HomeMy WebLinkAboutCLK 03-23Report to Council
Report Number: CLK 03-23
Date: March 27, 2023
From: Paul Bigioni
Director, Corporate Services & City Solicitor
Subject: Committees and Taskforces of Council
-ADM 040 Policy Update
-Terms of Reference Updates
-File: A-1440
Recommendation:
1.That Report CLK 03-23 pertaining to Committees and Taskforces of Council be
received;
2.That amendments to Policy ADM 040, included as Attachment #1 to CLK 03-23, be
approved;
3.That the Site Plan Advisory Committee be remodeled and named the “Site Plan Review
Panel” and the current Members of the Site Plan Advisory Committee be appointed to
the Site Plan Review Panel;
4.That the attached draft By-law to establish an honorarium for Members of the
Committee of Adjustment be enacted;
5.That a stipend of $50.00 per meeting be implemented for the Vehicle for Hire
Committee to bring the Committee in line with all other City of Pickering quasi-judicial
bodies that receive stipends;
6.That the list of Committees and Taskforce, and their respective Terms of Reference,
included as Attachment #3 and #4 to CLK 03-23, be approved; and,
7.That the appropriate City of Pickering officials be authorized to take such actions as are
necessary to give effect to the recommendations in this Report.
Executive Summary: The Municipal Act, 2001 authorizes municipalities to create various
advisory boards and committees to assist Council on specific matters. The City's Procedure
By-law and Policy ADM 040 require that at the beginning of each Term of Council, a review of
the City's Boards and Committees Terms of Reference be conducted.
At its Meeting held on January 23, 2023, through Resolution #59/23, staff were directed to
conduct a review of all Boards and Committees and that the review include the creation of
three new committees, revisions to the Committee’s Terms of Reference to provide for elected
official representation on Committees that currently do not have a Council representative, and
establishing honorariums for the non-elected Members of all Committees.
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As part of this review, the Boards and Advisory Committees of Council Policy, ADM 040 (the
“Policy”), underwent an extensive review. Due to the substantial revisions to the Policy,
Attachment #1 provides a clean version of the revised Policy for Council’s consideration and a
copy of the Policy with tracked changes is appended as Attachment #2 to this Report for ease
of reference.
Financial Implications: Any financial implications associated with this report pertain to the
establishment of honorariums for Committee members, and these details are contained in
Section 2.2 of this Report.
Discussion: Section 06 of Policy ADM 040 requires the City Clerk, in collaboration with the
staff liaisons, to undertake a review of all Boards/Advisory Committees early in each new
Council Term. Accordingly, the Clerk’s Office engaged all staff liaisons to discuss their
respective Committee's Terms of Reference and the overriding Boards and Advisory
Committees of Council Policy.
Staff liaisons were requested to present the Terms of Reference to their Committees at their
first meetings of 2023 (or as soon as practicable) and to provide any updates and/or feedback
to the Clerk’s Office. Feedback was also solicited from the staff liaisons regarding any changes
that might be required to Policy ADM 040. For the Property Review Committee, Vehicle for
Hire Committee, and Animal Services Appeal Committee, the staff liaison was solicited for
updates to the Terms of Reference, as the Committees meet only on an as-required basis.
Changes to the Policy and individual Board/Committee Terms of Refe rence have been
included with tracked and/or highlighted changes as Attachments #1, #2, #3 and #4 to this
Report.
For ease of reading, and to effectively address the various parts of the Policy review that was
directed by Council on January 23, 2023 through Resolution #59/23, t his Report is divided into
three sections to outline the proposed revisions to the Policy, the review pertaining to Council’s
direction, as well as the proposed revisions to each Committee’s Terms of Reference.
1.Amendments to ADM 040 Policy
Policy ADM 040 was last revised by the Clerk’s Office in March, 2019. Over the last few years
some challenges have emerged with the operation of the City’s Boards and Committees.
These challenges were raised by the respective staff liaisons and have informed the key areas
explored as part of the proposed Policy amendments. The review of the Policy considered the
following areas:
1.1 A Dedicated Section for Taskforces
The Pickering Anti-Black Racism Taskforce (PABRT) was established by Council through
Resolution #408/20 on August 24, 2020. At the time PABRT was established, it was classified
as a Taskforce under the Policy, however, the definition under the Policy at that time did not
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provide enough guidance, support, or autonomy to meet the needs of the Taskforce. Since the
establishment of PABRT, it became clear that the Policy required further clarification on the
operations of Taskforces and the need to differentiate Taskforces from other Committees
classified in the Policy.
Under the current Policy, Taskforces are defined as follows:
Taskforces - means a committee established to assist in the short-term study and
analysis of a specific matter. Taskforces may include staff representation as well as
representation from external bodies.
Revisions to the Policy include a more robust definition of Taskforce to reflect the long term
nature of the work that this body undertakes, and to coincide with the Taskforce’s mandate
outlined in the Terms of Reference for PABRT. The key distinguishing feature to differentiate
Taskforces from Committees is that Taskforces implement action to address issues within their
mandate. The definition has been updated to reflect this differentiation and to provide
examples of action that the Taskforce undertakes. With the change to the previous definition of
a Taskforce, the Policy no longer contains a category for short term committees, and therefore,
a new classification of “Ad-hoc” committee is being proposed to align with the provisions for
Ad-hoc Committees currently contained in the City’s Procedure By-law.
In order to successfully fulfill their mandate, and carry out their work in a timely mann er,
Taskforces require greater autonomy compared to other advisory committees. Provisions were
included to provide Taskforces with the ability to receive approval for all their annual events
through their annual work plan submission, rather than requiring a separate report to Council
seeking approval for each individual event. Further changes in the proposed policy allow
Taskforces to create their own member appointment process for filling mid -term vacancies.
This provides authority for the members of the Taskforce to solicit and review applications, set
up a screening/interview process, and make recommendations to Council for endorsement and
approval. For new-term vacancies, the recruitment process undertaken will be at the discretion
of the staff liaison assigned to the Taskforce. Additionally, a new section was added to the
Policy to provide clarification on the Taskforce’s ability to respond to media inquiries and
create marketing resources that cannot be handled in-house by City staff. With the exception
of media inquiries received at Events that a Taskforce is participating in, all other instances
where a Taskforce is to respond to a media inquiry, approval must be granted by the Chief
Administrative Officer or Division Head, Public Affairs & Corporate Communications prior to the
Taskforce responding to the media inquiry.
Discussions ensued between the Clerk’s Office, the staff liaisons of PABRT, and various City
departments on how existing City resources should support the work of PABRT. A recurring
theme of the discussion was the volunteer nature of the Taskforce membership, and the
challenging expectation of carrying out a work plan with insufficient City staff and resources to
provide continuous support. With the new provisions to allow Taskforces to create their own
marketing resources, which would be managed externally, and paid through the budget
assigned to the Taskforce, Taskforces will have greater autonomy. The City does not currently
have sufficient resources to provide for continuous support for media relations, however City
staff will continue to provide occasional support to PABRT, as required and in accordance with
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current practices. Should additional Taskforces be established by Council in the future,
consideration should be given to the possible need for more staff resources and the associated
budget implications to support the work of future Taskforces.
1.2 Appointment Process for Stakeholder Members
In accordance with individual Committee/Taskforce Terms of Reference, composition may
include Stakeholder Members that attend meetings to provide input, expertise and resources
on behalf of their respective organization (e.g. Ajax-Pickering Board of Trade). The proposed
Policy amendments include two new definitions pertaining to stakeholder representatives:
Stakeholder Organization: means an organization that is defined in the
Committee/Taskforce’s Terms of Reference, and who provide a member of said
organization to be a Member of a Committee/Taskforce for the City.
Stakeholder Member: means the individual selected by the Stakeholder Organization to
participate on the Committee/Taskforce on behalf of the Stakeholder Organization
which may change from time to time at the discretion of the Stakeholder Organization.
As Stakeholder Member is dependent on their involvement with the Stakeholder Organization,
and due to unforeseen circumstances that may change that involvement from time to time, it is
important to provide opportunities to manage Stakeholder Members at the staff level rather
than through Council approval. This will ensure timely and appropriate Stakeholder Member
representation on all Committees as required. Should Stakeholder Members form part of the
composition of a Committee/Taskforce, the Terms of Reference will include the names of the
Stakeholder Organization(s) that will be represented on the Committee. Through Council
approval of such Terms of Reference, the staff liaison will be authorized to contact the
Stakeholder Organization to obtain the name of an individual member from the organization
who will assume their role on the Committee. At any time during the Term, should the
Stakeholder Member not adhere to the attendance requirements of th e Policy or is no longer
an employee of the Stakeholder Organization, the new Policy amendments will allow for the
staff liaison to contact the Stakeholder Organization to request a replacement member.
1.3 Absenteeism and Dismissal Process for Members
As membership for Committees and Taskforces is made up of volunteers who have other
commitments, it is understandable that attendance at all Committee meetings may not always
be feasible. That said, as Committees and Taskforces are working on Council-approved work
plans and mandates, it is important that members make every effort to attend all meetings.
Continuous absenteeism affects quorum, which may prevent Committees from meeting their
mandate. The current Policy provisions provide for the staff liaison to contact the member and
ask whether or not they wish to remain on the Committee after three consecutive meetings are
missed or absenteeism is noted for over 50 percent of the meetings in one year without
justification. If contact cannot be made and the Member is continuously absent for five months,
the seat automatically becomes vacant.
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During the previous Term it was expressed by staff liaisons that the five month timeframe was
too long and posed challenges when the absenteeism affected the Committee’s ability to meet
quorum and be able to hold the meeting. A scan of area municipalities demonstrated a
common approach in that should a member be absent from three meetings in one year,
without justification, it provides for the staff liaison to reach out to confirm whether the member
wants to remain on the Committee or resign. The absenteeism section of the Policy has been
revised to allow the staff liaison to contact the member after absence from three regular
meetings and provide a reasonable deadline for the member to respond and confirm their
intentions. If a response is not received by the deadline, the seat would automatically become
vacant and the vacancy filled in accordance with the provisions of the Policy. This Policy
change removes the need for staff liaisons to wait for five months of continuous absenteeism
before a member’s seat is vacated.
1.4 The Role of the Chair vs. Staff Liaison
In 2014, after conducting a pilot project where the City Clerk attended Advisory Committee
meetings to act as the facilitator for the meeting, the Clerk’s Office recommended the removal
of the Chair system as outlined in the excerpt below from Report CLK 09-14:
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.
In 2023, the Clerk’s Staff solicited feedback from the Committees currently operating under a
staff liaison facilitation system, and asked whether the Committee preferred the option of
appointing a Chair/Vice-Chair to take on the facilitator role within the Committee. Below is a
summary of the feedback provided:
Committee Name Preference regarding Chair
Accessibility Advisory Committee Maintain the current staff liaison system
Cultural Advisory Committee Appoint a Chair
Heritage Pickering Advisory Committee Maintain the current staff liaison system
For the Property Review Committee, Vehicle for Hire Committee, and Animal Services Appeal
Committee, the staff liaison was solicited for their feedback and a recommendation was
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provided to maintain the current staff liaison system in place due to the expertise required to
facilitate the appeal hearings.
As there are currently Committees and a Taskforce with a Chair/Vice Chair system in place,
the Policy revision includes the addition of a section devoted to the ‘Duties of Chair’ to provide
further clarification on the differentiating roles of staff liaison and Chair. A new section was also
added to provide guidance on the process for appointing a Chair and a Vice Chair. The Terms
of Reference for the Cultural Advisory Committee have been revised to include a Chair
position and the revised Terms are included as Attachment #4 to this Report.
1.5 Holding Applications from Previous Recruitments for Future Consideration
During the Boards and Committee appointment process for the 2022-2026 Term, the Clerk’s
Office sent letters notifying individuals of their appointment to a Committee. Upon receipt of the
letter from the Clerk’s Office, a member appointed to the Cultural Advisory Committee
contacted the Clerk’s Office advising that they were no longer available to participate and fulfill
their membership.
Staff from the Clerk’s Office and the Community Services Department, discussed options
regarding how best to address the vacancy as efficiently and effectively as possible. As part of
those discussions, City staff considered the time and resources involved in starting an entirely
new recruitment process to fill one vacant seat that would have to include widespread
community advertising and a lengthy application period. As an extensive recruitment pr ocess
had just been undertaken, and there were more applicants than positions available for the
Committee, it was determined that the most effective way forward would be to recommend a
citizen from the remaining list of applicants who had originally applied to the Cultu ral Advisory
Committee but were not appointed at the December 5, 2022 Special Council Meeting.
Clerk’s staff contacted the ten unsuccessful applicants who had originally applied to sit on the
Cultural Advisory Committee, and inquired whether they would like to be considered for the
new vacancy. Nine of the ten applicants indicated that they wished to be considered for
appointment, and the list of confirmed applicants were reviewed by the staff liaison to
recommend an applicant to Council for appointment at the January 23, 2023 Council Meeting.
As this process proved to be efficient and successful, wording has been included in the
proposed policy amendments under the ‘Appointment Process and Advertising for Committee
Members’ section to allow for the staff liaison, at the discretion and direction of the City Clerk,
to consider applications that were not appointed to the Committee/Taskforce in lieu of initiating
a new recruitment Process. In accordance with Section 08.05 of the revised Policy, based on
the applicants who agree to being reconsidered for the vacancy, the staff liaison will prepare
recommendations for inclusion on an in-camera Council agenda for Council approval. This
provision would only apply when a vacancy occurs on a Committee/Taskforce within six
months of a recruitment process for that Committee/Taskforce being undertaken.
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1.6 Site Plan Advisory Committee being Remodeled to Site Plan Review Panel
The Site Plan Advisory Committee has been around in various forms over the years dating
back to 1969. Currently, three local Councillors are appointed by Council to sit on the
Committee.
