transport Canada; aggregate information may be shared with an auditor for mandatory annual audits. Other: Information is used or
disclosed for mandatory auditing purposes.
Retention and Disposal Standards: Records
are retained for ten years and then
transferred to Library and Archives Canada.
Related Class of Record Number: PAPA TFF 015
The responsibilities of the Property and Community Relations
are
to review and maintain
awareness of land development opportunities.
It is responsible to review and address
property issues; and to administer the leasing, permitting
and licensing of tenants and activities along the Crown portion of Alberni Harbour. The Property and Community Relations manage over 100 lease and land exchange agreements, which generate upwards
of $500,000 in annual revenues. It manages foreshore leases on behalf of the Federal Crown and Province of British Columbia. The Port Authoritys primary log storage leasees include forestry sector corporations such as Western Forest Products and Island Timberlands, and Catalyst Paper. On the uplands fronting the Federal portion of the harbour, the Property and Community Relations
branch leases land and/or facilities to a variety of marine related businesses. In addition to property management, the Property and Community Relations is responsible for creating and implementing a Community
Relations Strategy to support
the Port in better communicating the highlights of its
operations and initiatives to the public and to expand and diversify its business while fulfilling its operational mandate.
Description: Information consisting of documents, reports and correspondence relating to the development of land, and property issues along the Crown portion of Alberni Harbour,
as well as community relations
strategies and correspondence to the public relating
to program operations
and initiatives.
Document types: Information consisting of land development proposals, lease agreements, licenses, plans, procedures, policies,
financial reports, budgets, statistical reports, community relations
reports, and strategies.
Record Number: PAPA PRO 020
Description: Information is held on the property that is managed by the Authority
and
tenants.
Class of Individuals: General public.
Purpose: These files document property transactions
between Her Majesty, Port Alberni Port Authority and general public such as leases, agreement, sale,
exchange or purchase of lands.
Consistent Uses: The information in these files is used to document the decision process in property matters.
Retention and Disposal Standards: Records are retained for an indeterminate period.
RDA Number: Under development Related Record Number: PAPA PRO 020 TBS Registration: 005031
Bank Number: PAPA PPU 015
Internal Services are groups of related
activities and resources that are administered to
support the needs of programs and other corporate obligations
of an organization. These groups are: Management and Oversight Services; Communications Services; Legal Services; Human Resources Management Services; Financial Management Services; Information Management Services; Information Technology Services; Real Property Services; Materiel Services; Acquisition Services; and Travel and Other Administrative Services. Internal Services include only those activities and resources that apply across an
organization and not to those provided specifically to a program.
ACQUISITIONS
Acquisition Services involve activities undertaken to acquire a good or service to fulfil a properly completed request (including a complete and accurate definition of requirements
and
certification that funds are available) until entering into or amending a contract.
➢ Procurement and Contracting
·
Professional Services Contracts
COMMUNICATIONS SERVICES
Communications Services involve activities undertaken to ensure that Government of
Canada communications are effectively managed, well coordinated and responsive to the diverse information
needs of the public. The communications management function
ensures that the public internal or external receives government information, and that the views and concerns of the public are taken into account
in the planning, management and evaluation of policies,
programs, services and initiatives.
➢ Communications
·
Internal Communications
FINANCIAL
MANAGEMENT
Financial Management Services involve activities undertaken to ensure the prudent use of public resources, including planning, budgeting, accounting, reporting, control and oversight, analysis,
decision support and advice, and financial systems.
➢ Financial Management
➢ Accounts payable
➢ Accounts receivable
➢ Acquisition Cards
Human Resources Management Services involve activities undertaken for determining
strategic direction, allocating resources among services and processes, as well as activities relating
to analyzing exposure to risk and determining appropriate countermeasures. They ensure
that the service operations and programs of the federal government comply with applicable laws, regulations, policies, and/or plans.
➢ Awards (Pride and Recognition)
·
Recognition Program
➢ Classification
of Positions
·
Staffing
➢ Compensation and Benefits
·
Attendance and leave
·
Pay and Benefits
➢ Employment Equity and Diversity
·
Employment Equity and Diversity
➢ Hospitality
·
Hospitality
➢ Human Resources Planning
·
Human Resources Planning
➢ Labour Relations
·
Canadian Human Rights Act
Complaints
·
Discipline
·
Grievances
·
Harassment
·
Internal Disclosure of Wrongdoing in the Workplace
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Values and Ethics Code for the Public Service
➢ Occupational Health and Safety
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Employee Assistance
·
Harassment
·
Occupational Health and Safety
·
Vehicle, Ship, Boat and Aircraft Accidents
➢ Official
Languages
·
Official Languages
➢ Performance Management Reviews
·
Discipline
·
Performance Management Reviews
➢ Recruitment and Staffing
·
Applications for Employment
·
Employee Personnel Record
·
EX Talent Management
·
Personnel Security Screening
·
Staffing
·
Values and Ethics Code for the Public Service
➢ Relocation
·
Relocation
➢ Training and Development
·
Training and Development
INFORMATION MANAGEMENT
Information Management Services involve activities undertaken to achieve efficient and effective
information management to support
program and service delivery; foster
informed decision making; facilitate accountability, transparency, and collaboration; and
preserve and ensure access to information and records
for the benefit of present and future generations.
