HomeMy WebLinkAboutCLK 09-14 00 _= Report to Council
Report Number CLK 09-14
PICKERING Date: December 15, 2014
From: Paul Bigioni
Director, Corporate Services & City Solicitor
Subject: Review of Boards and Committees
File: A-1410
Recommendation:
1. That Report CLK 09-14 of the Director, Corporate Services & City Solicitor be
received;
2. That Policy ADM 040 for Boards and Advisory Committees, included as
Attachment#1 to this report be approved;
3. That the Advisory Committee on Diversity, Sustainable Pickering Advisory
• Committee and Waterfront Coordinating Committee be formally disbanded based
on project/mandate completion or amalgamation;
4. That a Cultural Advisory Committee be established as a formal advisory
committee as outlined in this report;
5. That the Boards and Advisory Committees of Council included as Attachment#2
in this report be formally reconfirmed;
6. That the existing appointees to the remaining Boards and Advisory Committees be
reconfirmed until January 31, 2015; and
7. That the City Clerk take the appropriate action to advertise for citizen
appointments to the Boards and Advisory Committees, that a report be brought
back to Council in January, 2015 listing all citizen applicants and that Council
appoint members to the Boards and Advisory Committees at its January, 2015
meeting.
Executive Summary: Under the Municipal Act, municipalities can authorize the
creation of various advisory committees to assist Council on specific matters. All
advisory committees are established and appointed by resolution of Council. At the
beginning of each term of Council a review of these Boards and Committees is
completed and appointments to the Committees are made.
Financial Implications: There are no financial implications.
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Report CLK 09-14 December 15, 2014
Subject: Review of Boards & Committees Page 2
Discussion:
In 2013, the City Clerk introduced a pilot program to facilitate and review City of
Pickering Advisory Boards and Committees. The review was undertaken to get a better
understanding of the strengths and weaknesses of the City's Committees. There is
always room for enhancements and opportunities to increase the effectiveness of the
City's Advisory Boards and Committees. The first initiative undertaken during the pilot
program was to replace the Chair and Vice Chair of each Committee with a Facilitator.
This move gave the Committee members more time to concentrate on their mandate
because they no longer had to be concerned with agenda production and Parliamentary
procedures. The Facilitator's purpose was to control the meeting more appropriately
and to keep Committee deliberations on track.
During the pilot program, staff observed a decrease in the length of time required for
Committee meetings. We found that information flow between the City and the
Committees was more efficient. The Facilitator and Staff representatives were able to
communicate with Committee members more quickly when not limited to monthly.
meetings through the Chair.
•
Throughout the pilot program the City Clerk, as Facilitator for most of the Committees in
the program, was able to review the mandate and work plans of the Committees. The
revised Boards and Advisory Committees Policy attached reflects changes that should
be considered by Council. The following is a summary, of those changes:
- Deletion of Chairs and Vice Chairs where not required by statutory authority or
Committee Terms of Reference and replacement with a City Staff Facilitator;
- Deletion of Council representation on Committees where not required by
statutory authority or Terms of Reference; and
- Clarification of processes and duties.
Also during the pilot program, the City Clerk noted that there were Committees that
have either completed their project/mandate or whose mandate is no longer justifiable
as the single purpose for a Committee. The City Clerk is recommending that the
Committees set out below be disbanded or amalgamated with other Committees. The
mandates of these Committees should be reviewed by staff in order to determine
whether the mandate should be revised or incorporated into one of the other
Committees. If at a later date staff feel the Committee should be reinstated then a
report to Council will be presented for information and approval.
Committees Being Recommended to be Disbanded and Reviewed
Advisory Committee on Diversity—Originally the name of the Committee was
the Advisory Committee on Race Relations & Equity and was established in
1990. The mandate of the Committee was to provide guidance and advice to the
community on matters involving race relations and equity and to promote the full
and equal access, opportunity and participation of all citizens in the social,
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Report CLK 09-14 December 15, 2014
Subject:. Review of Boards & Committees Page 3
cultural, economic and political affairs of the community and the City. Over the
years this Advisory Committee has contributed and recommended numerous
ideas and has fulfilled its mandate.