The Site Plan Advisory Committee assists and advises the Director, City Development & CBO
on applications for sign variances and site plan approvals with respect to matters such as
architecture, building massing and exterior building materials, site layout, landscaping,
accessibility, and sustainable design elements. The Site Plan Review process examines a
proposed development's design and technical aspects to ensure compliance with all municipal
requirements, standards and objectives. Site Plan applications are generally reviewed with
respect to (but not limited to) the following considerations:
zoning by-law requirements;
grading and servicing standards;
transportation requirements (vehicular access, road improvements, parking etc.)
site design and urban design standards;
landscaping standards;
accessibility standards;
environmental conservation;
conformity with provincial noise, vibration and odour guidelines;
other external agencies’ requirements.
Site Plan Applications are not subject to any formal public consultation requirement s under the
Planning Act (e.g. Statutory Public Meetings or Public Open Houses). The current Site Plan
Advisory Committee structure provides a forum for City Development staff, in an informal
setting, to keep the three local Councillors apprised of forthcoming development and
redevelopment proposals within their respective wards. This Committee allows the local
Councillors to provide feedback, and identify any potential adverse impact s a proposal may
have on the surrounding community for staff to consider in the review of the site plan
application. It also allows the Committee members to discuss the Site Plan with the applicant
to either express their concerns or obtain additional information regarding the proposal.
Since its inception, the Site Plan Advisory Committee has been a valuable resource in
assisting planning staff in the review of site plan applications and sign variances. City
Development staff would like to continue with this process, but making this a public Committee,
similar to other advisory committees, would set false expectations for the public , as there is no
mechanism or requirement for public input or consultation under the Planning Act.
For this reason, City Development staff are recommending that the ‘Site Plan Advisory
Committee” be remodeled to the “Site Plan Review Panel”. Furthermore, the current terms of
reference that misconstrue this Committee to be an Advisory Committee are also
recommended to be removed. These two changes will not impact the current site plan review
process and how Committee members are engaged in the process. The Members of Council
currently appointed to the Site Plan Advisory Committee would remain in place as Members on
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the Site Plan Review Panel. In the past, at the request of the Site Plan Advisory Committee,
City Development staff have held voluntarily open house meetings for select proposals, where
the development may potentially have an impact on the immediately abutting neighbou rhood.
Staff will continue this practice in consultation with the newly remodeled Site Plan Review
Panel.
1.7 Other Significant Additions/Revisions to the Policy
the addition of a section on Municipal Freedom of Information and Protection of
Privacy to provide clarification on the possible disclosure of communication
between the City and Members of the Committees/Taskforces through
Freedom of Information Requests received by the City;
the addition of a May deadline to bring forward Committee/Taskforce annual
work plans for Council approval;
additional provisions to prohibit individuals from sitting on multiple committees
during one term to allow for more citizen participation and engagement;
the addition of a provision to require the approval of the Terms of Reference by
the Committees/Taskforces at their first meeting each new term and
subsequently providing same to Council for approval prior to April 1st in the year
following a municipal election; and,
additional provisions which may lead to the dismissal of a Committee/Taskforce
in its entirety or a Committee/Taskforce Member.
Committees and Taskforces play an important role in Council’s decision making process. Staff
are seeking Council’s approval of the proposed changes to Policy ADM 040 and each
Committee and Taskforce Terms of Reference as outlined in Attachments #1 and #4.
2.Notice of Motion - Amendments to Boards and Committees/Taskforce Policy -
January 23, 2023 Council Meeting
On January 23, 2023, through Resolution #59/23, Council directed the CAO and the City Clerk
to undertake a review of all Boards and Advisory Committees and that the review include the
creation of three new committees, revisions to the Terms of Reference to appoint Council
Members to Committees with no current Council representation, and establishing honorariums
for the non-elected Members of all Committees.
The review also requested that the Pickering Public Library Terms of Reference by amended
to enable an additional Member of Council to ensure ward representation, and inclusion of a
new section on Standing Committee or Council agendas to allow Members of Council to give
updates on the Committees in which they are appointed to. A copy of the directive is attached
to this Report as Attachment #6.
The creation of the three new Committees will be brought forward through individual Staff
Reports by the respective Departments; the Library Terms of Reference, included as
Attachment #4, have been amended to include the additional member as directed by Council;
and, the additional section on Committee or Council agendas for Member updates will be
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included in the City Clerk’s review of the Procedure By-law and will be presented to Council at
the May Executive Committee Meeting.
The sections below outline the findings of the review on Council representation on Committees
and establishing honorariums.
2.1 Council Representation on Committees
Resolution #59/23 directed staff to review revisions to the Terms of Reference to include no
greater than two Members of Council, as non-voting members, on Committees that currently
do not have Council Member representation. The Committees that currently do not have
Council representation are the Accessibility Advisory Committee, Cultural Advisory Committee,
Heritage Pickering Advisory Committee, and the Property Review Committee.
The Clerk’s Office prepared a Memorandum which was attached to the above mentioned
Committee agendas requesting their input on the matter. A copy of the Memorandum is
attached to this Report as Attachment #5.
The Accessibility Advisory Committee adopted the following resolution:
That the Accessibility Advisory Committee:
a)finds Council representation on the Committee advisable; and,
b)amend the Terms of Reference to include 2 Members of Council, one of
which will be a Regional Councillor, and one of which will be a City
Councillor.
The Cultural Advisory Committee adopted the following resolution:
To having one member of the council on the Committee and revising the Terms
of Reference for the Committee.
The Heritage Advisory Committee adopted the following resolution s:
That the Heritage Pickering Advisory Committee finds Council representation on
the Committee not advisable.
The Terms of Reference for the Accessibility Advisory Committee and Cultural Advisory
Committee have been updated to include the Council representation as noted in the
Committee recommendations above. Should Council wish to appoint a Member of Council to
the Heritage Pickering Advisory Committee, the Committee has recommended the
appointment of one Member of Council and direction would need to be given to amend the
Heritage Committee’s Terms of Reference to give effect in this regard.
The following is a list of comments made by the Accessibility Advisory Committee, Cultural
Advisory Committee, and Heritage Pickering Advisory Committee Members as it pertains to
the inclusion of Council representation on Committees:
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benefits of hearing issues and seeking answers from Members of Council during
Committee discussions;
benefits of having Members of Council as allies that can be a direct conduit to express
concerns to Council;
concerns regarding potential conflict between the Committee and the Council
Member’s views;
concerns around the Committee’s discussion being held back or curbed by the
presence of a Council Member; and,
the ability of the Committee to invite Members of Council to Committee meetings on an
as-needed basis.
As the Property Review Committee meets on an as-needed basis to hear appeals, Clerk’s staff
consulted the (Acting) Manager, Municipal Law Enforcement Services, the staff liaison for the
Committee, for a recommendation on the inclusion of Council representation. Due to the
Committee only consisting of five members, the (Acting) Manager, Municipal Law Enforcement
Services, recommended the addition of one Council Member to the Committee and this has
been incorporated into the Property Review Committee Terms of Reference (Attachment #4).
The addition of Council representation on this Committee is consistent with the other City of
Pickering Quasi-judicial Committees (Vehicle for Hire and Animal Services Appeal Committee).
Should Council approve the individual Terms of Reference for the Committe es and Taskforces,
a Memorandum by the City Clerk will be brought forward at the April 24, 2023 Council Meeting
to appoint Members of Council to the Committees in accordance with Policy ADM 045 , Council
Appointments to Committees.
2.2 Establishing Honorariums for all Committees/Taskforces
A component of Resolution #59/23 directed staff to review establishing honorariums for all
Committees of Council.
The Committees that do not currently receive a n honorarium are the Accessibility Advisory
Committee, Cultural Advisory Committee, Heritage Pickering Advisory Committee, Vehicle for
Hire Committee, and the Pickering Public Library Board. Clerk’s Staff conducted a scan of
Ontario municipalities on the practice of providing honorariums for Advisory Committees of
Council. The common practice amongst all municipalities surveyed, with the exception of the
Town of Ajax and City of Vaughan, was to provide honorariums only to Quasi-Judicial bodies.
The results of the municipal scan for the above mentioned committees are as follows:
Municipality
Accessibility
Advisory
Committee
Cultural
Advisory
Committee
Heritage
Pickering
Advisory
Committee
Public
Library
Board
Vehicle for
Hire
Committee
Ajax $65.00 N/A $65.00 $75.00 N/A
Clarington No stipend
provided N/A No stipend
provided
No stipend
provided N/A
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Municipality
Accessibility
Advisory
Committee
Cultural
Advisory
Committee
Heritage
Pickering
Advisory
Committee
Public
Library
Board
Vehicle for
Hire
Committee
Oshawa No stipend
provided N/A No stipend
provided
No stipend
provided N/A
Scugog No stipend
provided N/A No stipend
provided
No stipend
provided N/A
Uxbridge No stipend
provided N/A No stipend
provided
No stipend
provided N/A
Whitby No stipend
provided N/A No stipend
provided
No stipend
provided N/A
Aurora No stipend
provided N/A No stipend
provided
No stipend
provided N/A
Burlington No stipend
provided N/A No stipend
provided
No stipend
provided N/A
Guelph No stipend
provided N/A No stipend
provided
No stipend
provided N/A
Kitchener No stipend
provided N/A No stipend
provided
No stipend
provided N/A
London No stipend
provided N/A No stipend
provided
No stipend
provided N/A
Brampton No stipend
provided N/A No stipend
provided
No stipend
provided N/A
Newmarket No stipend
provided N/A No stipend
provided
No stipend
provided N/A
Peterborough No stipend
provided N/A No stipend
provided
No stipend
provided N/A
Vaughan No stipend
provided N/A
$60 for Chair
$50 for
members
No stipend
provided N/A
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Municipality
Accessibility
Advisory
Committee
Cultural
Advisory
Committee
Heritage
Pickering
Advisory
Committee
Public
Library
Board
Vehicle for
Hire
Committee
Windsor No stipend
provided N/A No stipend
provided
No stipend
provided N/A
As outlined in the Table above, currently the only municipality to offer honorariums to all
advisory committees is the Town of Ajax which was decided by Ajax Council at its meeting
held in September, 2022. The City of Vaughan provides a stipend only to their Heritage
Advisory Committee.
The City of Pickering currently provides an honorarium to the Committee of Adjustment,
Animal Services Appeal Committee, Property Review Committee, and Pickering Anti -Black
Racism Taskforce.
In keeping with the practice of providing an honorarium to the City’s quasi-judicial committees,
the (Acting) Manager, Municipal Law Enforcement Services, is recommending providing a
stipend of $50/meeting to the Members of the Vehicle for Hire Committee. The Vehicle for Hire
Committee serves as a quasi-judicial committee to review appeals in accordance with the
provisions of the Vehicle for Hire By-law and the $50/meeting rate is consistent with the
honorarium paid to the City’s Animal Services Appeal Committee and the Property Review
Committee.
The Pickering Anti-Black Racism Taskforce was the first non-quasi-judicial committee to
receive honorariums in Pickering. The resolution to establish an honorarium system for PABRT
was approved by Council through Resolution #577/21 at the April 26, 2021 Council Meeting. It
should be noted that only five 5 of 19 members of the Pickering Anti-Black Racism Taskforce
opted to receive the honorarium in 2022. Going forward, honorariums will be paid to PABRT
Members proactively, with the payments provided bi-annually in June and December, and
language has been added to the proposed policy amendments in this regard.
Should Council wish to implement honorariums for all of the City’s Committees, Table 1 b elow
outlines the annual budgetary implications. The honorarium rate has been based on the rates
currently provided to the members of PABRT and the current honorarium rates provided to the
existing quasi-judicial bodies, with the exception of the Committee of Adjustment:
Table 1 - Committees that are currently not receiving an honorarium:
Committee
Name
# of
Members
# of
Meetings
Proposed Rate
per Meeting
Cost per
Meeting
Cost per
year
Accessibility
Advisory
Committee
10 9 $65 $650 $5,850
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Committee
Name
# of
Members
# of
Meetings
Proposed Rate
per Meeting
Cost per
Meeting
Cost per
year
Cultural
Advisory
Committee
10 9
Chair: $75
Members: $65 $660 $5,940
Heritage
Pickering
Advisory
Committee
9 9 $65 $585 $5,265
Pickering
Public Library
Board
8 10 Chair: $85
Members: $75
$610 $6,100
Vehicle for Hire
Committee 5 As Needed $50 $250 $2501
Waterfront
Visionary
Advisory
Committee2
3 6 $65 $195 $1,170
Community
Safety and
Wellbeing
Advisory
Committee2
10 4 $65 $650 $2,600
Business
Advisory
Committee -
Nautical
Village2
10 - All
stakehold
er reps
4 N/A $0 $0
Business
Advisory
Committee -
Kingston
Road2
10 - All
stakehold
er reps
4 N/A $0 $0
Total $3,600 $27,175
1. Based on one meeting per year.
2.Subject to Council’s establishment of the new Committees.
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Subject: Committees and Taskforces of Council Page 14
Table 2 - Committees that are currently receiving an honorarium:
Committee # of
Members
# of
Meetings
Existing Rate
per Meeting
Total per
Meeting
Total per
year
Animal
Services
Appeal
Committee
2 As Needed $50 $100 $1001
Committee of
Adjustment 5 12
Chair: $150
Member: $140
*proposed new
rate from $120
$710 $8,520
Property
Review
Committee
5 As Needed $50 $250 $2501
Pickering
Anti-Black
Racism
Taskforce
20 9
Chair: $75
Member: $65 $1,310 $11,790
Total $2,370 $20,660
1. Based on one meeting per year.
Should Council wish to proceed with implementing honorariums for all Committees, new
wording to this effect must be added to the Policy and the following amendment to the staff
recommendation of CLK 03-23 must be adopted by Council.
