Info Source

 

Sources of Federal Government and Employee

Information

2014

 

Port Alberni Port Authority

 

 

 

 

Table of Contents

 

Introduction to Info Source

 

General Information

·                  Background

·                  Responsibilities

 

Institutional Functions, Programs and Activities

·                  Classes of Personal Information

·                  Manuals

 

Additional Information

·                  Reading Room

 

 

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.

 

General Information

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 Canada’s 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 Authority’s area of jurisdiction; to maintain and ensure economic viability and stability of/for the Port Alberni Port Authority’s operations yet positively addressing the requirements and needs of the Port Alberni Port Authority’s customers and the community at large over a mid-level time frame.

 

Responsibilities

 

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.

 

Institutional Functions, Programs and Activities

TERMINAL OPERATIONS MANAGER

 

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.

 

Tariffs

 

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

 


 

·                  Terminal Operations

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.

RDA Number: Under development

Related Class of Record Number: PAPA TFF 015

TBS Registration: 20110293

Bank Number: PAPA PPU 015

 

PROPERTY AND COMMUNITY RELATIONS

 

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 Authority’s 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.

 

Property and Community Relations

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

·                  Property Services

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

 

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

·                  Public 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

 

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

·                  Values and Ethics Code for the Public Service

 

      Occupational Health and Safety

·                  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

 

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

 

Classes of Personal Information

 

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.

 

Manuals

·                  Emergency Procedures Manual

 

Additional Information

 

The Government of Canada encourages the release of information through requests outside of the ATIP process. You may wish to consult Port Alberni Port Authority’s 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: dstubbs@alberniport.ca

 

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: dstubbs@alberniport.ca

Website: www.portalberniportauthority.ca

 

Reading Room

 

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