At the beginning of the 2010 —2014 term the name of this Committee, was
changed to the Advisory Committee on Diversity in order to reflect the
Committee's definition of diversity and the social changes over the years. The
Committee also conducted a review of its mandate and the outcome of that
review suggested that a broader concept of diversity should be embraced. To
this end, Staff recommend that this Committee be disbanded and that its
• mandate be rolled into a broader Cultural Advisory Committee.
Sustainable Pickering Advisory Committee - The Sustainable Pickering
Advisory Committee was endorsed by City Council to create, throughout the
entire municipal structure, a culture whereby all actions and programs could be
evaluated through the consideration of environmental, social and economic
factors. This Committee consists of three Members of Council. The mandate of
the Committee has effectively been met and it is recommended that this
Committee be disbanded at this time so that Staff can review the Committee's
mandate and the addition of citizen appointments.
Waterfront Coordinating Committee The Waterfront Coordinating Committee
was established to help coordinate the implementation of approved waterfront
projects, to provide technical advice and assistance on waterfront issues, to
provide assistance in finding waterfront funding sources and fundraising efforts.
Over the years, this Committee has reviewed and advised the City on waterfront
projects. In 2009, the City completed the Frenchman's Bay Stormwater
Management Plan and Council has also approved the Frenchman's Bay
Waterfront Master Plan with input from the Committee. Now that the Plans have
been approved and work is almost complete on the Harbour Entrance, a review
of this Committee's mandate should be undertaken. During the pilot project, the
City Clerk noted that the Committee's meetings usually consist of staff updates
on the ongoing work at Frenchman's Bay and events at the waterfront. Meetings
are not required on a regular basis and no new projects are currently being
reviewed. It is being recommended that this Committee be disbanded and that
staff continue to work towards implementing the projects and plans.
Addition of a Cultural Advisory Committee
The City of Pickering Cultural Strategic Plan, approved by Pickering Council on
June 16, 2014 as per resolution #247/14, sets a vision for the place of arts,
culture and heritage in the City and identifies strategic directions for policy,
investment, partnerships and programs for the next 10 years.
Pickering's Cultural Strategic Plan sets out six strategic directions:
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Report CLK 09-14 December 15, 2014
Subject: Review of Boards & Committees Page 4
1. broaden and deepen City leadership and investment
2. build a strong and collaborative cultural sector
3. strengthen culture led economic development
4. conserve and promote history and heritage
5. celebrate and support diversity and inclusion
6. culture opportunities for the creation, education and enjoyment of the arts
The Cultural Advisory Committee ("CAC") will assist City staff with the
implementation of the City of Pickering Cultural Strategic Plan. The CAC will
identify and coordinate opportunities for stakeholder and community engagement
and will provide expert community input on matters relating to the provision of
cultural services.
If approved, the new Cultural Advisory Committee will encompass a number of
strategies for the residents of Pickering and will be an important addition to the
Advisory Committee list. Terms of Reference regarding this Committee will be
introduced at a future meeting for Council approval.
In.order to facilitate the changes to the Boards and Advisory Committee of Council .
Policy and to prepare Terms of Reference for all Committees, it is being recommended
that the existing 2010 —2014 Committee appointments be extended until January 31,
2015 and that appointments to the 2014—2018 term be made in January 2015.
Attachments:
1. City Policy ADM 040 - Boards and Advisory Committees of Council
2. Reconfirmed Boards and Advisory Committees
Prepared By: App • ed/Endorsed By:
Debbie Shields Paul .i o
City Clerk Dire tor, Co porate Services & City Solicitor
PB:ds
Recommended for the consideration
of Pickering City Council
0,196,xide
T. io, zo'4
Tony Prevedel, P.Eng.