That Section 20.01 of the draft ADM 040 Policy, included as Attachment #1 to CLK 03-
23, be amended to add “All Committee/Taskforce Members shall receive a n honorarium
in accordance with the Committee or Taskforce’s Terms of Reference”, and that the
individual Terms of Reference for all Committees that currently do not receive stipends
be amended to include the honorarium amounts listed in Table 1 of Report CLK 03-23
and such honorariums shall take effect as of May 1, 2023 subject to the approval of the
2023 City of Pickering Budget.”
As there are Committees who currently receive honorariums, a new section was added to the
Policy to provide clarification on the process for administering and calculating honorariums, as
well as the criteria for a member to be eligible to receive a n honorarium. To receive an
honorarium, the meeting must be a regular or special meeting of that Committee or Taskforce,
not a meeting of a subcommittee, and the member must have voting rights and be present for
at least half of the duration of the meeting. The amount of honorarium remains the same
CLK 03-23 March 27, 2023
Subject: Committees and Taskforces of Council Page 15
regardless of the length of the meeting, and the member’s attendance must be recorded in the
approved minutes. Honorariums will only be provided to citizen members, stakeholder and
subcommittee members do not qualify for honorariums.
It is important to note that honorariums are intended to help alleviate and off -set some of the
barriers to participation members may encounter with attending meetings (e.g. child care,
transportation, etc.). As membership on Committees/Taskforces is voluntary, the honorarium
should not be recognized as solely being payment in exchange for participation. As only
Quasi-Judicial Committees and PABRT receive an honorarium, establishing honorariums for
all Committees can provide an opportunity for equality across the board. It should be further
noted that implementing an honorarium for all City Committees/Taskforces is not in keeping
with most municipal practices and could impact other municipalities who may not be in a
financial position to support an honorarium system.
The rate of honorarium will be outlined in the individual Terms of Reference and if
implemented, honorariums shall take effect beginning May 1, 2023, subject to the approval of
the 2023 budget on April 24, 2023.
3.Summary of Changes to Committee Terms of Reference
The following provides an overview of the recommended changes to each Committee’s Terms
of Reference. These changes are also reflected in Attachment #4 in red text:
Accessibility Advisory Committee
Section 3.0
Composition changed to reflect the addition of one (1) City Councillor and one
(1) Regional Councillor, both with no voting rights
Section 6.0
“Culture and Recreation” is changed to “Community Services”
Animal Services Appeal Committee
Housekeeping Changes
Change of Committee name from “Animal Services Committee” to “Animal
Services Appeal Committee”;
Honorarium provision is now under Section 6.0
Section 3.0
Clarification regarding the Member of Council’s voting rights.
Cultural Advisory Committee
Section 3.0
Composition changed to reflect the addition of one (1) Member of Council with
no voting rights
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Subject: Committees and Taskforces of Council Page 16
Section 4.0
Addition of a Committee Chair section to outline the role and process around the
Committee Chair position
Committee of Adjustment
Section 1.0
The addition of the statutes the Committee of Adjustment is subject to.
Section 5.0
Addition of a provision to allow in-person, electronic, and hybrid meeting formats;
Addition of a provision regarding the Committee’s use of ShareFile when
receiving comments after agenda publication;
Addition of a provision for the agenda to include a report from the City
Development Department on each minor variance application ;
Addition of a provision stating that all discussions among Committee members,
and between Committee members and the applicant/public on applications are
to take place at the hearing;
Addition of a provision requiring the City Development department to provide a
policy analysis to assist the Committee in rendering a decision;
Modifications to who can make an appeal in accordance with Bill 23.
Section 6.0
Changes to the honorarium and mileage rates:
Chair: $150.00 per hearing;
Member: $140.00 per hearing;
Mileage: $0.61 per kilometer.
Housekeeping Changes
Instances of “meeting” are changed to “hearing” where applicable;
Instances of “Local Planning Appeal Tribunal” are replaced with “Ontario Land
Tribunal” where applicable.
Heritage Pickering Advisory Committee
No changes
Pickering Anti-Black Racism Taskforce
No changes
Pickering Public Library Board
Section 1
Board – 3 (3) updated to coincide with the Public Libraries Act
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Subject: Committees and Taskforces of Council Page 17
Board Members –10 b) updated to coincide with the Public Libraries Act
Section 2
2.1, point 1 – removal of “moral ownership, defined as the” prior to “Residents of
Pickering”
Section 3
3.1 – addition of one additional Member of Council in accordance with
Resolution #59/23
Section 7
7.1 – revision of appointed Treasurer from City Treasurer to CEO/Director of
Public Libraries to coincide with the Library Board Bylaws
Section 9
9.1 – revision of title of CEO to CEO/Director of Public Libraries
Section 11
11.2 – revision of meeting schedule to coincide with Library Board By-laws and
Section 16 (1) of the Public Libraries Act
Property Review Committee
Section 3.0
Addition of one (1) Member of Council – no voting rights
Housekeeping Changes
Honorarium provision is now under Section 6.0
Vehicle for Hire Advisory Committee
Housekeeping Changes
Change of Committee name from “Taxicab Advisory Committee” to “Vehicle for
Hire Committee” in accordance with By-law 7739/20.
Section 1.0
Addition of a provision regarding administration the Accessible Vehicle Incentive
Program.
Section 2.0
Addition of a provision regarding facilitating relationships and making
connections with industry participants.
Section 3.0
Addition of PTC Company, PTC Driver, and Citizen Representatives;
Addition of voting rights provision;
CLK 03-23 March 27, 2023
Subject: Committees and Taskforces of Council Page 18
Section 4.0
Addition of qualifications for PTC Company and PTC Driver Representatives.
Section 5.0
Addition of selection processes for Citizen Member, PTC Company, and PTC
Driver Representatives.
Section 7.0
Addition of a $50.00 honorarium per meeting attended;
Addition of the account that remuneration shall be provided from.
In conclusion, staff have completed the review directed by Policy ADM 040 and Resolution
#59/23, and are seeking Council approval on the amendments to the Terms of Reference and
Policy. Should Council approve the amendments to Policy ADM 040, Clerk’s Staff will attend a
future meeting of all Committee/Taskforce Meetings to provide an overview of the changes to
the Committee/Taskforce Members.
Attachments:
1.Draft ADM 040 Policy – Clean Copy
2.Draft ADM 040 Policy – Tracked Changes
3.List of Committees and Taskforce
4.Terms of Reference
5.Memorandum from the Deputy Clerk dated February 14, 2023
6.Resolution #59/23 - January 23, 2023 Council Meeting
7.Draft By-law XXXX/23
Prepared By: Approved/Endorsed By:
Rumali Perera Susan Cassel
Deputy Clerk City Clerk
Paul Bigioni
Director, Corporate Services & City
Solicitor
Original Signed By:Original Signed By:
Original Signed By:
CLK 03-23 March 27, 2023
Subject: Committees and Taskforces of Council Page 19
SC:rp
Recommended for the consideration
of Pickering City Council
Marisa Carpino, M.A.
Chief Administrative Officer
Original Signed By:
Policy
Procedure Title: Committees and Taskforces of Council Policy Number
ADM 040
Reference
Municipal Act
Procedure By-law, as amended
Resolution #165/10
Resolution #301/14
Resolution #53/19
Date Originated (m/d/y)
November 10, 2008
Date Revised (m/d/y)
December 13, 2010
October 2012
December 15, 2014
March 2019
March 27, 2023
Pages
23
Approval: Chief Administrative Officer Point of Contact
City Clerk
Policy Objective
The purpose of this Policy is to identify a process for establishing Committees and Taskforces 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 Procedure By-law which applies to all Committee
and Taskforce meetings.
Index
01 Definitions
02 Classification of Committees
03 Establishment of Committees and Taskforces
04 Taskforces
05 Relationship between Committees/Taskforces and Council
06 Ongoing Review of Committees/Taskforces
07 Terms of Reference
08 Appointment Process and Advertising for Committee/Taskforce Members
09 Appointment Process for Chair and Vice Chair
10 Resignation/Dismissal Process
DRAFT
Attachment #1 to Report # CLK 03-23
-Cd:Jo/-
p](KERJNG
Policy Title: Committees and Taskforces of Council Page 2 of 23
Policy Number: ADM 040
11 Absentee Requirements
12 Orientation Sessions
13 Meeting Structure, Agenda, and Minute Formats
14 Access to Meetings
15 Pecuniary Interest
16 Duties of Members of Council, Committee/Taskforce Members, and City Staff
17 Quorum
18 Committee/Taskforce Events, Media Relations, and Communications
19 Subcommittees
20 Honorariums
21 Provision for Accessibility and Diversity
22 Municipal Freedom of Information and Protection of Privacy
23 Exceptions to this Policy
01 Definitions
01.01 Chair - means a Member with voting rights appointed by the Members to act as
the head of the Committee/Taskforce.
01.02 Committee - means an Advisory Committee, Ad Hoc Committee, Quasi-
Judicial/Appeals Committee, or a Board established by Council Resolution or
statute.
01.03 City - means The Corporation of the City of Pickering.
01.04 Council - means the Council of The Corporation of the City of Pickering.
01.05 Event - means a gathering of 20+ people, held on City property (facility, park, or
permitted space), is open to the public, and include one or more of the following
criteria; amplified sound, catered food, industrial cooking, alcohol sales,
vendors, food trucks/vendors, staking, generators, carnival or fair, raffles, and
may include use of a Signature Park.
01.06 Mandate - means the statement that describes the Committee/Taskforce’s
purpose or responsibilities as outlined in the respective Committee/Taskforce’s
Terms of Reference.
Policy Title: Committees and Taskforces of Council Page 3 of 23
Policy Number: ADM 040
01.07 Member - means a citizen Member appointed by Council to a Committee, or a
Stakeholder Member selected by a Stakeholder Organization.
01.08 Quorum - means a majority of Members required to be present at any meeting
in order that business may be conducted. When vacancies occur on a
Committee, Quorum shall be based on the remaining number of sitting
Members and not the full Membership.
01.09 Staff Liaison - means the staff Member assigned to facilitate and provide
guidance to the Committee/Taskforce.
01.10 Stakeholder Member - means the individual selected by the Stakeholder
Organization to participate on the Committee/Taskforce on behalf of the
Stakeholder Organization which may change from time to time at the discretion
of the Stakeholder Organization.
01.11 Stakeholder Organization - means an organization that is defined in the
Committee/Taskforce’s Terms of Reference, and who provide a Member of said
organization to be a Member of a Committee/Taskforce for the City.
01.11 Subcommittee - means an informal group composed of no fewer than one
voting Member of the Committee/Taskforce but less than Quorum of the
Committee/Taskforce. Subcommittees are established, as required, to carry out
specific projects included in the annual work plan, and are disbanded upon
completion of their duties. Subcommittees are not subject to open Meeting
provisions under the Municipal Act and the Procedure By-law. Membership may
be drawn from relevant stakeholders or the general public with the appropriate
interest and expertise.
01.12 Taskforce - means a body established by Council with a Mandate to study and
analyze a particular municipal issue and implement action as outlined in the
Terms of Reference and/or Work Plan. Action may include community events,
public engagement workshops, and educational resources in partnership with
the community and/or the City. Taskforces may include citizen Members, staff,
and representation from external bodies.
01.13 Terms of Reference - means the document that provides an overview of the
Committee or Taskforce, the content of which is prescribed by this Policy. A
Terms of Reference template is attached as Appendix 1 to this Policy.
01.14 Vice Chair - means a Member with voting rights appointed by the Members of
the Committee/Taskforce to assume the duties of the Chair in the Chair’s
absence.
02 Classification of Committees
02.01 Committees provide recommendations, advice and information to Council on an
ongoing basis on specific municipal matters that are set out in the Committee’s
Policy Title: Committees and Taskforces of Council Page 4 of 23
Policy Number: ADM 040
Mandate and Terms of Reference. Some Committees, due to their quasi-
judicial, or legislated nature, make decisions based on the parameters of their
Terms of Reference. Committees serve until such time that the Committee is
disbanded in accordance with the provisions of this Policy, or in accordance with
the Term identified in the Committee’s Terms of Reference.
02.02 Categories of Committees include the following:
a) Advisory - includes bodies established by Council to provide input on a
discretionary basis and advice to Council on particular matters, or to
undertake special projects as assigned. 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.
b) Ad Hoc - a short term Committee established by Council for the purpose
of dealing with a special project with a clear mandate and a start and
finish date. When an Ad Hoc Committee has reached its term end date,
or completed its task and made its report to Council, the Committee shall
be deemed to be dissolved. An Ad Hoc Committee shall not be
established for a term longer than a year. Ad Hoc Committees shall have
a staff liaison and may have representation from Council, staff, and the
public.
c) Boards - means any local Board established by Provincial Statute and
tasked with overseeing the operation and delivery of services identified in
legislation. Boards may have their own Policies and By-laws, and where
there is a conflict between this Policy and the Board’s policies /by-laws,
the polices and the by-laws of the Board shall prevail.
d) Quasi-Judicial/Appeals Committee - means a Committee established
by Council to exercise a legislative or quasi-judicial power under the
Planning Act, Municipal Act, Building Code Act, or any other Act .
03 Establishment of Committees and Taskforces
03.01 Committees/Taskforces are established by resolution of Council and each
resolution shall incorporate approval of the Terms of Reference for the specific
Committee/Taskforce. Prior to Council's establishment of any
Committee/Taskforce, the relevant Director(s) shall submit a report to Council
including the following information:
a) Previous work done by the City to advance the mandate of the proposed
Committee/Taskforce (if any);
b) Budget Implications;
c) Statutory requirements (if applicable); and
Policy Title: Committees and Taskforces of Council Page 5 of 23
Policy Number: ADM 040
d) Terms of Reference;
04 Taskforces
04.01 The Terms of Reference for Taskforces shall include details of its mandate,
goals, objectives, responsibilities, composition, Member qualifications, budget,
and remuneration (if applicable).
