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HomeMy WebLinkAboutCLK 08-14 Report to Ctso0 Council Report Number: CLK 08-14 PICKERING Date: December 15, 2014 From: Paul Bigioni Director, Corporate Services & City Solicitor Subject: Council Appointments to Committees - Re: Policy Creation Recommendation: 1. That the Council Appointments to Committees Policy as set out in Attachment#1, be approved. Executive Summary: Appointments to Boards and Committees and for the position of Deputy Mayor are made by By-law or Resolution of Council in accordance with the Municipal Act, 2001, s.242. In order to clearly identify how the appointment process should be completed, it is recommended that the Policy as set out in Attachment No.1 be approved. Financial Implications: There are no financial implications. Discussion: The City of Pickering follows the Municipal Act, 2001 by making appointments to Boards and Committees through a By-law or a Resolution of Council. Historically, Council appointments to Boards and Committees and the appointment of an Acting Mayor have been made at a Council meeting by a motion. The City of Pickering has not established a formal policy for these appointments. In order to clarify the process, create efficiencies and make the process more transparent, it is recommended that the attached Policy be approved by Council. The new policy would require that any Councillor who wants to sit on a Board or Committee must advise the City Clerk. The names of Councillors seeking appointments would then be noted in a report to Council so that their interest in the position is clearly noted prior to the appointments being made. At a meeting of Council, a vote would be taken on the names that are listed. Listed Councillors receiving the highest number of votes would then be appointed to the relevant Boards and Committees. 56 Report CLK 08-14 December 15, 2014 Subject: Council Appointments to Committees Page 2 It is also recommended that, the City adopt the prior practice of appointing the Regional Councillors as Acting Mayor, with each Regional Councillor being appointed to the Acting Mayor position for a 16 month period, beginning with the Regional Councillor for Ward 1, then 2 and 3, and that the Acting Mayor position be referred to as "Deputy Mayor". In the event that the Mayor or Deputy Mayor cannot attend an event, then the City Councillor in the Ward where the event is taking place shall be asked to represent the City as Acting Mayor. If that Councillor is not available, then the Mayor will select another Councillor to attend the event as Acting Mayor. Acting Mayor will be the title of any other Councillor selected to represent the Mayor or Deputy Mayor at an event. If the Mayor or Deputy Mayor is absent or refuses to act during a Council Meeting, then the Procedural By-law will determine how the Meeting is conducted in his/her absence. • Attachments: 1. Draft Policy Regarding Council Appointments to Committees Prepared By: Approv,• ndorsed By: Debbie Shields Paul Bigioni Clerk .Director, C.rp•r. - Services & City Solicitor DS:Ir Recommended for the consideration of Pickering City Council Cd°4/da 8, z014 Tony Prevedel, P.Eng. Chief Administrative Officer CORP0227-07/01 revised 57 City o¢ arACtiMENT TO PORT C L K n3-iq Cit Policy PICKERING Policy Title: Policy Number: Council Appointments to Committees ADM Reference: Date Originated: Date Revised: Municipal Act December 15, 2014 Procedural By-law ADM 040— Boards & Committees of Council Approval: Chief Administrative Officer Point of Contact: City Clerk Policy Objective The purpose of this policy is to establish a process for the appointments of Members of Council as Acting Mayor and to Boards and Advisory Committees of Council, external bodies, local boards not established by Council and internal working groups of an administrative nature. This policy supplements the Municipal Act, 2001,the City of Pickering's Procedural By- law and the City of Pickering's Boards and Committees Policy. Index 01 Definitions 02 General 03 Appointment Process for Acting Mayor, 04 Appointment Process for Committees 01 Definitions: 01.01 Acting Mayor— means the Councillor who has been selected to act in the Mayor or Deputy Mayor's place at events where the Mayor or Deputy Mayor cannot attend. 01.02 Committee— means any Board, any Advisory Committee of Council, any external body or local board not established by Council and any internal working group of an administrative nature. . 01.03 Councillor— means any Member of Council, excluding the Mayor. 58 01.04 Deputy Mayor- means the Regional Councillor who has been appointed to act in the Mayor's place when he/she is absent from the municipality or an event, absent through illness or when the office of the Mayor is vacant. 01.05 Member of Council —means the Mayor and any Councillor. 02 General: 02.01 At the beginning of each term of office, and when vacancies occur on any Committee, Council appointments are required. 02.02 At the beginning of each term of office, Council is required to appoint a Deputy Mayor to represent the Mayor when the Mayor is absent from the municipality or an event, absent through illness or when the Office of Mayor is vacant. 02.03 The City of Pickering follows the Municipal Act, 2001, s. 242 for the process of making appointments by means of a by-law or a resolution of Council. The purpose of this Policy is to provide an efficient and transparent process to be followed for Council appointments. 03 Appointment Process for Deputy Mayor: 03.01 Only Regional Councillors will be appointed as Deputy Mayor. 03.02 Each Regional Councillor will be appointed as Deputy Mayor for a term of 16 months beginning with Regional Councillor, Ward 1, then Regional Councillor,Ward 2 and then Regional Councillor,Ward 3. 03.03 In the event that the Mayor or Deputy Mayor cannot attend an event, then the City Councillor in the Ward where the event is taking place shall be asked to represent the City as Acting Mayor. If that Councillor is not available, than the Mayor will select another Councillor to attend the event as Acting Mayor.. 03.04 If the Mayor or Deputy Mayor is absent or refuses to act during a Council Meeting, then the Procedural By-law will determine how the Meeting is conducted in his/her absence. 04 Appointment Process for Committees: 04.01 At the beginning of each term of office, or when a vacancy occurs, the City Clerk will advise all Members of Council in writing of all Committees at which Council representation is required, with a deadline date for submissions of interest. Policy Title: Appointment Policy for Council Appointments Page 2 of 3 • PQlj�y Number: ADM 04.02 Prior to the deadline date, Members of Council must advise the City Clerk in writing of any Committees to which they are interested in being appointed. 04.03 Submissions of interest received by the City Clerk after the deadline date will only be accepted upon a motion, duly moved, seconded and carried at a Council Meeting to add the name(s). 04.04 The City Clerk will present a Report to Council listing each Committee requiring Council representation together with the name(s) of.the Members of Council,interested in being appointed to the Committee. 04.05 At a Meeting of Council, votes will be taken for each Member of Council fisted for each Committee, and the highest number of votes will determine the Member(s) of Council appointed to each Committee. • _ • Policy Title: Appointment Policy for Council Appointments Page 3 of 3 Policy Number: ADM 60