Chief Administrative Officer
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64
C;fl 4 ATTACH L"ENTiz ,,. —..' City Policy
PICKERING
Policy Title: Policy Number:
Boards &Advisory Committees of Council ADM 040
Reference: Date Originated: Date Revised:
Municipal Act and Procedural By-law November 10, 2008 December 13, 2010
Resolution #165/10
October 2012
December 15, 2014
Approval: Chief Administrative Officer Point of Contact: City Clerk
Policy Objective
The purpose of this policy is to identify a process for establishing Boards and Advisory
Committees of Council, requirements for maintaining and supporting their work, and the
coordination of the appointment and advertising process through the City Clerk. It
excludes external bodies and local boards not established by Council and internal,
working groups of an administrative nature.
This policy supplements the City of Pickering's Procedural By-law which applies to all
Boards and Advisory Committees, including staff liaisons.
Index
01 Definitions
02 Implementation Procedure—Classification of Boards and Advisory Committees
03 Establishment of Boards and Advisory Committees
04 Relationship between Advisory Committees and Council
05 Ongoing Review of Boards and Advisory Committees
06 Terms of Reference
07 Appointment Process and Advertising for Board/Advisory Committee Members
08 Resignation/Dismissal Process
09 Absentee Requirements
10 Orientation Sessions
11 Meeting Structure, Agenda and Minute Formats
12 Access to Meetings
13 Provision for Accessibility and Diversity
14 Pecuniary Interest
15 City Policies and Procedures
65
•
16 General Rules Governing Committees
Appendix 1 —Terms of Reference —Sample Format •
01 Definitions
Not applicable.
02. . Implementation Procedure—Classification of Boards and Advisory
Committees
02.01 Where the municipality makes appointments to bodies of its own creation
and to outside bodies when requested to do so, such appointments shall
be citizen appointments, except in those situations where the municipality
has a direct financial involvement, in which case Council shall determine
whether or not it will appoint citizen and/or Council Members to such
bodies. Council, under certain circumstances, may deem it necessary for
Council representation on some Boards and Advisory Committees.
02.02 Boards and Advisory Committees may be either ongoing or a task force.
Ongoing Boards and Committees provide recommendations, advice and
information to Council on an ongoing basis on specific municipal matters -
that are set out in the mandate and Terms of Reference. They include
some of the following: .
a) Advisory - includes bodies authorized by Council to provide input on a
discretionary basis and advice to Council on particular matters, or to
undertake special projects as assigned.
b) Mandatory -where a Provincial Statute prescribes the type of
appointments to be made by the municipality to a given body.
c) Local Boards - means a school board, municipal service board,
transportation commission, public library board, board of health, police
services board, planning board, or any other board, commission,
Committee, body or local authority established or exercising any power
or authority under any general or special Act with respect to any of the
affairs or purposes, including school purposes, of a municipality.
d) External Bodies - separate special purpose bodies that have a
substantial amount of authority over their own operations.
e) Appeals Committee - hears and deals with appeals and/or minor
variances to City By-laws.
02.03 Task Forces assist in the short-term study and analysis of a specific
municipal issue, as defined in Terms of Reference and established by a
Policy Title: Boards and Advisory Committees of Council Page 2 of 15
Policy Number: ADM 040
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- I
confirming by-law. Task Forces may include staff representation as well a
representation from external bodies.
03 Establishment of Boards and Advisory Committees
03.01 Boards and Advisory Committees are proposed by resolution of Council
and established by a confirming by-law. Each resolution shall incorporate
the Terms of Reference for the specific Board/Advisory Committee. Prior .
to Council's establishment of any Board or Advisory Committee, relevant
director(s) shall submit a report to Council including the following
information:
a) inventory of previous and existing activities related to the matter,
including public consultation initiatives;
b) suggested types of public consultation;
c) Board/Advisory Committee Terms of Reference;
d) membership composition and level of expertise or specialization
required by Committee members for the selection process; and
e) orientation, training and facilitation needs.