04.02 Notwithstanding Section 08.03 and 08.04, Taskforces may create their own
appointment process to fill mid-term vacancies. The advertisement of the
vacancy shall aim to reach the broadest sector of the community and shall
indicate the number of vacancies on the Taskforce, duration of the term,
meeting frequency, application process, and the website URL where details can
be obtained regarding the Taskforce. The Taskforce shall determine those
individuals from its membership that will review all applications and will provide
the names of the recommended appointees to the staff liaison. The majority of
the Members forming the review panel will determine which names are
recommended to Council for appointment. Such recommendations shall be
provided to the staff liaison within 45 days of the application closing date. The
recommendations will then be provided to Council for approval at the next
earliest opportunity at an in-camera meeting. For new-term vacancies, the
recruitment process undertaken shall be at the discretion of the staff liaison
assigned to the Taskforce.
04.03 The following process shall be followed for the approval of Taskforce Events:
a) Taskforces may include Events in their annual work plan and present the
work plan to Council through a Staff Report prepared by the staff liaison.
b) The Staff Report shall seek Council approval in principal for Taskforce
Events subject to terms and conditions satisfactory to the Director,
Community Services and Chief Administrative Officer and the Taskforce’s
approved annual budget. The Report shall list the month that the event
would be held in, the type of event, and any other confirmed details of the
event.
c) Events not included in the work plan are subject to Section 18.01 of this
Policy.
04.04 Notwithstanding Section 18.04, the following process shall be followed for media
inquiries received or requested by Taskforces:
a) Taskforces shall have a designated and an alternate Member appointed
as the media spokesperson to respond to media inquiries pertaining to
the mandate of the Taskforce.
b) Upon receipt or request of a media engagement opportunity, the
Taskforce Member must notify the staff liaison, who shall then inform
Policy Title: Committees and Taskforces of Council Page 6 of 23
Policy Number: ADM 040
and consult where appropriate, the Chief Administrative Officer and
Division Head, Public Affairs & Corporate Communications. Upon
approval from the Chief Administrative Officer or the Division Head,
Public Affairs & Corporate Communications, the designated Taskforce
Member or their alternate may respond to the media inquiry.
c) The Taskforce should anticipate receiving media inquiries that require a
timely response, such as in person, or virtually, during a live event or
activity where the Taskforce is participating. These should only be
addressed by the Taskforce media spokesperson or alternate. If neither
are present, an on-site Taskforce Member should advise the media of
the appropriate person to connect with on their inquiry.
d) When interacting with the media, the Taskforce media spokesperson
must be cognizant of the duties listed under Section 16.02 of this Policy.
e) All matters that fall outside of the mandate of the Taskforce shall be
referred to the City’s Corporate Communications Division.
04.05 Taskforces may develop their own branding and marketing resources as they
frequently engage with the community and stakeholders to build partnerships in
an effort to further their mandate. The request must be sent to the City’s
Corporate Communications Division for review and approval prior to its public
release so that any associated costs can be included in the City’s annual
budget.
05 Relationship between Committees/Taskforces and Council
05.01 The purpose of Committees is to assist Council by providing recommendations
on specialized issues, policies and/or operational levels, as set out in the Terms
of Reference or Council approved work plans. Committee/Taskforce Members
are appointed by Council, and serve at the pleasure of Council for a specif ied
term, where statutory requirements do not state otherwise.
05.02 Committee/Taskforce recommendations requiring Council’s attention shall be
provided to Council at the next available opportunity through a Report by the
staff liaison. The Report shall include the Committee/Taskforce
recommendation/decision, and the Staff recommendation may include, but is
not limited to, the following:
a) Receive for Information;
b) Directions to staff; or,
c) Refer to a Director for investigation and if appropriate, a report back to
the appropriate Standing Committee.
Policy Title: Committees and Taskforces of Council Page 7 of 23
Policy Number: ADM 040
05.03 Council may approve, amend, refer or propose other resolutions, as Council
deems appropriate. Once a Committee/Taskforce recommendation has been
reported to Council, a Committee/Taskforce will not reconsider, recommend or
advise on the matter, unless directed by Council. No order or authority to do any
business shall be recognized as emanating from a Committee/Taskforce, unless
it is in writing and approved through a resolution of Council.
05.04 Committee/Taskforce Members(s) shall rely exclusively on the staff liaison to
communicate and dispense with recommendations and actions taken by
Committees/Taskforces, and shall not interfere in the administrative practices of
the City of Pickering.
05.05 Committees/Taskforces shall prepare an annual work plan to Council which
shall include details on the previous year’s accomplishments, a work plan for the
current year, and should include a delegation from a Committee/Taskforce
Member when the matter is presented at a Meeting of Council. The substance
of the work plan shall be prepared by the Committee/Taskforce Members, with
administrative assistance and policy advice given by the staff liaison. The work
plan shall be submitted to Council annually, no later than the May Council
Meeting, through a Memorandum to Council. The Memorandum to Council shall
be forwarded to the City Clerk for inclusion on a Council Agenda under
correspondence with a recommendation to “receive for information”.
06 Ongoing Review of Committees/Taskforces
06.01 Early in each new Council Term, Council shall review all
Committees/Taskforces. The City Clerk in collaboration with the staff liaisons
shall conduct a review of all Committees/Taskforces and provide a report to
Council, including, but not limited to the following:
a) a list of Committees/Taskforce by name and type;
b) updates to all Terms of Reference documents for each Committee and
Taskforce; and,
c) recommendations on whether a Committee and/or Taskforce should be
disbanded.
06.02 If a Committee/Taskforce is to be disbanded, a report on the
Committee/Taskforce activities and reasons for disbanding shall be presented to
Council for approval.
07 Terms of Reference
07.01 Each Committee shall have a Terms of Reference at the time of its
establishment and shall include details of its mandate, goals, objectives, and
Policy Title: Committees and Taskforces of Council Page 8 of 23
Policy Number: ADM 040
responsibilities, composition, Member qualifications, meeting schedule, budget,
and remuneration (if applicable).
07.02 Terms of Reference must be approved by Council and amendments to those
Terms shall be brought forward to Council through a Staff Report by the staff
liaison.
07.03 Terms of Reference shall be reviewed by each Committee/Taskforce at their
first meeting following a municipal election. All Terms of Reference shall be
forwarded and adopted by Council no later than April 1st in the year following a
municipal election.
07.04 The Terms of Reference of each Committee/Taskforce shall be reviewed on an
ongoing basis by staff liaisons and the Committee/Taskforce to ensure that each
Committee/Taskforce and its Terms of Reference remain relevant and
appropriate.
08 Appointment Process and Advertising for Committee/Taskforce Members
08.01 Where the City makes appointments to bodies of its own creation, such
appointments shall be citizen appointments.
08.02 Appointment of Council Members to Committees/Taskforces shall be done in
accordance with Policy ADM 045 and the number of Council Members to be
appointed to each Committee/Taskforce shall be provided in the
Committee/Taskforce’s Terms of Reference.
08.03 The appointment process for Committees/Taskforces established by Council
shall be coordinated through the City Clerk’s Office.
08.04 The following process will be generally followed in initiating the recruitment,
selection, and appointments for Committees/Taskforces:
a) upon Council passing a resolution to establish a Committee, at the end of
the Term of the Committee/Taskforce, or when a vacancy occurs, the City
Clerk, in consultation with the relevant Department and staff liaison
assigned to the Committee, will advertise Committee vacancies in the local
newspaper, the City’s website, social media platforms, and in any other
manner that the City Clerk deems appropriate to reach the broadest sector
of the community. The advertisement will indicate the number of vacancies
on the Committee/Taskforce, duration of the term, meeting frequency,
application process, and the details pertaining to the mandate of the
Committee/Taskforce;
b) applicants shall be required to complete and submit a prescribed
application form;
Policy Title: Committees and Taskforces of Council Page 9 of 23
Policy Number: ADM 040
c) the staff liaison shall develop a matrix chart to evaluate the applications by
reviewing the list of Member qualifications noted in the
Committee/Taskforce’s Terms of Reference;
d) all applications shall be reviewed by the staff liaison for each
Committee/Taskforce and a recommendation shall be provided to the City
Clerk for inclusion on an in-camera Council agenda. The process to review
the applications will be at the discretion of the staff liaison. The staff
recommendation provided to Council will be accompanied with all
applications and resumes received for that Committee/Taskforce and the
matrix chart developed by the staff liaison to evaluate the applications;
e) when preparing the recommendation to Council, the staff liaison shall give
equal consideration to new applicants as well as those who have
previously served on a Committee/Taskforce;
f) notwithstanding item e), recommendations shall be based on the relevant
experience and expertise of an individual in relation to the mandate of the
Committee/Taskforce and there shall be no restrictions on the number of
terms an individual may serve if they meet the needs of the Committee;
and,
g) the Clerk’s Office, on behalf of Council, shall send out confirmation letters
to new Committee/Taskforce appointees which will include the contact
information for the staff liaison for that Committee/Taskforce and any other
relevant information required. Letters will also be provided to those
individuals who were not appointed encouraging them to re-apply at such
time a vacancy occurs.
08.05 Notwithstanding Section 08.04 of this Policy, should a vacancy occur on a
Committee/Taskforce within six months of a recruitment process for that
Committee/Taskforce, the staff liaison, at the discretion and direction of the City
Clerk, may consider the applicants that were unsuccessful on being appointed
to the Committee/Taskforces in lieu of initiating a new recruitment process. In
doing so, the following process shall be followed:
a) the Clerk’s Office shall send out letters to all of the applicants that were
originally unsuccessful in being appointed to the Committee/Taskforce.
The letter shall state the number of vacancies available and include a
deadline on providing a response on whether the applicant is agreeable to
being considered for the vacancy.
b) the Clerk’s office shall provide the staff liaison with a list of the applicants
who agreed to being considered for the vacancy.
c) based on the applicants who had agreed to being considered for the
vacancy, the staff liaison shall prepare a recommendation(s) to be
provided to the City Clerk for inclusion on an in-camera Council agenda.
Policy Title: Committees and Taskforces of Council Page 10 of 23
Policy Number: ADM 040
The staff recommendation provided to Council will be accompanied with all
applications and resumes of the applicants that were willing to be
considered.
08.06 Applicants shall be a property owner, tenant, or resident of Pickering and a
minimum of 18 years of age unless a Committee/Taskforce’s Terms of
reference dictates otherwise. City of Pickering employees are not eligible to sit
on Committees/Taskforces as voting Members.
08.07 The term of a Member of a Committee/Taskforce shall continue in accordance
with the Committee/Taskforce Terms of Reference or until a successor is
appointed. Generally, the duration of Committee/Taskforce appointments are
the same as the Term of Council. In special circumstances, staff may
recommend that the term for a specific Committee/Taskforce be different than
the Term of Council to ensure experience and consistency in following the
Committee/Taskforce's goals and mandate.
08.08 If a Committee/Taskforce Terms of Reference provide for Stakeholder
representation, the following process, coordinated by the staff liaison, will
generally be followed in initiating appointment of Stakeholder Members:
a) Stakeholder Organizations shall be included in the Committee/Taskforce’s
Terms of Reference and the Stakeholder Organization shall be appointed
by Council through the approval of the Terms of Reference. Individual
Stakeholder Members do not need to be appointed by Council.
b) Where a Committee/Taskforce’s Terms of Reference include Stakeholder
Organizations, the staff liaison will contact the Stakeholder Organization to
seek an individual from the organization to sit on the Committee /Taskforce
as the Stakeholder Member.
08.09 Appointees shall not serve on more than one Committee/Taskforce during a
term unless there is a vacancy and no other applications are received other than
those who are already appointed to another Committee /Taskforce.
08.10 Committees/Taskforces may have membership parameters included in their
Terms of Reference to have a membership “up to” a specific number of
Members which will allow them to continue with vacancies, however,
membership shall not fall below 50% of the maximum membership number
included in the Terms of Reference.
08.11 Membership that reflects the diversity of the City community shall be considered
as part of the recruitment, selection, and appointment process.
09 Appointment Process for Chair and Vice Chair
09.01 Committees/Taskforces may appoint a Chair and Vice Chair, if the roles are
required by statute or the Committee’s/Taskforce’s Terms of Reference. With
Policy Title: Committees and Taskforces of Council Page 11 of 23
Policy Number: ADM 040
the exception of the Pickering Public Library Board, only citizen members may
be nominated for the position of Chair/Vice Chair. Members of Council and
Stakeholder Members cannot be appointed as Chair/Vice Chair. The
appointment(s) shall take place at the first meeting of the Committee/Taskforce
and/or when there is a vacancy in the position(s). In doing so, the following
process shall generally be followed:
a) At the first meeting, the staff liaison will ask Members for nominations for
the position of Chair/Vice Chair for the Committee/Taskforce.
b) The staff liaison will record the names of the nominees. Once all
nominations have been submitted, the staff liaison will advise that the
nominations are closed. The staff liaison will ask each nominee if they wish
to have their name stand for the position of Chair.
c) If there is only one nominee, and if the Member answers in the affirmative
that they wish to have their name stand, the staff liaison will ask for a
public vote on a motion to appoint the nominated Member(s) as Chair.
d) If there is more than one nominee, the staff liaison will ask each Member of
the Committee/Taskforce to publicly state their vote on each nomination .
The Member who achieves the majority vote will be appointed Chair.
e) The staff liaison will repeat this process for the nomination and
appointment of a Vice-Chair.
