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Finance Department
Report
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Report To: General Government DG3ODLJ'tBRSPVV Committee
Date of Meeting: December 10, 2018
Report Number: FND-016-18
File Number:
Resolution: JC -055-18, JC -056-18
By-law Number:
Report Subject: SERVICE FEE AMENDMENTS
Recommendations:
1. That Report FND-016-18 be received;
2. That the recommended changes to service fees addressed in Report FND-016-18 be
approved; and
3. That the By-law attached to Report FND-016-18 be approved.
Municipality of Clarington
Resort FND-016-18
Report Overview
Paae 2
This report has been prepared to present recommendations on rates and fees charged by
the Finance Department for information and services and to obtain Council's approval to
amend By-law 96-32.
1. Background
1.1 The Finance Department completed a service fee review in 2017, creating a number of
changes effective January 1, 2018. Over the course of 2018, a number of concerns were
brought forward.
2. Proposed Addition
2.1 The service fee for dishonoured payments was inadvertently removed from Schedule "F"
attached to By-law 2017-098 effective January 1, 2018. This service fee is currently
charged by other departments at a rate of $35.00. It is recommended this fee be
reinstated effective January 1, 2019.
3. Proposed Changes to Existing Fees
Tax Certificate Rush Service
3.1 Effective January 1, 2018, a new Tax Certificate Rush Service was added which
guarantees a Tax Certificate be prepared on the same day. It is recommended to remove
the wording "same day". The removal of "same day" will allow flexibility to process
certificates once a day instead of multiple times throughout the day, and time for
processing on days when staff are away. Our procedure will be to process all Rush Tax
Certificates within 24 to 48 hours.
Collection Letter/Notice
3.2 Currently a service fee of $25.00 is added for a collection letter/notice for all accounts that
have outstanding taxes two years or greater. It is recommended that this fee be changed
to be fair and consistent for all taxpayers receiving a collection notice. It is recommended
that a service fee of $5.00 be implemented to all accounts that receive a notification
regardless of the tax year in which taxes are outstanding. This will help recover the costs
of printing and postage.
3.3 Notification of outstanding taxes are currently mailed three times a year March, July and
October.
Municipality of Clarington
Report FND-016-18 Page 3
3.4 A survey completed by the Town of Ajax in mid -2018, shows the service fees for
collection letters for neighboring municipalities. This service fee is also common for
municipalities outside the Durham Region.
Service
Ajax
Whitby
Pickering
Oshawa
Clarington
Collection Letter
N/A
N/A
5.00
5.00
$25.00 (Min.
2 years of
arrears)
4. Concurrence
Not applicable
5. Conclusion
5.1 It is respectfully recommended that Council approve the attached By-law and Finance
Department — Schedule 'F" to By-law #96-32 for rates and fees to come into effect on
January 1, 2019.
6. Strategic Plan Application
Not applicable
5�;
Submitted by.
Trevor Pinn, B.Com, CPA, CA
Deputy Treasurer
Reviewed by:
Andrew C. Allison, B. Comm, LL.B
CAO
Staff Contact: Jessica James, Tax Collector, 905-623-3379 ext 2609 orjjames@clarington.net
Attachment:
Attachment 1 - By-law to amend service fees
There are no interested parties to be notified of Council's decision.
Attachment 1 to
Report FND-016-18
The Corporation of the Municipality of Clarington
By-law Number 2018 -
Being a by-law to amend By-law 96-32 to
require the payment of fees for information and services
Whereas at its meeting held on December 17, 2018, the Council approved the
recommendations contained in Report
Now therefore the Council of the Corporation of the Municipality of Clarington
enacts as follows:
1. That By-law 96-32 be amended by deleting Schedule "F" and replacing it with
attached Schedule "F"; and
2. That this By-law shall come into effect January 1, 2019.
By -Law passed in open session this 17th day of December, 2018
Adrian Foster, Mayor
C. Anne Greentree, Clerk
SCHEDULE "F" to By-law #96-32
Finance Department - Schedule of Rates & Fees
Effective January
1, 2019
Tax Certificate
$65.00
Tax Certificate — Rush Service
$75.00
Tax Receipts/Letters
$10.00
Statement of Account
$10.00
Refund of incorrect payment by Lawyers, Mortgage Companies
$40.00
Electronic Payment Correction- First at no charge for resident only
$25.00
Reprint Tax Bill, PASP Letter, Adjustment, Apportionment Notification,
etc
$10.00
Change of Ownership Fee
$30.00
New Tax Account Set-up Fee
$50.00
Research/Archival Fee (Per hr.- 1 hr. minimum charge)
$30.00
Post Dated Cheque Removal or Date Change
$25.00
Mortgage Company Information (per roll)
$10.00
Addition to tax roll eg. Region Water/Sewer Lien, POA Arrears,
Development Charge etc.
$25.00
Collection Letter/Notice
$5.00
Dishonoured Payments (Pre -authorized payments/cheques)
$35.00
SCHEDULE "F" to By-law #96-32
Finance Department - Schedule of Rates & Fees
Effective January
1, 2018
Tax Certificate
$65.00
Tax Certificate — Rush Service - Same Day
$85.00
Tax Receipts/Letters
$10.00
Statement of Account
$10.00
Refund of incorrect payment by Lawyers, Mortgage Companies
$40.00
Electronic Payment Correction- First at no charge for resident only
$40.00
Reprint Tax Bill, PASP Letter, Adjustment, Apportionment Notification,
etc
$10.00
Change of Ownership Fee
$30.00
New Tax Account Set-up Fee
$50.00
Research/Archival Fee (Per hr.- 1 hr. minimum charge)
$30.00
Post Dated Cheque Removal or Date Change
$25.00
Mortgage Company Information (per roll)
$10.00
Addition to tax roll eg. Region Water/Sewer Lien, POA Arrears,
Development Charge etc.
$25.00
Collection Letter/Notice
$25.00
Comparison of Fees for Service
Ajax
Whitby
Pickering
Oshawa
Clarington
Tax Certificate
$65.00
$65.00
$65.00
$65.00
$60.00
Tax Certificate - Rush Service
$65.00
$65.00
$85.00
$65.00
$60.00
Tax Receipts/Letters
$10.00
$10.00
$10.00
$10.00
$7.00
Statement of Account
$10.00
$10.00
$10.00
$10.00
$7.00
Refund of incorrect payment by Lawyers, Mortgage
Companies
$45.00
$40.00
$45.00
$0.00
$33.33
Electronic Payment Correction- First at no charge for
resident only
$45.00
$40.00
$46.00
$35.00
$0.00
Reprint Tax Bill, PASP Letter, Adjustment, Apportionment
Notification, etc
$10.00
$10.00
$10.00
$10.00
$7.00
Change of Ownership Fee
$35.00
$25.00
$32.50
$15.00
$25.00
New Tax Account Set-up Fee
$50.00
$50.00
$50.00
$50.00
$25.00
Research/Archival Fee (Per hr.- 1 hr. minimum charge)
$30.00
$0.00
$30.00
$0.00
$30.00
Post Dated Cheque Removal or Date Change
$25.00
$20.00
$46.00
$0.00
$25.00
Mortgage Company Information (per roll)
$10.00
$10.00
$12.50
$10.00
$10.00
Addition to tax roll eg. Region Water/Sewer Lien, POA
Arrears, Development Charge etc.
$25.00
$25.00
$25.00
$30.00
$25.00
Collection Letter/Notice
$0.001
$0.001
$35.001
$0.00
$25.00