04 Relationship between Advisory Committees and Council
Advisory Committees are proposed by resolutions of Council and the
Committees purpose is to assist Council by providing recommendations on
specialized issues, on a policy and/or operational level, as set out in mandate
and specific, Council approved work plans. Advisory Committee members are
appointed by Council, and serve at the pleasure of Council for a specified term,
where statutory authority does not state otherwise.
The nature of Advisory Committee recommendations to Council are purely
advisory,. and Council may approve, amend, refer or propose other resolutions,
as Council deems appropriate. Advisory Committees shall not reconsider,
recommend or advise on a matter that has been decided by Council, unless
directed by Council. Advisory Committee members(s) shall rely exclusively on
appointed staff support to communicate and dispense with recommendations and
actions taken by Advisory Committees, and shall not intervene in the
administrative practices of the City of Pickering.
Advisory Committees shall prepare an annual report to Council reviewing their
goals, objectives and successes in relation to their work plan, and should include
a delegation to Council. The substance of the report shall be prepared by the
Advisory Committee members, with administrative assistance and policy advice
given by City staff.
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Policy Number ADM 040
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05 Ongoing Review of Boards and Advisory Committees
05.01 Early in each new Council term, Council shall review all Boards and
Advisory Committees. The City Clerk and the Senior Management Team
shall assist in this effort by providing an overview of all Boards/Advisory
Committees, including, but not limited to the following:
a) a list of Boards/Advisory Committees by name and type;
b) summary of mandates, goals and objectives for each Board/Advisory
Committee;
c) achievements and challenges for each Board/Advisory Committee;
d) recommendations on the future direction of each Board/Advisory
Committee and its structure in general; and
e) reviews and recommendations on the reporting and functional
relationships of Boards/Advisory Committees in general.
•
05.02 If a Board or Advisory Committee is to be disbanded, a final report on the
Board/Advisory Committee activities and reasons for disbanding shall be
presented to Council for approval.
06 Terms of Reference
06.01 The Terms of Reference will be established in accordance with the
template included as Appendix Ito this policy.
06.02 Terms of Reference, once established, must be approved by Council and
amendments to those terms can only be made with Council approval.
06.03 The Terms of Reference of each Advisory Committee shall be reviewed on
an ongoing basis by relevant staff to ensure that each Committee and its
Terms of Reference remain relevant and appropriate.
07 Appointment Process and Advertising for Board/Advisory Committee
Members
07.01 Where a Provincial Statute prescribes the type of appointments to be
made by the City to a given Board or Advisory Committee, the Statute
shall be complied with. Where the City makes appointments to
Boards/Advisory Committees of its own creation and to outside bodies
when requested to do so, such appointments shall be citizen
appointments, except in circumstances where the City has a direct
financial involvement, in which instance Council shall determine whether
or not it will appoint citizens and/or Council Members to such bodies.
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07.02 Vacancies for citizen appointments shall be publicly advertised in the local
newspaper, on the City of Pickering website and in any other manner that
the City deems appropriate to reach the broadest sector of our community.
07.03 Applicants shall be a property owner or resident of Pickering and a
minimum of 18 years of age unless otherwise determined by committee
membership requirements.
07.04 Generally, the duration of Board/Advisory Committee appointments are the
same as the term of Council, however staff may recommend that the terms
for specific Board/Advisory Committee appointments be staggered to
ensure experience and consistency in following the Board/Advisory
Committee's goals and mandate. While appointees may serve on more
than one Board/Advisory Committee, Council shall give first consideration
to individuals who are not already appointed to another Board/Advisory
Committee.
07.05 . The following process, coordinated by the City Clerk and Legislative
Services, will generally be followed in initiating the recruitment, selection
and appointment process:
a) upon Council passing a resolution to establish a Board/Advisory
Committee, or when a vacancy occurs, the City Clerk, in consultation
with the relevant department and Staff Liaison assigned to the
Advisory Committee, will advertise Committee vacancies in the local
newspaper, the City website and in any other manner that the City
deems appropriate to reach the broadest sector of the community.