10 Resignation/Dismissal Process
10.01 Committee/Taskforce Members wishing to resign their appointment shall submit
their resignation in writing to the City Clerk or staff liaison as soon as possible.
Upon acceptance of the resignation, the City Clerk, or designate, shall
acknowledge the resignation in writing and in consultation with the staff liaison
assigned to the Committee/Taskforce, will initiate the aforementioned
appointment process to fill the vacancy.
10.02 Council, at its discretion, can dismiss any Committee/Taskforce in its entirety or
any Member thereof at any time, which may be triggered by any of the following:
a) Completion of the Committee/Taskforce mandate;
b) Legislative requirements to have the Committee/Taskforce no longer exist; or,
c) Recommendation by Staff in Staff Report.
11 Absentee Requirements
11.01 If any Committee/Taskforce Member is absent from three regular meetings in
one calendar year without justification, the staff liaison will contact the Member
Policy Title: Committees and Taskforces of Council Page 12 of 23
Policy Number: ADM 040
in writing to ask whether or not they wish to remain on the Committee/Taskforce
with a specific deadline for a response.
11.02 If contact cannot be made with the absent Committee/Taskforce Member by the
aforementioned deadline, the Committee/Taskforce Member’s seat shall
automatically become vacant and the process for filling a vacancy will begin.
Formal notice that the Member’s seat is vacant will be sent to the Member using
the contact information on file at the City.
11.03 In the case of a Stakeholder Member, the staff liaison will contact the
Stakeholder Organization following the third absence from a regular meeting.
The Stakeholder Organization will have the option to confirm its Member and
ensure that they will be in attendance at meetings going forward, or confirm an
alternate Stakeholder Member will be attending future meetings in their place.
Should a Stakeholder Organization no longer be able to provide a Stakeholder
Member, the Committee/Taskforce may revise their Terms of Reference to
include a new Stakeholder Organization which shall be provided to Council for
approval.
12 Orientation Sessions
12.01 Orientation sessions shall be conducted at the beginning of each Term by the
staff liaison in coordination with the Legislative Services Division. The
orientation will identify goals, objectives and work plans for the
Committee/Taskforce and will also provide an overview of Policies and Meeting
Procedures. Further sessions may be conducted for Members appointed during
the Council Term, as required. Orientation materials will be distributed to all
Members of the Committee/Taskforce for reference purposes. Each
Committee/Taskforce package shall include the following information at a
minimum:
a) Committee/Taskforce Terms of Reference;
b) Mandatory statutes (e.g. Accessibility for Ontarians with Disabilities Act);
c) City of Pickering Procedure By-Law;
d) City Organizational Structure;
e) Relevant City Policies and Procedures affecting Committee/Taskforce
Members including the City’s Code of Conduct; and,
f) Staff liaison support and contact information.
12.02 As per the Accessibility for Ontarians with Disabilities Act, 2005, all City and
Library 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/Library will receive Accessible Customer Service Training. The staff liaison
Policy Title: Committees and Taskforces of Council Page 13 of 23
Policy Number: ADM 040
assigned to the Committee/Taskforce will arrange training for new
Committee/Taskforce Members who have not had Accessible Customer Service
Training and such training shall be provided by the City’s Accessibility
Coordinator.
13 Meeting Structure, Agenda and Minute Formats
13.01 Regular meetings will be held monthly, but variations may be determined by the
Committee/Taskforce and staff liaison. A meeting schedule, setting out the time
and place for meetings will be established by the Committee/Taskforce in their
Terms or Reference. For in-person or hybrid meetings, meeting venues will be
accessible, and sufficient to accommodate Committee/Taskforce Members,
staff, and members of the public. Committees/Taskforces have the ability to
meet electronically in accordance with the provisions of the Procedure By-law.
13.02 While ensuring consistency and accountability, meeting structures and
agenda/minute formats may be adjusted to meet the needs of individual
Committees/Taskforces. The following components may be included in
agendas, where specific subject items are described in each component ,
a) date, time, location of meeting;
b) disclosure of interest;
c) approval of previous minutes;
d) presentations/delegations;
e) general business and reports;
f) correspondence;
g) other business;
h) next meeting; and
i) adjournment.
13.03 In addition to the items listed on the agenda, the minutes shall also include the
names of the Members in attendance and those that were absent from the
Meeting.
13.04 Committees/Taskforces shall follow the City’s Procedure By-law; however, a
Committee/Taskforce may choose to adopt its own simplified Procedures,
subject to the approval of the City Clerk. The City Clerk, or their designate, may
provide guidance on the interpretation and application of Meeting Procedures.
Good faith misinterpretation of the Procedures shall not affect the validity of any
meeting.
Policy Title: Committees and Taskforces of Council Page 14 of 23
Policy Number: ADM 040
13.05 Staff and Committee/Taskforce Members should structure meeting agendas to
make every effort to adhere to a two hour time limit for all Committee/Taskforce
meetings.
13.06 Minutes of meetings must be recorded and 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,
except in the case of the Pickering Public Library Board. Minutes should have a
collective, not personal focus. What individuals said is less significant than the
precise wording or proposals and the decisions made by the majority of the
Committee/Taskforce or by general agreement. No Member has the inherent
right to have his or her comments on record. Minutes are primarily a record of
what was done at a meeting, and not a record of what was said . Minutes are not
taken verbatim and they do not serve as a transcript of the meeting.
13.07 The Recording Secretary shall forward the draft Minutes, as soon as possible
following the meeting to the staff liaison for their review. Once the staff liaison
has reviewed the meeting Minutes, the Minutes shall be posted on the City’s
website and placed on the next Committee/Taskforce agenda for adoption.
14 Access to Meetings
14.01 Except as provided in this section, all meetings shall be open to the public and
the media and Committee/Taskforce minutes shall be posted on the City’s
website. The staff liaison or the Chair who is facilitating the meeting may expel
any person for improper conduct at a meeting.
14.02 Committee/Taskforce 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, the City Clerk must be consulted and approve of the
Committee/Taskforce meeting in closed session to ensure that the reasons for
closing the meeting are in accordance with Section 239 of the Municipal Act (the
“Act”). The agenda for the meeting in which a closed item will be discussed shall
include the provisions of the Act that allow for such item to be considered in
closed session. A meeting can only be closed to the public if the subject matter
being considered falls under one of the open meeting exceptions under Section
239 of the Act.
14.03 Before holding a meeting or part of a meeting that is to be closed to the public,
the Committee/Taskforce 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
Policy Title: Committees and Taskforces of Council Page 15 of 23
Policy Number: ADM 040
c) in the case of a meeting for educational or training purposes, that it is
closed for that purpose and no decisions will be made.
14.04 Where necessary, the City Clerk or the Deputy Clerk shall attend the closed
session to record the confidential minutes.
14.05 Confidential minutes of closed sessions shall be kept in the custody and control
of the City Clerk.
14.06 All deliberations while in closed session shall remain confidential unless
otherwise approved by Committee/Taskforce in open session.
14.07 Where possible, any motion made regarding an item within a closed session
shall be reported publicly when the Committee/Taskforce resumes in open
session.
14.08 A statement must be placed in the public meeting minutes stating the general
nature of the closed meeting and where the confidential minutes will be
retained.
15 Pecuniary Interest
15.01 Committee/Taskforce Members are deemed not to have a pecuniary interest in
that they have no decision-making ability. Members should be cognizant of any
perceived conflict in terms of discussion or decision-making on matters that may
serve to benefit the Member personally. Members shall not use their status on
Committees/Taskforces for personal or political gain.
15.02 If a Committee/Taskforce 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 shall:
a) before any consideration of the matter, at the meeting verbally disclose
the interest and its general nature;
b) not, at any time, take part in the discussion of, or vote on, any question in
respect of the matter; and
c) complete a Declaration of Interest, Municipal Conflict of Interest Act
Form, in accordance with the City’s Procedure By-law and the Disclosure
shall be provided to the staff liaison or recording secretary and forwarded
to the City Clerk.
15.03 An elector, or any person demonstrably acting in the public interest may apply in
writing to the Integrity Commissioner for an inquiry to be carried out concerning
an alleged contravention of the Municipal Conflict of Interest Act in accordance
with ADM 070-001 - Procedure for Complaints under the Council Code of
Conduct and Inquiries under the Municipal Conflict of Interest Act.
Policy Title: Committees and Taskforces of Council Page 16 of 23
Policy Number: ADM 040
16 Duties of Members of Council, Committee/Taskforce Members, and City Staff
16.01 Duties of Members of Council:
a) Members of Council may attend any or all Committee/Taskforce
meetings;
b) at Committee/Taskforce meetings, Members of Council can respond to
Committee/Taskforce Members’ questions, interpret Council’s direction,
and ensure that Committee/Taskforce Members are aware of Council
issues that may affect the mandate of the Committee/Taskforce; and,
c) Members of Council appointed as Members to a Committee/Taskforce
are not included as part of the Quorum, and have no voting rights, unless
otherwise stated in the Terms of Reference.
16.02 Duties of Committee/Taskforce Members:
a) understand the mandate of the Committee/Taskforce, including its
relationship to Council;
b) understand their role and responsibilities, including relevant City or
Library Policies and Procedures;
c) strive to attend all scheduled and special Committee/Taskforce Meetings;
d) notify the staff liaison on any absences from Committee/Taskforce
meetings as soon as possible;
e) prepare for meetings by reading agendas and any background
information supplied;
f) actively participate in the discussion and decision-making process;
g) undertake any work assigned, including special projects and research, in
between meetings;
h) be open minded and allow for a variety of opinions to be heard;
i) respect the individual worth and dignity of other Committee/Taskforce
Members, and maintain a high degree of professionalism;
j) treat members of the public, other Committee/Taskforce Members, and
staff, with respect and dignity and without abuse, bullying, or intimidation;
k) adhere to the City’s Code of Conduct Policy – ADM 070 and all other
relevant Policies and Procedures of the City of Pickering.;
Policy Title: Committees and Taskforces of Council Page 17 of 23
Policy Number: ADM 040
l) respect that actions taken and recommendations shall reflect the majority
view of the Committee/Taskforce; and,
m) respect the finality of Council decisions.
16.03 Duties of the Recording Secretary:
a) transcribe minutes at meetings;
b) coordinate agendas, minutes, correspondence, and delegations as
needed; and,
c) coordinate all hybrid or electronic Committee/Taskforce meetings .
16.04 Duties of the Staff Liaison:
a) the staff liaison assumes two principle functions: a secretarial role and a
policy advisor role. These roles may be undertaken by one or more staff;
b) the staff liaison for each Committee/Taskforce will assume all duties
under Section 16.05 of this Policy unless a Chair or Vice Chair is required
by statute or the Committee’s/Taskforce’s Terms of Reference;
c) monitor the attendance of all Committee/Taskforce Members in
accordance with Section 20 of this Policy;
d) respect the individual worth and dignity of Committee/Taskforce
Members, and maintain a high degree of professionalism ;
e) communicate the various deadlines noted in this Policy and other City
Policies/Procedures to the Committee/Taskforce or Chair/Vice Chair;
f) seek clarification and answers for Committee/Taskforce Members
through Council or City staff;
g) the staff liaison has no voting rights or authority to make decisions, and is
independent of the Committee/Taskforce, and is present to assist the
Committee/Taskforce with administrative processes; and,
h) Legislative Services will coordinate agendas, minutes and
correspondence as needed for those Committees/Taskforces in which
they provide secretariat support. staff liaisons will be responsible for this
function for any Committees/Taskforces not supported by Legislative
Services.
16.05 Duties of the Chair/Staff Liaison (if no Chair is appointed);
a) preside at all meetings of the Committee/Taskforce and rule on all
procedural matters;
Policy Title: Committees and Taskforces of Council Page 18 of 23
Policy Number: ADM 040
b) solicit for agenda items from Committee/Taskforce Members prior to the
publication of the meeting agenda and provide the agenda items to the
Recording Secretary;
c) facilitate the meeting by identifying the order of proceedings and
speakers;
d) ensure that all meetings are conducted 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;
e) ensure active participation by all Committee/Taskforce Members;
f) maintain decorum and ensure fairness and accountability;
g) be open-minded and encourage a variety of opinions to be heard;
h) ensure that the Committee/Taskforce meets the deadlines included in
this Policy and other City Policies/Procedures;
i) lead the preparation of annual reports/presentations to Council; and,
j) review the goals and objectives of the Committee/Taskforce and ensure
that its work plan is realistic and up to date.
16.06 Duties of the Vice Chair:
a) assume the duties of the Chair if the Chair is not able to fulfill their
position.
17 Quorum
17.01 A majority of the Members of any Committee/Taskforce shall be required to
officially constitute a meeting. A majority is greater than 50% of the number of
current sitting Members. Vacancies on a Committee shall not be included in the
calculation of Quorum.
17.02 City staff, Members of Council, special guests, and volunteers have no voting
privileges and will not be included in the Quorum. In some instances, where it is
defined in a Committee’s Terms of Reference, Members of Cou ncil may have
voting privileges.
17.03 If no Quorum is present 30 minutes after the time scheduled for a meeting, the
Recording Secretary shall record the names of the Members present, and the
meeting shall stand adjourned until the next meeting date .
Policy Title: Committees and Taskforces of Council Page 19 of 23
Policy Number: ADM 040
17.04 If the staff liaison is absent from the meeting and another City staff Member is
not present and Quorum has been met, then a Committee Member can be
appointed to facilitate the meeting;
18 Committee/Taskforce Events, Media Relations, and Communications
18.01 Committees/Taskforces must seek Council approval to hold an event and each
request to Council must include the complete details of the event (e.g. budget,
approximate number of staff required, month the event would be held in, and
purpose of event). Events approved in the work plan are subject to the CUL 070
Community Festival & Events Policy. Community Services Staff may provide
guidance or assistance to the Committee/Taskforce through the planning and
implementation process outlined in the Community Festival & Events Manual.
