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THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
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REPORT
Meeting:
GENERAL PURPOSE AND ADMINISTRATION COMMITTE~ile # .Pi () cy - CO
Res. # c> en - 11',3 - <jc:/
Date:
FEBRUARY 16, 1998
By-Law #
Report #:
CS-02-98
File #:
Subject:
REFUND POLICY
Recommendations:
It is respectfully recommended that the General Purpose and Administration
Committee recommend to Council the following:
1. THAT Report CS-02-98 be received;
2. THAT Council approve the revised refund policy Attachment #2 to Report
CS-02-98; and
3. THAT the revised refund policy be implemented effective March 1, 1998.
1.0 BACKGROUND
1.1 The Municipality of Clarington presently has a refund policy (Attachment #1), in place
since 1983 which authorizes Community Services to charge a ten dollar ($10.00) service
fee to all applicants who are requesting a refund for other than medical reasons. A
reduced service fee of five dollars ($5.00) is charged for cancellations due to medical
reasons when accompanied by a medical note. Any cancellations made by the
Community Services Department are not charged a cancellation fee.
1.2 As each refund requires staff time in processing the various refunds and issuing
cheques, it is the intention that the time spent for processing be recovered through a
structured cancellation fee. The Community Services Department continues to process
large numbers of refunds, approximately one hundred and forty-one (141) in 1996 and
one hundred and seventy (170) in 1997.
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RECVCLEO~PAPIER...
PAPER \tJ:1 RECYCLE
THIS IS PRINTEDOO RECVCLED PAPER
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RRPORT C:S-02-9R - 2 - FRRRlTARV 16, 199R
Thirty-two (32) refunds were for medical reasons, one hundred and eleven (111) were
Department cancellations due to lack of registrations and one hundred and sixty-eight
(168) were for other reasons.
1.3 Recently, patrons have brought our attention to the fact that the medical profession
charges in the range of five dollars ($5.00) to twenty-five dollars ($25.00) to obtain a
medical note, prompting staff to review the current policy.
1.4 In assessing the situation staff acknowledge that the cancellation fee for medical reasons
in addition to the fee charged for a medical note could be significantly higher than the
standard $10.00 cancellation for other than medical reasons.
1.5 Subsequently, staff is recommending to delete the medical cancellation fee and initiate
a standard $10.00 fee for all program refunds not initiated by the department.
1.6 Attachment #2 is provided as the recommended revised refund policy effective March
1, 1998.
Respectfully submitted,
Reviewed by,
~
h P. Caruana, Director
unity Services Department
w. H. Stockwell,
Chief Administrative Officer
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Attachments
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ATIACHMENT #1
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ATIACHMENT #1
REFUND POLICY
Resolution #GPA-I05-83
"THAT any applicant to a Community Services Department program wishing to cancel
registration in a program shall be charged a cancellation fee of $10.00. If the cancellation is
for medical reasons, then a cancellation fee of $5.00 shall apply."
GUIDELINES
1. All requests for cancellation and/or refund must be received in writing by the
Community Services Department.
2. Cancellation/refund requests for medical reasons must be accompanied by a
medical note.
3. All cancellation/refund requests will be pro-rated to the date that they are
received by the Community Services Department.
4. Cancellation/refund requests received after the completion of the program's
second class will not be processed except for medical reasons (Doctor's note
must be submitted with request).
5 In the case of the Community Services Department cancelling a program, all
registered participants will receive a full refund or an alternate choice. If the
alternate class is not suitable, a full refund will be issued.
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ATTACHMENT #2
REVISED REFUND POLICY (EFFECTIVE MARCH 1, 1998)
"THAT any applicant to a Community Services Department program wishing to cancel
registration in a program shall be charged a cancellation fee of $10.00."
GUIDELINES
1. All requests for cancellation and/or refund must be received in writing by the
Community Services Department.
2. Any cancellation/refund requests will be pro-rated to the date that they are
received by the Community Services Department.
3. Cancellation/refund requests received after the completion of the second class
will not be processed except for medical reasons. Medical refund requests will
be assessed on an individual basis.
4. In the case of the Community Services Department cancelling a program, all
registered participants will receive a full refund or an alternate choice. If the
alternate class is not suitable, a full refund will be issued.
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