➢ Information Management
INFORMATION TECHNOLOGY
Information Technology Services involve activities undertaken to achieve efficient and
effective use of information technology to support government priorities and program delivery, to increase productivity, and to enhance services to the public.
➢ Information Technology
·
Electronic Network Monitoring
LEGAL SERVICES
Legal services involve activities undertaken to enable government departments and agencies to pursue
policy, program and service delivery priorities and objectives within a legally sound framework.
➢ Legal Services
MANAGEMENT AND OVERSIGHT SERVICES
Management and Oversight Services involve activities undertaken for determining
strategic direction, and allocating resources among services and processes, as well as those activities related to analyzing exposure
to risk and determining appropriate countermeasures. They ensure
that the service operations and programs of the federal government comply with applicable laws, regulations, policies, and/or plans.
➢ Cooperation and Liaison
·
Lobbying Act Requirements
·
Outreach Activities
➢ Executive Services
·
Executive Correspondence
➢ Internal Audit and Evaluation
·
Evaluation
·
Internal Audit
➢ Planning and Reporting
MATERIAL
Materiel Services involve activities undertaken to ensure that materiel can be managed by departments in a sustainable and financially responsible manner that supports the cost-
effective and efficient delivery of government programs.
➢ Material Management
·
Vehicle, Ship, Boat and Aircraft Accidents
Real Property Services involve activities undertaken to ensure real property is managed
in
a sustainable and financially responsible manner, throughout its life cycle, to support the cost-effective
and efficient
delivery of government programs.
➢ Real Property Management
·
Real Property Management
TRAVEL AND OTHER ADMINISTRATIVE SERVICES
Travel and Other Administrative Services include Government of Canada (GC) travel services, as well as those other internal services that do not smoothly fit with any of the internal services categories.
➢ Access to Information and Privacy
·
Access to Information and Privacy Requests
➢ Administrative Services
·
Parking
➢ Boards, Committees and Councils
·
Governor in Council Appointments
·
Members of Boards, Committees and Councils
➢ Business Continuity Planning
·
Business Continuity Planning
➢ Disclosure to Investigative Bodies
·
Disclosure
to Investigative Bodies
➢ Security
·
Identification and Building-Pass Cards
·
Internal Disclosure of Wrongdoing in the Workplace
·
Personnel Security Screening
·
Security Incidents
·
Security Video Surveillance and Temporary Visitor Access Control Logs and Building Passes
➢ Travel
·
Travel
In the course of conducting the programs and activities of Port Alberni Port Authority,
categories of personal information may be accumulated which are not contained in the specific personal information banks described above. Such personal information includes
expressions of public support, offers of services, and complaints. This information is stored as part of the general subject files where records are not normally retrieved by name of the individual or other personal identifiers.
Personal information is normally retrievable only if specifics are provided concerning the subject matter, the related program activity,
and
the approximate date on which Port Alberni Port Authority would have received the information. The retention periods for
these classes of personal information are controlled by the Records Retention Schedules for
the general subject files in which they are stored.
·
Emergency Procedures Manual
The Government of Canada encourages the release of information through
requests outside of the ATIP process. You may wish to consult Port Alberni Port
Authoritys completed Access to Information (ATI) summaries and open data (where
applicable) here. To make an informal
request, contact:
Dianna Stubbs
Access to
Information & Privacy Coordinator
Telephone: 250-723-5312
Facsimile: 250-723-1114
E-mail: [email protected]
Port Alberni Port Authority conducts Privacy Impact Assessments (PIAs) to
ensure that privacy implications will be appropriately identified, assessed and
resolved before a new or substantially modified program or activity involving
personal information is implemented. Summaries of completed PIAs (if any) are
available here.
Please see the Introduction to this publication for
information on formal access procedures under the provisions of the Access
to Information Act and the Privacy Act. The following outlines
how to make a formal ATIP request.
Please note: Each request made to the Port Alberni Port Authority under the Access to Information Act
must be accompanied by an application fee of $5.00,
cheque or money
order, made payable to the Port Alberni Port Authority.
For additional information about the programs and activities of the Port Alberni Port Authority, please contact:
2750
Harbour Road
Port
Alberni, British Columbia V9Y 7X2
Telephone: 250-723-5312
Facsimile: 250-723-1114
E-mail: [email protected]
Website: www.portalberniportauthority.ca
In
accordance with the Access to Information Act, and Privacy Act, an area on the premises will be made available should you wish to review materials on site. The address is:
2750
Harbour Road
Port
Alberni, British Columbia V9Y 7X2