18.02 Committee/Taskforce events must relate to specific activities approved in the
Committee/Taskforce’s Terms of Reference and mandate. Permit fees for
events will be charged as per Council Approved User Fees and must be
budgeted within the respective City Department budget where the staff liaison
for that Committee/Taskforce resides.
18.03 It is expected that all Taskforce Members attend and assist in organizing events
that are requested and approved by Council.
18.04 Committee Members shall not meet with the media unless such meeting is
approved by the City’s Chief Administrative Officer or the Division Head, Public
Affairs & Corporate Communications. Upon receipt of a media engagement
opportunity, the Committee Member must notify the staff liaison, who shall then
inform, and consult where appropriate, the Chief Administrative Officer and
Division Head, Public Affairs & Corporate Communications. Upon ap proval from
the Chief Administrative Officer or the Division Head, Public Affairs & Corporate
Communications, the Committee Member may respond to the media inquiry.
Committee media relations must be supported by the City’s Corporate
Communications Division. These provisions pertaining to media do not apply to
Taskforces as outlined in Section 04.04 of this Policy.
18.05 The actions and recommendations of Committees/Taskforces are subject to the
policies and administrative practices of the City, including but not limited to
provisions pertaining to the use of the corporate logo(s), letterhead, website,
information pamphlets, and media advertisements.
19 Subcommittees
19.01 Subcommittees may be established by a Committee/Taskforce, as required, to
carry out specific projects included in the annual work plan. Such
Subcommittees shall be disbanded upon completion of their specific project(s)
or task. A Subcommittee must include at a minimum, one voting Member of the
Committee/Taskforce, and additional membership may be drawn by the
Policy Title: Committees and Taskforces of Council Page 20 of 23
Policy Number: ADM 040
Committee/Taskforce from relevant stakeholders or the general public with the
appropriate interest and expertise. Subcommittees shall not be authorized to
create further Subcommittees or receive honorariums.
20 Honorariums
20.01 This section applies only to citizen appointments on Committees/Taskforces. It
does not apply to Council or Stakeholder Members appointed to a
Committee/Taskforce, and does not apply to Subcommittees.
20.02 Honorariums are provided per meeting attended regardless of the length of the
meeting.
20.03 To be eligible for honorariums:
a) the Member must be a voting Member of the Committee/Taskforce;
b) the Member must be present for at least half of the duration of the meeting;
c) the meeting must be a regular or special meeting; and,
d) the Member’s attendance must be recorded in the approved minutes for that
meeting.
20.04 Where a regular or special meeting is adjourned due to a lack of quorum, the
Members who were present shall be paid the regular rate of honorarium
included in the Committee/Taskforce’s Terms of Reference.
20.05 Honorarium rates will be included in the individual Terms of Reference for each
Committee/Taskforce.
20.06 Honorariums paid by the City to a Committee/Taskforce Member shall not be
donated back to the City.
20.07 All citizen Committee/Taskforce Members who receive an honorarium shall be
issued a T4A statement by the City.
20.08 Honorariums shall be paid twice a year, in June and in December, up to a
maximum amount per person per year as specified in the Committee/Taskforce
Terms of Reference.
20.09 All payment information must be submitted to the City’s Finance department
proactively by the staff liaison assigned to the Committee/Taskforce in
accordance with the timelines outlined in Section 20.08.
21 Provision for Accessibility and Diversity
Policy Title: Committees and Taskforces of Council Page 21 of 23
Policy Number: ADM 040
21.01 Adequate provisions shall be made by relevant staff to ensure that meeting
locations, agenda and minute formats, communications and conduct of
meetings are accessible, to ensure maximum participation and quality customer
service.
22 Municipal Freedom of Information and Protection of Privacy
22.01 The Municipal Freedom of Information and Protection of Privacy Act (MFIPPA)
applies to all Committees/Taskforces, and members of the public may request
access to City records under MFIPPA by filing a Freedom of Information request
with the Clerk’s Office. The City must follow the process outlined in the Act to
release the information which may include disclosure of reports
correspondence, or emails sent by Members to staff regarding
Committee/Taskforce matters.
22.02 Requests for information shall be referred to the Clerk’s Office to be addressed
either as an informal request to access municipal records, or as a formal
request under MFIPPA.
22.03 Members may receive personal or other confidential information as part of their
role on the Committee/Taskforce and it is expected that this information be
protected, including keeping the information physically and electronically secure
from unauthorized use.
23 Exceptions to this Policy
23.01 Where a conflict exists between the provisions of this Policy and any legislative
or legal requirement, the legislative or legal requirement will prevail.
Please refer to all associated Procedures and Standard Operating Procedures, if applicable, for
detailed processes regarding this Policy.
Appendices
Appendix 1 Terms of Reference – Sample Format
Appendix 2 Work Plan – Sample Format
Policy Title: Committees and Taskforces of Council Page 22 of 23
Policy Number: ADM 040
Appendix 1
Terms of Reference
Name of Committee
Terms of Reference shall be approved by Council and amendments can only be made with
Council approval. Terms of Reference for a Committee/Taskforce need only address
information not already provided for in the Committees and Taskforce Policy.
1.0 Mandate – A description of the general purpose and activities of the
Committee/Taskforce, including areas of responsibility, taking into account any
statutory requirements. Committee/Taskforce mandates shall not be altered by the
Committee/Taskforce without Council approval.
2.0 Goals, Objectives and Responsibilities – A listing of the goals, objectives and
responsibilities of the Committee/Taskforce, to be addressed in annual work plans with
reference to specific strategies and actions.
3.0 Composition – Specify the maximum and minimum number of Members of the
Advisory Committee and describe the nature of membership (Council Members,
citizens and/or Stakeholder Organization, numbers in each category), membership
terms, and voting rights.
4.0 Member Qualifications – Outline recommended qualifications of potential Members
given the mandate of the Committee/Taskforce.
5.0 Meeting Schedule – Indicate how often the Committee/Taskforce shall meet, e.g.
monthly, every other month, criteria for calling a special meeting, summer recess.
6.0 Budget – requests must relate to the Committee/Taskforce’s mandate, be included in the
annual work plan submission and be supported by project descriptions.
7.0 Honorariums – Specify the rate of pay for Members per Meeting. If the
Committee/Taskforce Terms of Reference includes a Chair, specify the rate for the
Chair.
Policy Title: Committees and Taskforces of Council Page 23 of 23
Policy Number: ADM 040
Memo
To: [click and insert name of City Clerk] [click and insert date]
City Clerk
From: [click and insert name of Staff Liaison]
[click and insert title of Staff Liaison]
Copy: Chief Administrative Officer
Directors
[click and insert "Division Head, Department" if applicable]
Subject: [click and insert name of Board/Committee/Taskforce]
- 20XX Year End Report and 20XX Work Plan
File: [click and add file number]
The [click and insert name and acronym of Board/Committee/Taskforce] is pleased to present
its 20XX Year End Report and 20XX Work Plan.
20XX Year End Report
Provide an overview of the body’s accomplishments over the past year, and highlight
successes and challenges in relation to their work plan. Formatting is flexible and can include
paragraphs, headings, lists, bullets, tables etc.
20XX Work Plan
Provide an overview of the work that the body expects to accomplish in the year ahead.
Formatting is flexible and can include paragraphs, headings, lists, bullets, tables etc.
[click and insert author/typist initials]
Attachment "Click and type attachment"
"Click and type additional attachments"
Appendix 2 -Cdt;of-
P](KER]NG
■ ■
■
■
I
Policy
Procedure Title: Committees and Taskforces of Council Policy Number
ADM 040
Reference
Municipal Act
Procedure By-law, as amended
Resolution #165/10
Resolution #301/14
Resolution #53/19
Date Originated (m/d/y)
November 10, 2008
Date Revised (m/d/y)
December 13, 2010
October 2012
December 15, 2014
March 2019
March 27, 2023
Pages
23
Approval: Chief Administrative Officer Point of Contact
City Clerk
Deleted: Boards & Advisory
Deleted: 15
Policy Objective
The purpose of this Policy is to identify a process for establishing Committees and Taskforces 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 Procedure By-law which applies to all Committee
and Taskforce meetings.
Index
01 Definitions
02 Classification of Committees
03 Establishment of Committees and Taskforces
04 Taskforces
05 Relationship between Committees/Taskforces and Council
06 Ongoing Review of Committees/Taskforces
07 Terms of Reference
08 Appointment Process and Advertising for Committee/Taskforce Members
09 Appointment Process for Chair and Vice Chair
10 Resignation/Dismissal Process
DRAFT
Deleted: Boards and Advisory
Deleted: al
Deleted: Boards and Advisory
Deleted: s
Deleted: , including Staff Liaisons.
Deleted: Boards and Advisory
Deleted: <#>¶
Deleted: <#>Advisory
Deleted: Boards and Advisory
Deleted: Board/Advisory
Attachment #2 to Report # CLK 03-23
-Cd:Jo/-
p](KERJNG
. I
I
---! l
.______________ ----1 I
-------"-------~=-=
. . ---------.
Policy Title: Committees and Taskforces of Council Page 2 of 23
Policy Number: ADM 040
11 Absentee Requirements
12 Orientation Sessions
13 Meeting Structure, Agenda, and Minute Formats
14 Access to Meetings
15 Pecuniary Interest
16 Duties of Members of Council, Committee/Taskforce Members, and City Staff
17 Quorum
18 Committee/Taskforce Events, Media Relations, and Communications
19 Subcommittees
20 Honorariums
21 Provision for Accessibility and Diversity
22 Municipal Freedom of Information and Protection of Privacy
23 Exceptions to this Policy
01 Definitions
01.01 Chair - means a Member with voting rights appointed by the Members to act as
the head of the Committee/Taskforce.
01.02 Committee - means an Advisory Committee, Ad Hoc Committee, Quasi-
Judicial/Appeals Committee, or a Board established by Council Resolution or
statute.
01.03 City - means The Corporation of the City of Pickering.
01.04 Council - means the Council of The Corporation of the City of Pickering.
01.05 Event - means a gathering of 20+ people, held on City property (facility, park, or
permitted space), is open to the public, and include one or more of the following
criteria; amplified sound, catered food, industrial cooking, alcohol sales,
vendors, food trucks/vendors, staking, generators, carnival or fair, raffles, and
may include use of a Signature Park.
01.06 Mandate - means the statement that describes the Committee/Taskforce’s
purpose or responsibilities as outlined in the respective Committee/Taskforce’s
Terms of Reference.
Deleted: <#>Implementation Procedure – Classification of
Boards and Advisory Committees¶
Deleted: Chair
Deleted: Advisory
Deleted: created by Council to provide input, advice and
technical expertise on particular matters, act as a vehicle
for public consultation on issues of municipal interest and
make recommendations to Council.
Deleted: Advisory
1~--
Policy Title: Committees and Taskforces of Council Page 3 of 23
Policy Number: ADM 040
01.07 Member - means a citizen Member appointed by Council to a Committee, or a
Stakeholder Member selected by a Stakeholder Organization.
01.08 Quorum - means a majority of Members required to be present at any meeting
in order that business may be conducted. When vacancies occur on a
Committee, Quorum shall be based on the remaining number of sitting
Members and not the full Membership.
01.09 Staff Liaison - means the staff Member assigned to facilitate and provide
guidance to the Committee/Taskforce.
01.10 Stakeholder Member - means the individual selected by the Stakeholder
Organization to participate on the Committee/Taskforce on behalf of the
Stakeholder Organization which may change from time to time at the discretion
of the Stakeholder Organization.
01.11 Stakeholder Organization - means an organization that is defined in the
Committee/Taskforce’s Terms of Reference, and who provide a Member of said
organization to be a Member of a Committee/Taskforce for the City.
01.11 Subcommittee - means an informal group composed of no fewer than one
voting Member of the Committee/Taskforce but less than Quorum of the
Committee/Taskforce. Subcommittees are established, as required, to carry out
specific projects included in the annual work plan, and are disbanded upon
completion of their duties. Subcommittees are not subject to open Meeting
provisions under the Municipal Act and the Procedure By-law. Membership may
be drawn from relevant stakeholders or the general public with the appropriate
interest and expertise.
01.12 Taskforce - means a body established by Council with a Mandate to study and
analyze a particular municipal issue and implement action as outlined in the
Terms of Reference and/or Work Plan. Action may include community events,
public engagement workshops, and educational resources in partnership with
the community and/or the City. Taskforces may include citizen Members, staff,
and representation from external bodies.
01.13 Terms of Reference - means the document that provides an overview of the
Committee or Taskforce, the content of which is prescribed by this Policy. A
Terms of Reference template is attached as Appendix 1 to this Policy.
01.14 Vice Chair - means a Member with voting rights appointed by the Members of
the Committee/Taskforce to assume the duties of the Chair in the Chair’s
absence.
02 Classification of Committees
02.01 Committees provide recommendations, advice and information to Council on an
ongoing basis on specific municipal matters that are set out in the Committee’s
Deleted: Board or
Deleted: the number of
Deleted: Member
Deleted: appointed
Deleted: Advisory
Deleted: or Board
Deleted: committee
Deleted: to assist in the short-term study and analysis
of a specific matter.
Deleted: Member
Deleted: representation as well as
Deleted: general
Deleted: Advisory
Deleted: Board
Deleted: Chair
Deleted: Chair
Deleted: Implementation Procedure –
Deleted: Boards and Advisory
Deleted: <#>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.¶
<#>Boards and Advisory Committees may be either
ongoing or a task force. Ongoing Boards and
Deleted: <#>Board/
--.______ _______________ -r-l_ -_ -_J
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Policy Title: Committees and Taskforces of Council Page 4 of 23
Policy Number: ADM 040
Mandate and Terms of Reference. Some Committees, due to their quasi-
judicial, or legislated nature, make decisions based on the parameters of their
Terms of Reference. Committees serve until such time that the Committee is
disbanded in accordance with the provisions of this Policy, or in accordance with
the Term identified in the Committee’s Terms of Reference.