The advertisement will make note of the mandate of the Committee,
a brief statement of the role and responsibilities of Committee
membership, duration of term, level of commitment, application
process and contact information;
b) applicants shall be required to complete and submit to the City Clerk
an application form, available from the Clerk's Office and the City
website. Once the applications have been reviewed by staff, a report
recommending selected appointees will be prepared for approval by
Council. All applications received shall be forwarded to Council with
the staff report; and
c) the Clerk's Office, on behalf of Council, shall send out confirmation
letters to new Board/Advisory Committee appointees and advise of
their Staff Liaison for that Committee and any other relevant contacts.
08 Resignation/Dismissal Process
08.01 Board/Advisory Committee members wishing to resign their appointment
shall submit a letter of resignation which shall be forwarded as soon as
possible to the City Clerk. Upon acceptance of the resignation, the City
Clerk in consultation with the staff liaison assigned to the Committee will
initiate the aforementioned appointment process to fill the vacancy.
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08.02 Council, at its discretion, can dismiss any Board/Advisory Committee in its
entirety or any member thereof at any time.
09 Absentee Requirements
09.01 If any Board/Advisory Committee member is absent from three
consecutive meetings, or absent from over 50% of the meetings in one
year without justification, the staff liaison will contact the member to ask
whether or not they wish to remain on the Committee or resign.
09.02 If contact cannot be made with an absent Committee Member and five
months of continuous absenteeism has been noted, the Committee
Member's seat automatically becomes vacant and the process for filling a
vacancy will begin.
10 Orientation Sessions
• 10.01 Orientation sessions shall be conducted by the Legislative Services
Division and Staff Liaison assigned to the Committee for new.
Board/Advisory Committee appointees and for interested returning
Board/Advisory Committee appointees at the beginning of each Council
term. All Board/Advisory Committee members benefit from orientation. The
sessions identify goals, objectives and work plans. Further sessions may
be conducted for appointees during the Council term, as required.
Orientation manuals will be distributed to all members of the Committee for
reference purposes. Each Board/Advisory Committee package shall
include the following information:
a) establishing Resolution/Confirming By-law for Board/Advisory
Committee and Terms of Reference;
•
b) mandatory statutes (e.g. Accessibility for Ontarians with Disabilities
Act);
c) City of Pickering Procedural By-Law;
d) City Organizational Structure;
e) member contact information;
f) council members' contact information;
g) relevant City Policies and Procedures affecting Board/Advisory
Committee members;
h) information regarding Committee relationship to Council; and
i) staff support.
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Policy Number: ADM 040
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•
10.02 As per the Accessibility for Ontarians with Disabilities Act, 2005, all City
employees, volunteers and/or agents as well as any other individual who
might be reasonably expected to interact with the public on behalf of the
City will receive Accessible Customer Service Training. The Staff Liaison
assigned to the Committee will arrange training for new Board/Advisory
Committee members who have not had Accessible Customer Service
Training.
11 Meeting Structure, Agenda and Minute Formats
11.01 Regular meetings will be held monthly, but variations may be determined
by the Committee and Staff Liaison assigned to the Committee. A meeting
schedule, setting out the time and place for meetings will be established
by staff. Meeting venues will be accessible, and sufficient to accommodate
Committee members, staff and guests.
11.02 Meeting structure, agenda and minute formats should meet the needs of
individual Boards/Advisory Committees, while ensuring consistency,
completeness and accountability. A Board/Advisory_Committee may
choose to follow a more informal procedure and allow for a consensus
approach to discussion. It is recommended that the following components
be included in agendas, where specific subject items are described in
each component:
a) date, time, location of meeting;
b) members present (list names and titles, ie. J. Doe, Chair);
c) members absent/regrets;
d) approval of previous minutes;
e) presentations/deputations;
f) general business and reports;
g) correspondence;
h) other business;
i) . next meeting; and
j) adjournment. .
11.03 City Staff and Committee Members should structure meeting agendas to
make every effort to adhere to a two hour time limit for all Advisory
meetings.
