Info Source
Sources of Federal Government and Employee Information
Nanaimo Port Authority

1. General Information

Background

The Port of Nanaimo is the largest public cargo Port on Vancouver Island and cargo activities have been undertaken here for over one hundred years. The Nanaimo Harbour Commission was created in 1961 and the Port was continued as the Nanaimo Port Authority pursuant to the Canada Marine Act which received Royal Assent on the 11th day of June 1998. The Canada Marine Act created 18 Port Authorities with their own Letters Patent and responsible to Parliament through Transport Canada.

Responsibilities

The role of the Port is to facilitate and expand movement of cargo and passengers through the Port of Nanaimo, provide facilities, services and technologies that are competitive, safe, commercially variable, dependable and customer oriented and to operate with broad public support in the best interests of Canadians.

2. Institutional Functions, Programs and Activities

Board of Directors

Three levels of government, Federal, Provincial, and Municipal, each appoint an individual to the Nanaimo Port Authority Board of Directors. The Federal Transport Minister, on the recommendation of the Port users, appoints the four other Directors. The Board elects a Chairperson from among their number.

President and CEO

The President and Chief Executive Officer of the Nanaimo Port Authority is the Head of the Institution for the purposes of the Access to Information Act and exercises all the powers and responsibilities pertaining to this function under the Act in question.

Finance and Administration

This department consists of Accounting, Administration, Human Resources, Finance and Information Services.

Operations

This department consists of Marine Operations, Terminal Operations, Security, and Emergency Planning.

Properties

This department consists of Property Administration and Maintenance.

Business Development and Marketing

This department consists of Business Development, Community Relations and Promotion.


Information Holdings

  • Cargo Handling

Description: Information relating to storage, transfer, cargo, commodities, transportation and related subjects.

Document Types:
Manifests, statistical reports, general correspondence.

Record Number:
NANPA CAR025
 

  • Engineering

Description: Information relating to buildings management, equipment and vehicles, maintenance of facilities and structures, projects design and construction, and utilities.

Document Types:
Specifications, standards, contracts, licenses, agreements, tenders, maps, charts and general correspondence.

Record Number:
NANPA ENG 030
 

  • Environmental

Description: Information relating to environmental assessment reports, issues and projects.

Document Types:
Environmental projects, audits, issues.

Record Number:
NANPA ENV 035
 

  • Harbour Operations

Description: Information relating to traffic, vessels, seaplanes, safety, emergency planning and related activities.

Document Types:
Incidents, anchorage, navigation, moorage, berthage, emergency plan, security plan, recreation, dangerous goods, events, permits, and general correspondence.

Record Number:
NANPA HOP 005


EVENTS – Bank number: NANPA PPU 020

Description: This bank describes information that is related to applications for holding events in the harbor and on Port property such as regattas, races and other recreational or commercial events. Personal information may include: Name, signature, organization responsible for the event, contract information, and accompanying certificate of insurance.

Class of Individuals: General Public.

Purpose: Personal information is used to provide navigational or safety assistance for the activity, billing purposes , processing potential insurance claims.

Consistent Uses: The information may be used or disclosed for the following purposes: reporting to senior management, evaluation. Information may be shared with Transport Canada refer to personal information bank Marine Occurrences and Hazardous Occurrences – DOT PPU 048. Information may be shared with Transportation Safety Board of Canada refer to personal information bank Investigation Files – Marine, Rail, Pipeline, Air – TSB PPU 005. Information may be shared with local, provincial, federal authorities in the event of an incident. Information may be shared with insurance companies. With consent, some information may be published on the Nanaimo Port Authority website.

Retention and Disposal Standards: Under development.

RDA Number: Under development.

Related Record Number: NANPA HOP 005, NANPA PRO 015

TBS Registration: 20091608

Bank Number: NANPA PPU 020


MARINA CUSTOMERS – Bank Number: NANPA PPU 015

Description: This bank describes information related to individuals who rent moorage space in the Commercial Inlet Basin and the W.E. Mills Landing and Marina. Personal information may include: name, contact information, information about the individual’s vessel and credit information.

Class of Individuals: General Public.

Purpose: Personal Information is used to reserve dock space, document moorage agreements, provide services, billing and obtain customer feedback.

Consistent Uses: The information may be used or disclosed for the following purposes: enforcement, safety, inventory of moorage space, reporting to senior management, evaluation. With consent, information may be used for mailing list purposes. Information may be shared within the institution to validate water lot lease number for use of private mooring buoys refer to personal information bank Private Mooring Buoy Permit – NANPA PPU 030.

Retention and Disposal Standards: Under development.

RDA Number: Under development.

Related Record Number: NANPA HOP 005

TBS Registration: 20091607

Bank Number: NANPA PPU 015


PRIVATE MOOORING BUOY PERMIT – Bank number: NANPA PPU 030

Description: This bank describes information that is about individuals requesting the authorization to place and use a private mooring buoy on the premises of Port of Nanaimo. The personal information may include name, contact information, signature, position of the buoy, water lot lease of license number, and intended use of the buoy.

Class of Individuals: Applicants for a private mooring buoy permit.

Purpose: The personal information is used to administer the use of private mooring buoys.

Consistent Uses: The information may be used or disclosed for the following purposes: inventory of private mooring buoys and their position, reporting to senior management, safety and evaluation. Information is used or disclosed for mailing list purposes. Information may be shared with the Marina to validate water lot lease number referred to the personal information bank Marina Customers – NANPA PPU 015.