02.02 Categories of Committees include the following:
a) Advisory - includes bodies established by Council to provide input on a
discretionary basis and advice to Council on particular matters, or to
undertake special projects as assigned. 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.
b) Ad Hoc - a short term Committee established by Council for the purpose
of dealing with a special project with a clear mandate and a start and
finish date. When an Ad Hoc Committee has reached its term end date,
or completed its task and made its report to Council, the Committee shall
be deemed to be dissolved. An Ad Hoc Committee shall not be
established for a term longer than a year. Ad Hoc Committees shall have
a Staff Liaison and may have representation from Council, staff, and the
public.
c) Boards - means any local Board established by Provincial Statute and
tasked with overseeing the operation and delivery of services identified in
legislation. Boards may have their own Policies and By-laws, and where
there is a conflict between this Policy and the Board’s policies/by-laws,
the polices and the by-laws of the Board shall prevail.
d) Quasi-Judicial/Appeals Committee - means a Committee established
by Council to exercise a legislative or quasi-judicial power under the
Planning Act, Municipal Act, Building Code Act, or any other Act .
03 Establishment of Committees and Taskforces
03.01 Committees/Taskforces are established by resolution of Council and each
resolution shall incorporate approval of the Terms of Reference for the specific
Committee/Taskforce. Prior to Council's establishment of any
Committee/Taskforce, the relevant Director(s) shall submit a report to Council
including the following information:
a) Previous work done by the City to advance the mandate of the proposed
Committee/Taskforce (if any);
b) Budget Implications;
c) Statutory requirements (if applicable); and
Deleted: They include some o
Deleted: f
Deleted: authorized
Deleted: ¶
Deleted: Mandatory - where a Provincial Statute
prescribes the type of appointments to be made by the
municipality to a given body.
Deleted: Local
Deleted: 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.
Deleted: <#>External Bodies - separate special
purpose bodies that have a substantial amount of
authority over their own operations.¶
Deleted: <#>hears and deals with appeals and/or
minor variances to City By-laws.¶
<#>Task Forces assist in the short-term study and
analysis of a specific municipal issue, as defined in the
Terms of Reference and established by a confirming
by-law. Task Forces may include staff representation
as well as representation from external bodies.¶
Deleted: <#> Boards and Advisory
Deleted: Boards and Advisory
Deleted: proposed
Deleted: established by a confirming by-law. Each
resolution
Deleted: Board/Advisory
Deleted: Board or Advisory
Policy Title: Committees and Taskforces of Council Page 5 of 23
Policy Number: ADM 040
d) Terms of Reference;
04 Taskforces
04.01 The Terms of Reference for Taskforces shall include details of its mandate,
goals, objectives, responsibilities, composition, Member qualifications, budget,
and remuneration (if applicable).
04.02 Notwithstanding Section 8.03 and 8.04, Taskforces may create their own
appointment process to fill mid-term vacancies. The advertisement of the
vacancy shall aim to reach the broadest sector of the community and shall
indicate the number of vacancies on the Taskforce, duration of the term,
meeting frequency, application process, and the website URL where details
can be obtained regarding the Taskforce. The Taskforce shall determine those
individuals from its membership that will review all applications and will provide
the names of the recommended appointees to the staff liaison. The majority of
the Members forming the review panel will determine which names are
recommended to Council for appointment. Such recommendations shall be
provided to the staff liaison within 45 days of the application closing date. The
recommendations will then be provided to Council for approval at the next
earliest opportunity at an in-camera meeting. For new-term vacancies, the
recruitment process undertaken shall be at the discretion of the staff liaison
assigned to the Taskforce.
04.03 The following process shall be followed for the approval of Taskforce Events:
a) Taskforces may include Events in their annual work plan and present the
work plan to Council through a Staff Report prepared by the Staff Liaison.
b) The Staff Report shall seek Council approval in principal for Taskforce
Events subject to terms and conditions satisfactory to the Director,
Community Services and Chief Administrative Officer and the Taskforce’s
approved annual budget. The Report shall list the month that the event
would be held in, the type of event, and any other confirmed details of the
event.
c) Events not included in the work plan are subject to Section 18.01 of this
Policy.
04.04 Notwithstanding Section 18.04, the following process shall be followed for media
inquiries received or requested by Taskforces:
a) Taskforces shall have a designated and an alternate Member appointed
as the media spokesperson to respond to media inquiries pertaining to
the mandate of the Taskforce.
b) Upon receipt or request of a media engagement opportunity, the
Taskforce Member must notify the Staff Liaison, who shall then inform
Deleted: <#>inventory of previous and existing
activities related to the matter, including public
consultation initiatives;¶
<#>suggested types of public consultation;¶
<#>Board/Advisory Committee
Policy Title: Committees and Taskforces of Council Page 6 of 23
Policy Number: ADM 040
and consult where appropriate, the Chief Administrative Officer and
Division Head, Public Affairs & Corporate Communications. Upon
approval from the Chief Administrative Officer or the Division Head,
Public Affairs & Corporate Communications, the designated Taskforce
Member or their alternate may respond to the media inquiry.
c) The Taskforce should anticipate receiving media inquiries that require a
timely response, such as in person, or virtually, during a live event or
activity where the Taskforce is participating. These should only be
addressed by the Taskforce media spokesperson or alternate. If neither
are present, an on-site Taskforce Member should advise the media of
the appropriate person to connect with on their inquiry.
d) When interacting with the media, the Taskforce media spokesperson
must be cognizant of the duties listed under Section 16.02 of this Policy.
e) All matters that fall outside of the mandate of the Taskforce shall be
referred to the City’s Corporate Communications Division.
04.05 Taskforces may develop, their own branding and marketing resources as they
frequently engage with the community and stakeholders to build partnerships in
an effort to further their mandate. The request must be sent to the City’s
Corporate Communications Division for review and approval prior to its public
release so that any associated costs can be included in the City’s annual
budget.
05 Relationship between Committees/Taskforces and Council
05.01 The purpose of Committees is to assist Council by providing recommendations
on specialized issues, policies and/or operational levels, as set out in the Terms
of Reference or Council approved work plans. Committee/Taskforce Members
are appointed by Council, and serve at the pleasure of Council for a specified
term, where statutory requirements do not state otherwise.
05.02 Committee/Taskforce recommendations requiring Council’s attention shall be
provided to Council at the next available opportunity through a Report by the
Staff Liaison. The Report shall include the Committee/Taskforce
recommendation/decision, and the Staff recommendation may include, but is
not limited to, the following:
a) Receive for Information;
b) Directions to staff; or,
c) Refer to a Director for investigation and if appropriate, a report back to
the appropriate Standing Committee.
Deleted: <#>membership composition and level of
expertise or specialization required by Committee
members for the selection process; and¶
<#>orientation, training and facilitation needs.¶
Deleted: <#>Advisory
Deleted: Advisory Committees are proposed by
resolution of Council and the Committees
Deleted: on a
Deleted: y
Deleted: mandate and specific,
Deleted: Advisory
Deleted: m
Deleted: authority
Deleted: es
Deleted: The nature of Advisory
~---------'-----~--~----
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Policy Title: Committees and Taskforces of Council Page 7 of 23
Policy Number: ADM 040
05.03 Council may approve, amend, refer or propose other resolutions, as Council
deems appropriate. Once a Committee/Taskforce recommendation has been
reported to Council, a Committee/Taskforce will not reconsider, recommend or
advise on the matter, unless directed by Council. No order or authority to do any
business shall be recognized as emanating from a Committee/Taskforce, unless
it is in writing and approved through a resolution of Council.
05.04 Committee/Taskforce Members(s) shall rely exclusively on the Staff Liaison to
communicate and dispense with recommendations and actions taken by
Committees/Taskforces, and shall not interfere in the administrative practices of
the City of Pickering.
05.05 Committees/Taskforces shall prepare an annual work plan to Council which
shall include details on the previous year’s accomplishments, a work plan for the
current year, and should include a delegation from a Committee/Taskforce
Member when the matter is presented at a Meeting of Council. The substance
of the work plan shall be prepared by the Committee/Taskforce Members, with
administrative assistance and policy advice given by the Staff Liaison. The work
plan shall be submitted to Council annually, no later than the May Council
Meeting, through a Memorandum to Council. The Memorandum to Council shall
be forwarded to the City Clerk for inclusion on a Council Agenda under
correspondence with a recommendation to “receive for information”.
06 Ongoing Review of Committees/Taskforces
06.01 Early in each new Council Term, Council shall review all
Committees/Taskforces. The City Clerk in collaboration with the Staff Liaisons
shall conduct a review of all Committees/Taskforces and provide a report to
Council, including, but not limited to the following:
a) a list of Committees/Taskforce by name and type;
b) updates to all Terms of Reference documents for each Committee and
Taskforce; and,
c) recommendations on whether a Committee and/or Taskforce should be
disbanded.
06.02 If a Committee/Taskforce is to be disbanded, a report on the
Committee/Taskforce activities and reasons for disbanding shall be presented to
Council for approval.
07 Terms of Reference
07.01 Each Committee shall have a Terms of Reference at the time of its
establishment and shall include details of its mandate, goals, objectives, and
Deleted: to Council are purely advisory, and
Deleted: Advisory Committees shall
Deleted: a
Deleted: that has been decided by Council,
Deleted: Advisory
Deleted: m
Deleted: appointed
Deleted: Advisory
Deleted: vene
Deleted: Advisory
Deleted: report
Deleted: a report
Deleted: to Council, and
Deleted: reviewing their goals, objectives and
successes in relation to their work plan,
Deleted: to Council
Deleted: report
Deleted: Advisory
Deleted: m
Deleted: City staff
Deleted: ¶
Reporting to Council¶
Citizen Advisory Committees shall prepare an annual
work plan submission, w;¶
this process shall be led by the Staff Liaison of the
Committee and may include a delegation to Council; and¶
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 and if
appropriate, a report back to the appropriate Standing
Committee. ¶
Deleted: Boards and Advisory
Deleted: t
Deleted: Boards and Advisory
Deleted: Boards/Advisory
Deleted: Boards/Advisory
Deleted: <#>summary of mandates, goals and
objectives for each Board/Advisory Committee;¶
<#>achievements and challenges for each
Board/Advisory Committee;¶
Deleted: <#>the future direction of each
Board/Advisory Committee and its structure in general; ...
Deleted: <#>reviews and recommendations on the ...
Deleted: <#>Board or Advisory
Deleted: <#> final
Deleted: <#>Board/Advisory
Deleted: The
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Policy Title: Committees and Taskforces of Council Page 8 of 23
Policy Number: ADM 040
responsibilities, composition, Member qualifications, meeting schedule, budget,
and remuneration (if applicable).
07.02 Terms of Reference must be approved by Council and amendments to those
Terms shall be brought forward to Council through a Staff Report by the Staff
Liaison.
07.03 Terms of Reference shall be reviewed by each Committee/Taskforce at their
first meeting following a municipal election. All Terms of Reference shall be
forwarded and adopted by Council no later than April 1st in the year following a
municipal election.
07.04 The Terms of Reference of each Committee/Taskforce shall be reviewed on an
ongoing basis by Staff Liaisons and the Committee/Taskforce to ensure that
each Committee/Taskforce and its Terms of Reference remain relevant and
appropriate.
08 Appointment Process and Advertising for Committee/Taskforce Members
08.01 Where the City makes appointments to bodies of its own creation, such
appointments shall be citizen appointments.
08.02 Appointment of Council Members to Committees/Taskforces shall be done in
accordance with Policy ADM 045 and the number of Council Members to be
appointed to each Committee/Taskforce shall be provided in the
Committee/Taskforce’s Terms of Reference.
08.03 The appointment process for Committees/Taskforces established by Council
shall be coordinated through the City Clerk’s Office.
08.04 The following process will be generally followed in initiating the recruitment,
selection, and appointments for Committees/Taskforces:
a) upon Council passing a resolution to establish a Committee, at the end of
the Term of the Committee/Taskforce, or when a vacancy occurs, the City
Clerk, in consultation with the relevant Department and Staff Liaison
assigned to the Committee, will advertise Committee vacancies in the local
newspaper, the City’s website, social media platforms, and in any other
manner that the City Clerk deems appropriate to reach the broadest sector
of the community. The advertisement will indicate the number of vacancies
on the Committee/Taskforce, duration of the term, meeting frequency,
application process, and the details pertaining to the mandate of the
Committee/Taskforce;
b) applicants shall be required to complete and submit a prescribed
application form;
Deleted: will be established in accordance with the
template included as Appendix 1 to this Policy.
Deleted: once established,
Deleted: can only be made with Council approval.
Deleted: Advisory
Deleted: Board/Advisory
Deleted: 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.