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Policy Number: ADM 040
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11.04 Minutes of meetings are scribed without note or comment. Minutes should
briefly outline the substance of each of the agenda items discussed during
the meeting, including actions taken and recommendations by motion.
Motions shall not be required to be seconded. Minutes should have a
collective, not a personal focus. What individuals said is less significant
than the precise wording of proposals and the decisions made by the
majority of the Committee or by general agreement. No member has the
inherent right to have his or her comments on the record. Minutes are
primarily a record of what was done at a meeting, and not a record of what
was said by members. Minutes are not taken verbatim. They are not a
transcript.
11.05 Minutes shall be forwarded as soon as possible following the meeting to
the City Clerk in order to present them to Council as information on a
timely basis. Staff will be required to prepare a report for any
recommendation of a Board/Advisory Committee requiring action by
• Council. Minutes of all meetings must be recorded.
12 Access to Meetings
12.01 Except as provided in this section, all meetings shall be open to the public
and the media and Board/Advisory Committee minutes shall be available
upon request. Special guests, volunteers, organizational representatives
and City staff do not constitute committee members, and are unable to
vote. The Facilitator who is facilitating the meeting may expel any person
for improper conduct at a meeting.
12.02 Board/Advisory Committee meetings should not be closed to the public. If
a Board/Advisory Committee feels that discussion of an item on the
agenda needs to be closed to the public, then the City Clerk must be
advised in advance, and a 24 hour notification process must be followed.
A meeting can only be closed to the public if the subject matter being
considered is:
a) the security of the property of the municipality or local board;
b) personnel matters about an identifiable individual, including municipal
employees or local board members;
c) a proposed or pending acquisition or disposition of land by the
municipality or local board;
d) labour relations or employee negotiations;
e) litigation or potential litigation, including matters before administrative
tribunals, affecting the municipality;
f) the receiving of advice that is subject to solicitor-client privilege;
including communications necessary for that purpose;
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Policy Number: ADM 040
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g) a matter in respect of which the board or Committee may hold a
closed meeting under the authority of another Act; or
h) for the purpose of educating or training the members, subject to the
condition that no member discusses or otherwise deals with any -
matter in a way that materially advances the business or decision-
making of the Committee.
12.03 Before holding a meeting or part of a meeting that is to be closed to the
public, the Board/Advisory Committee shall state by resolution:
a) the fact of the holding of the closed meeting;
b) the general nature of the matter to be considered at the closed
meeting; and
c) in the case of a meeting for educational or training purposes, that it is
closed for that purpose as well.
12.04 All deliberations while in closed session shall remain confidential unless
otherwise approved by Committee in open session.
12.05 Any motion made regarding an item within a closed session shall be made
in open session.
12.06 A statement must be placed in the public minutes the general nature of the
closed meeting.
13 Provision for Accessibility and Diversity
13.01 Adequate provisions shall be made by relevant staff to ensure that
meeting locations, agenda and minute formats, communications and
conduct of meetings be accessible, to ensure maximum participation and
quality customer service. Reference may be made to the provisions of the
Accessibility for Ontarians with Disabilities Act, and similar legislation,
policies and guidelines. Membership that reflects the diversity of the City
community will be encouraged in the recruitment, selection and
appointment process.
14 Pecuniary Interest
14.01 Committee members are deemed not to have pecuniary conflict of interest
in that they have no decision-making ability. However, members should
be cognizant of any perceived conflict in terms of issues, which may serve
• to benefit them personally. Members shall not use their status on
Committees for personal or political gain.
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Policy Number: ADM 040
14.02 If a Committee member feels they have a perceived conflict of interest in
any matter and is, or will be, present at a meeting at any time at which the
matter is the subject of consideration, the member:
a) shall, before any consideration of the matter, at the meeting verbally
disclose the interest and its general nature;
b) shall not, at any time, take part in the discussion of, or vote on, any
question in respect to the matter;
c) shall leave the meeting and remain absent from it at any time during
consideration of the matter; and
d) Members shall not use their status on Committees for personal or
political gain. '
15 City Policies and Procedures
15.01 Board and Advisory_Committee members shall adhere to the policies and
procedures of the City of Pickering.