Retention and Disposal Standards: Under development.

RDA Number: Under development.

Related Record Number: NANPA HOP 005

TBS Registration: 20091610

Bank Number: NANPA PPU 030


WELDING AND BURNING PERMIT – Bank Number: NANPA PPU 025

Description: This bank describes information that is related to individuals who apply for a Welding and Burning Permit in the Port of Nanaimo. The personal information may include: name of applicant and ship, ship’s local agency, location of ship, details of job, time of job, names and signatures of Welder and Ship Official.

Class of Individuals: Applicants for a welding and burning permit.

Purpose: The personal information is used to issue Welding and Burning Permits and for contact information purposes.

Consistent Uses: The information may be used or disclosed for the following purposes: enforcement, safety, reporting to senior management, evaluation.
Retention and Disposal Standards: Under development.

RDA Number: Under development.

TBS Registration: 20091609

Bank Number: NANPA PPU 025
 

  • Port Development

Description: Information relating to future planning and policy development and growth through capital projects.

Document Types: Land use plan, business plan, contracts, proposals, marine charts, permits and general correspondence.

Record Number: NANPA PTD 045
 

  • Property

Description: Information relating to administration of Port properties, leases, licenses, easements, events, title search, acquisitions and disposal of property.

Document Types: Payments in lieu of taxes, insurance, appraisals, agreements, title information

Record Number: NANPA PRO 015


EVENTS – Bank Number: NANPA PPU 020

Description: This bank describes information that is related to applications for holding events in the harbor and on Port property such as regattas, races and other recreational or commercial events. Personal information may include: name, signature, organization responsible for the event, contact information, and accompanying certificate of insurance.

Class of Individuals: General public.

Purpose: Personal information is used to provide navigational or safety assistance for the activity, billing purposes, processing potential insurance claims.

Consistent Uses: The information may be used or disclosed for the following purposes: reporting to senior management, evaluation. Information may be shared with Transport Canada refer to personal information bank Marina Occurrences and Hazardous Occurrences – DOT PPU 048. Information may be shared with Transportation Safety Board of Canada refer to personal information bank Investigation Files – Marine, Rail, Pipeline, Air – TSB PPU 005. Information may be shared with local, provincial, federal authorities in the event of an incident. Information may be shared with insurance companies. With consent, some information may be published on the Nanaimo Port Authority Website.

Retention and Disposal Standards: Under development.

RDA Number: Under development.

Related Record Number: NANPA HOP 005, NANPA PRO 015

TBS Registration: 20091608

Bank Number: NANPA PPU 020
 

  • Security

Description: Information relating to security systems, incidents and investigations.

Document Types: Security service, terminals security, investigation and incidents reports.

Record Number: NANPA SEC 050

  • Terminal Operations

Description: Information relating to cargo, passenger and cruise ship operations.

Document Types: Canada Customs, cargo terminals, cruise terminals, operators.

Record Number: NANPA TOP 010

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; Communication Services; Legal Services; Human Resources Management Services; Financial Management Services; Information Management Services; Information Technology Services; Real Property Services; Material 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.

  • Real Property Management (COR)
    • Real Property Management (PIB)

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 regulations, policies, and/or plans.

  • Compensation and Benefits
    • Attendance and Leave
    • Pay and Benefits 
  • Human Resources Planning (COR)
    • Human Resources Planning (PIB) 
  • Labour Relations
    • Grievances
    • Harrassment
    • Values and Ethics Code for the Public Service 
  • Occupational Health and Safety (COR)
    • Harassment
    • Occupational Health and Safety (PIB) 
  • Official Languages (COR)
    • Official Languages (PIB) 
  • Performance Management Reviews (COR)
    • Performance Management Reviews (PIB) 
  • Recruitment and Staffing
    • Applications for Employment
    • Employee Personnel Record
    • Values and Ethics Code for the Public Service

Legal Services

Legal services involve activities undertaken to enable institutions to pursue policy, program and service delivery priorities and objectives within a legally sound framework.

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 (COR)
    • Access to Information and Privacy (PIB) 
  • Boards, Committees and Councils
    • Members of Boards, Committees and Councils 
  • Security
    • Security Video Surveillance and Temporary Visitor Access Control Logs and Building Passes


Classes of Personal Information

In the course of conducting the programs and activities of the Port, categories of personal information may be accumulated which are not contained in the specific information banks described above. Such personal information includes: request for information, 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 individual or other identifier.

This form of personal information is normally retrievable only if specifics are provided concerning the subject matter, related program activity, as well as the date the information was received by the Nanaimo Port Authority and the name of the person to whom it was addressed. The retention periods for these types of personal information are controlled by the records disposal schedules of the general subject files in which they are stored.

Manuals

  • Emergency Procedures Manual
  • Harbour Master’s Practices and Procedures

3. Additional Information

Please see the Introduction to this publication at www.infosource.gc.ca for information on access procedures under the provisions of the Access to Information Act and the Privacy Act.

Each request made to the Nanaimo 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 Nanaimo Port Authority.

For additional information about the programs and activities of the Nanaimo Port Authority, please contact:

PO Box 131
100 Port Drive
Nanaimo, British Columbia V9R 5K4
Telephone: 250-753-4146
Facsimilie: 250-753-4899
E-mail: info@npa.ca
Internet: www.npa.ca

Reading Room
In accordance with the Access to Information Act, an area on the premises of this institution has been designated as a public reading room. The address is:

PO Box 131
100 Port Drive
Nanaimo, British Columbia V9R 5K4