16 General Rules Governing Board and Advisory Committees
16.01 Duties of Members of Council
a) Members of Council may attend any or all Advisory Committee
meetings.
b) At Advisory Committee meetings, Members of Council can respond to
Committee members' questions, interpret Council's direction and give
input or support to the Committee
c) Members of Council are not included as part of the quorum, and have
no voting rights.
16.02 Duties of Committee Members
Committee Members are required to:
a) Understand the mandate of the Committee, including its relationship to
Council;
b) Understand their role and responsibilities, including relevant City
policies;
• c) Strive to attend all scheduled and special advisory committee
meetings;
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d) Prepare for meetings by reading agendas and any background
information supplied;
e) Actively participate in the discussion and decision-making process;
f) Undertake any work assigned, including special projects and research,
•
in between meetings;
g) Be open minded and allow for a variety of opinions to be heard;
h) Respect the individual worth and dignity of other Advisory Committee
members, and maintain a high degree of professionalism;
i) Respect that actions taken and recommendations shall reflect the
majority view of the advisory committee; and
j) Respect the finality of Council decisions
16.03 Duties of City Staff
a) The Staff Liaison for each Committee will facilitate meetings unless a
Chair or Vice Chair is required by a statute or Terms of Reference.
b) City Staff will take minutes at meetings;
c) Legislative Services will coordinate agendas, minutes and
correspondence; and
d) City Staff assume two principle functions: a secretarial role and a
policy advice role. These roles may be undertaken by one or more
staff.
16.04 Duties of the Facilitator
The Facilitator is required to:
a) Facilitate the meeting by identifying the order of proceedings and
speakers; interpret and determine questions of procedure; ensure
active participation by all Advisory Committee members; maintain
decorum and ensure fairness and accountability;
a variety of opinions to be heard;
b) Be open-minded and encourage p ,
p tY
c) Respect the individual worth and dignity of Advisory Committee
members, and maintain a high degree of professionalism;
d) Review agendas and minutes provided by staff; and lead the
preparation of annual reports/presentations to Council;
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Policy Number: ADM 040
e) Review the goals and objectives of the Advisory Committee and
ensure that its work plan is realistic and up to date;
f) Seek clarification and answers for Advisory Committee members
through Council or City Staff;
g) The Facilitator has no authority to make decisions, and can only assist
with the conduct of a meeting in a fair and efficient manner so that the
will of the majority prevails after all members have had a fair chance to
present their points of view;
h) The Facilitator has no voting rights, is present to assist the Committee
in administrative processes and is independent of the Advisory
Committee; and
i) The Advisory Committee may choose to relax procedures and allow for
a consensus approach to discussion, keeping in mind that questions of
procedure shall be determined by the Facilitator, subject to the City's
procedural by-law. The Clerk may provide guidance on the
interpretation and application of procedures. Good faith
misinterpretation of procedures shall not affect the validity of any
meeting.
16.05 Quorum
a) A majority of the Members of any Committee shall be required to
officially constitute a meeting. A majority shall be considered one half
of the number of members plus one additional member;
b) City staff, Members of Council who have not been appointed to the
Committee, special guests, volunteers and organization
representatives have no voting privileges and will-not be included in
the quorum;
c) If no quorum is present thirty (30) minutes after the time scheduled for
a meeting, the Recording Secretary shall call the roll and record the
names of the members present, and the meeting shall stand
adjourned until the next meeting date; and
d) If the Facilitator is absent from the meeting and another City Staff
member is not present but, quorum has been met, then a Committee
Member can be appointed to facilitate the meeting.
16.06 Reporting to Council
•
a) Citizen Advisory Committees shall prepare an annual work plan
submission, which shall include a report on the previous year's
accomplishments to Council, and a work plan for the current year;
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►licy Number: ADM 040
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b) This process shall be led by the Staff Liaison of the Committee and
may include a delegation to Council; and
c) Every Citizen Advisory Committee matter which needs to be referred
to Council shall be done in writing through the Staff Liaison. The Staff
Liaison assigned to the Committee will submit a memo to Council as
Correspondence stating the Committee's recommendations. The
Council Correspondence direction will be for Council to "Receive as
Information" or to "Refer to a Director"for investigation. No order or
authority to do any business shall be recognized as emanating from a
Committee, unless it is in writing and approved through a resolution of
Council.
16.07 Advisory Committee Events
a) Advisory Committees must seek Council approval to hold an event and
each request to Council must include the complete details of the event
(e.g. budget, number of staff required, name of event, date, and
purpose of event);
b) Events must relate to specific activities approved in the Advisory
Committee's Terms of Reference and mandate. The event must be
listed in the annual work plan for that year; and
c) Where an event has been requested and approved by Council, all
Committee Members must attend and contribute to assisting at the
event.
16.08 Media Relations and Communications
a) Committee members shall not meet with the media unless such
meeting is approved by the City's CAO. Committee media relations.
must be supported by the City's Communications area.
b) The actions and recommendations of Advisory Committees are subject
to the policies and administrative practices of the City, including
provisions pertaining to the use of the corporate logo(s), letterhead,
website, information pamphlets, media advertisements and the like.
Advisory Committees shall seek approval from Council for any change
in Advisory Committee name or development of any substantive
communication medium (e.g. website).
16.09 Subcommittees/VVorking Groups may be established by a Committee, as
required, to carry out a specific projects included in the annual work plan
submission. Such subcommittees/working groups shall be disbanded upon
completion of their specific project(s). A subcommittee must have at least
two members of the Advisory Committee on it, but membership may be
drawn from relevant stakeholders or the general public with the
appropriate interest and expertise.
Policy Title: Boards and Advisory Committees of Council Page 13 of 15
Policy Number: ADM 040
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Appendix 1 —Terms of Reference —Sample Format
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Policy Title: Boards and Advisory Committees of Council . Page 14 of 15
Policy Number: ADM 040
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Appendix 1
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Terms of Reference
Terms of Reference shall be approved by Council and amendments can only be made
with Council approval. Terms of Reference for an Advisory Committee need only
address information not already provided for in this Policy. .
1.0 Mandate —A description of the general purpose and activities of the Advisory
Committee, including areas of responsibility, taking into account any statutory
requirements. Advisory Committee mandates shall not be altered by the Advisory
Committee.
2.0 Goals, Objectives and Responsibilities—A listing of the goals, objectives and
responsibilities of the Advisory Committee, to be addressed in annual work plans
with reference to specific strategies and actions.
3.0 Composition — Specify the maximum number of members of the Advisory
Committee and describe the nature of membership (citizens and/or organization,
numbers in each category),membership terms.
4.0 Member Qualifications— Outline recommended qualifications of potential
members given the mandate of the Advisory Committee.
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5.0 Meeting Schedule— Indicate how often the Advisory Committee shall meet, e.g.
monthly, every other month, criteria for calling a special meeting, summer recess.
6.0 Budget— requests must relate to the Advisory Committee's mandate, be included
in the annual work plan submission and be supported by project descriptions.
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Policy Title: Boards and Advisory Committees of Council Page 15 of 15
Policy i Number: ADM 040
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Attachment No. 2
List of Boards and Advisory Committees to be Reconfirmed
for 2014-2018 Term of Office
Committees of Council
Animal Services Appeals Committee
Civic Awards Committee
Livestock Valuer •
Pickering Museum Village Advisory Committee
Property Review Committee
Rouge Park Alliance
Site Plan Advisory Committee
Taxicab Advisory Committee
Legislated Committees
Accessibility Advisory Committee
Committee of Adjustment • I
Heritage Pickering Committee
Pickering Public Library Board
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