Deleted: Boards/Advisory Committees
Deleted: and to outside bodies when requested to do
so
Deleted: , 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.¶
Deleted: ,
Deleted: coordinated by the City Clerk and Legislative
Services,
Deleted: be
Deleted: Board/Advisory
Deleted: d
Deleted: Advisory
Deleted: level of commitment,
Deleted: the website URL where details can be
obtained for each Board
Deleted: to the City Clerk an
Deleted: , available from the Clerk's Office and the
City website;
--------\
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Policy Title: Committees and Taskforces of Council Page 9 of 23
Policy Number: ADM 040
c) the Staff Liaison shall develop a matrix chart to evaluate the applications
by reviewing the list of Member qualifications noted in the
Committee/Taskforce’s Terms of Reference;
d) all applications shall be reviewed by the Staff Liaison for each
Committee/Taskforce and a recommendation shall be provided to the City
Clerk for inclusion on an in-camera Council agenda. The process to review
the applications will be at the discretion of the Staff Liaison. The staff
recommendation provided to Council will be accompanied with all
applications and resumes received for that Committee/Taskforce and the
matrix chart developed by the Staff Liaison to evaluate the applications;
e) when preparing the recommendation to Council, the Staff Liaison shall give
equal consideration to new applicants as well as those who have
previously served on a Committee/Taskforce;
f) notwithstanding item e), recommendations shall be based on the relevant
experience and expertise of an individual in relation to the mandate of the
Committee/Taskforce and there shall be no restrictions on the number of
terms an individual may serve if they meet the needs of the Committee;
and,
g) the Clerk’s Office, on behalf of Council, shall send out confirmation letters
to new Committee/Taskforce appointees which will include the contact
information for the Staff Liaison for that Committee/Taskforce and any
other relevant information required. Letters will also be provided to those
individuals who were not appointed encouraging them to re-apply at such
time a vacancy occurs.
08.05 Notwithstanding Section 08.04 of this Policy, should a vacancy occur on a
Committee/Taskforce within six months of a recruitment process for that
Committee/Taskforce, the Staff Liaison, at the discretion and direction of the
City Clerk, may consider the applicants that were unsuccessful on being
appointed to the Committee/Taskforces in lieu of initiating a new recruitment
process. In doing so, the following process shall be followed:
a) the Clerk’s Office shall send out letters to all of the applicants that were
originally unsuccessful in being appointed to the Committee/Taskforce.
The letter shall state the number of vacancies available and include a
deadline on providing a response on whether the applicant is agreeable to
being considered for the vacancy.
b) the Clerk’s office shall provide the Staff Liaison with a list of the applicants
who agreed to being considered for the vacancy.
c) based on the applicants who had agreed to being considered for the
vacancy, the Staff Liaison shall prepare a recommendation(s) to be
provided to the City Clerk for inclusion on an in-camera Council agenda.
Deleted: Board/
Deleted: in
Deleted: Board/
Deleted: ;
Deleted: Board/
Deleted: Board/
Deleted: Board/
Deleted: Board/Advisory
Deleted: and advise of
Deleted: ir
Deleted: contacts
.
-------. --------
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Policy Title: Committees and Taskforces of Council Page 10 of 23
Policy Number: ADM 040
The staff recommendation provided to Council will be accompanied with all
applications and resumes of the applicants that were willing to be
considered.
08.06 Applicants shall be a property owner, tenant, or resident of Pickering and a
minimum of 18 years of age unless a Committee/Taskforce’s Terms of
reference dictates otherwise. City of Pickering employees are not eligible to sit
on Committees/Taskforces as voting Members.
08.07 The term of a Member of a Committee/Taskforce shall continue in accordance
with the Committee/Taskforce Terms of Reference or until a successor is
appointed. Generally, the duration of Committee/Taskforce appointments are
the same as the Term of Council. In special circumstances, staff may
recommend that the term for a specific Committee/Taskforce be different than
the Term of Council to ensure experience and consistency in following the
Committee/Taskforce's goals and mandate.
08.08 If a Committee/Taskforce Terms of Reference provide for Stakeholder
representation, the following process, coordinated by the Staff Liaison, will
generally be followed in initiating appointment of Stakeholder Members:
a) Stakeholder Organizations shall be included in the Committee/Taskforce’s
Terms of Reference and the Stakeholder Organization shall be appointed
by Council through the approval of the Terms of Reference. Individual
Stakeholder Members do not need to be appointed by Council.
b) Where a Committee/Taskforce’s Terms of Reference include Stakeholder
Organizations, the Staff Liaison will contact the Stakeholder Organization
to seek an individual from the organization to sit on the
Committee/Taskforce as the Stakeholder Member.
08.09 Appointees shall not serve on more than one Committee/Taskforce during a
term unless there is a vacancy and no other applications are received other than
those who are already appointed to another Committee/Taskforce.
08.10 Committees/Taskforces may have membership parameters included in their
Terms of Reference to have a membership “up to” a specific number of
Members which will allow them to continue with vacancies, however,
membership shall not fall below 50% of the maximum membership number
included in the Terms of Reference.
08.11 Membership that reflects the diversity of the City community shall be considered
as part of the recruitment, selection, and appointment process.
09 Appointment Process for Chair and Vice Chair
09.01 Committees/Taskforces may appoint a Chair and Vice Chair, if the roles are
required by statute or the Committee’s/Taskforce’s Terms of Reference. With
Deleted: determined by committee membership
requirements.
Deleted: Board/Advisory
Deleted: t
Deleted: a
Deleted: ’s, however staff may recommend that the
terms for specific Board/Advisory Committee
appointments
Deleted: staggered
Deleted: Board/Advisory
Deleted: 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.
Deleted: will
Deleted: encouraged in the
. -------. -----------~ . .
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Policy Title: Committees and Taskforces of Council Page 11 of 23
Policy Number: ADM 040
the exception of the Pickering Public Library Board, only citizen members may
be nominated for the position of Chair/Vice Chair. Members of Council and
Stakeholder Members cannot be appointed as Chair/Vice Chair. The
appointment(s) shall take place at the first meeting of the Committee/Taskforce
and/or when there is a vacancy in the position(s). In doing so, the following
process shall generally be followed:
a) At the first meeting, the Staff Liaison will ask Members for nominations for
the position of Chair/Vice Chair for the Committee/Taskforce.
b) The Staff Liaison will record the names of the nominees. Once all
nominations have been submitted, the Staff Liaison will advise that the
nominations are closed. The Staff Liaison will ask each nominee if they
wish to have their name stand for the position of Chair.
c) If there is only one nominee, and if the Member answers in the affirmative
that they wish to have their name stand, the Staff Liaison will ask for a
public vote on a motion to appoint the nominated Member(s) as Chair.
d) If there is more than one nominee, the Staff Liaison will ask each Member
of the Committee/Taskforce to publicly state their vote on each nomination
separately. The Member who achieves the majority vote will be appointed
Chair.
e) The Staff Liaison will repeat this process for the nomination and
appointment of a Vice-Chair.
10 Resignation/Dismissal Process
10.01 Committee/Taskforce Members wishing to resign their appointment shall submit
their resignation in writing to the City Clerk or Staff Liaison as soon as possible.
Upon acceptance of the resignation, the City Clerk, or designate, shall
acknowledge the resignation in writing and in consultation with the Staff Liaison
assigned to the Committee/Taskforce, will initiate the aforementioned
appointment process to fill the vacancy.
10.02 Council, at its discretion, can dismiss any Committee/Taskforce in its entirety or
any Member thereof at any time, which may be triggered by any of the following:
a) Completion of the Committee/Taskforce mandate;
b) Legislative requirements to have the Committee/Taskforce no longer exist; or,
c) Recommendation by Staff in Staff Report.
11 Absentee Requirements
Deleted: Board/Advisory
Deleted: a letter of
Deleted: Board/Advisory
Deleted: <#>.¶
<#>¶
Policy Title: Committees and Taskforces of Council Page 12 of 23
Policy Number: ADM 040
11.01 If any Committee/Taskforce Member is absent from three regular meetings in
one calendar year without justification, the Staff Liaison will contact the Member
in writing to ask whether or not they wish to remain on the Committee/Taskforce
with a specific deadline for a response.
11.02 If contact cannot be made with the absent Committee/Taskforce Member by the
aforementioned deadline, the Committee/Taskforce Member’s seat shall
automatically become vacant and the process for filling a vacancy will begin.
Formal notice that the Member’s seat is vacant will be sent to the Member using
the contact information on file at the City.
11.03 In the case of a Stakeholder Member, the Staff Liaison will contact the
Stakeholder Organization following the third absence from a regular meeting.
The Stakeholder Organization will have the option to confirm its Member and
ensure that they will be in attendance at meetings going forward, or confirm an
alternate Stakeholder Member will be attending future meetings in their place.
Should a Stakeholder Organization no longer be able to provide a Stakeholder
Member, the Committee/Taskforce may revise their Terms of Reference to
include a new Stakeholder Organization which shall be provided to Council for
approval.
12 Orientation Sessions
12.01 Orientation sessions shall be conducted at the beginning of each Term by the
Staff Liaison in coordination with the Legislative Services Division. The
orientation will identify goals, objectives and work plans for the
Committee/Taskforce and will also provide an overview of Policies and Meeting
Procedures. Further sessions may be conducted for Members appointed during
the Council Term, as required. Orientation materials will be distributed to all
Members of the Committee/Taskforce for reference purposes. Each
Committee/Taskforce package shall include the following information at a
minimum:
a) Committee/Taskforce Terms of Reference;
b) Mandatory statutes (e.g. Accessibility for Ontarians with Disabilities Act);
c) City of Pickering Procedure By-Law;
d) City Organizational Structure;
e) Relevant City Policies and Procedures affecting Committee/Taskforce
Members including the City’s Code of Conduct; and,
f) Staff Liaison support and contact information.
12.02 As per the Accessibility for Ontarians with Disabilities Act, 2005, all City and
Library employees, volunteers and/or agents as well as any other individual who
Deleted: Board/Advisory
Deleted: consecutive
Deleted: , or absent from over 50 percent of the
meetings
Deleted: m
Deleted: or resign
Deleted: an
Deleted: and 5 months of continuous absenteeism has
been noted,
Deleted: s
Deleted: t
Deleted: .
Deleted: es
Deleted: t
Deleted: Board/Advisory
Deleted: Board/Advisory
Deleted: al
Deleted: Board/Advisory
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Policy Title: Committees and Taskforces of Council Page 13 of 23
Policy Number: ADM 040
might be reasonably expected to interact with the public on behalf of the
City/Library will receive Accessible Customer Service Training. The Staff Liaison
assigned to the Committee/Taskforce will arrange training for new
Committee/Taskforce Members who have not had Accessible Customer Service
Training and such training shall be provided by the City’s Accessibility
Coordinator.
13 Meeting Structure, Agenda and Minute Formats
13.01 Regular meetings will be held monthly, but variations may be determined by the
Committee/Taskforce and Staff Liaison. A meeting schedule, setting out the
time and place for meetings will be established by the Committee/Taskforce in
their Terms or Reference. For in-person or hybrid meetings, meeting venues will
be accessible, and sufficient to accommodate Committee/Taskforce Members,
staff, and members of the public. Committees/Taskforces have the ability to
meet electronically in accordance with the provisions of the Procedure By-law.
13.02 W hile ensuring consistency and accountability, meeting structures and
agenda/minute formats may be adjusted to meet the needs of individual
Committees/Taskforces. The following components may be included in
agendas, where specific subject items are described in each component,
a) date, time, location of meeting;
b) disclosure of interest;
c) approval of previous minutes;
d) presentations/delegations;
e) general business and reports;
f) correspondence;
g) other business;
h) next meeting; and
i) adjournment.
13.03 In addition to the items listed on the agenda, the minutes shall also include the
names of the Members in attendance and those that were absent from the
Meeting.
13.04 Committees/Taskforces shall follow the City’s Procedure By-law; however, a
Committee/Taskforce may choose to adopt its own simplified Procedures,
subject to the approval of the City Clerk. The City Clerk, or their designate, may
provide guidance on the interpretation and application of Meeting Procedures.
Deleted:
Deleted: Board/Advisory
Deleted: .
Deleted: assigned to the Committee.
Deleted: staff
Deleted: M
Deleted: M
Deleted: ,
Deleted: and
Deleted: should
Deleted: Boards/Advisory
Deleted: <#>members present (list names and titles,
ie. J. Doe, Chair);¶
<#>members absent/regrets
Deleted: while ensuring consistency, completeness and
accountability. Boards and
Deleted: Board/
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Policy Title: Committees and Taskforces of Council Page 14 of 23
Policy Number: ADM 040
Good faith misinterpretation of the Procedures shall not affect the validity of any
meeting.
13.05 Staff and Committee/Taskforce Members should structure meeting agendas to
make every effort to adhere to a two hour time limit for all Committee/Taskforce
meetings.
13.06 Minutes of meetings must be recorded and 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,
except in the case of the Pickering Public Library Board. Minutes should have a
collective, not personal focus. What individuals said is less significant than the
precise wording or proposals and the decisions made by the majority of the
Committee/Taskforce or by general agreement. No Member has the inherent
right to have his or her comments on record. Minutes are primarily a record of
what was done at a meeting, and not a record of what was said. Minutes are not
taken verbatim and they do not serve as a transcript of the meeting.
13.07 The Recording Secretary shall forward the draft Minutes, as soon as possible
following the meeting to the Staff Liaison for their review. Once the Staff Liaison
has reviewed the meeting Minutes, the Minutes shall be posted on the City’s
website and placed on the next Committee/Taskforce agenda for adoption.
14 Access to Meetings
14.01 Except as provided in this section, all meetings shall be open to the public and
the media and Committee/Taskforce minutes shall be posted on the City’s
website. The Staff Liaison or the Chair who is facilitating the meeting may expel
any person for improper conduct at a meeting.
14.02 Committee/Taskforce 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, the City Clerk must be consulted and approve of the
Committee/Taskforce meeting in closed session to ensure that the reasons for
closing the meeting are in accordance with Section 239 of the Municipal Act (the
“Act”). The agenda for the meeting in which a closed item will be discussed shall
include the provisions of the Act that allow for such item to be considered in
closed session. A meeting can only be closed to the public if the subject matter
being considered falls under one of the open meeting exceptions under Section
239 of the Act.
14.03 Before holding a meeting or part of a meeting that is to be closed to the public,
the Committee/Taskforce shall state by resolution:
a) the fact of the holding of the closed meeting;
Deleted: p
Deleted: follow a more informal procedure and allow for
a consensus approach to discussion.
Deleted: Advisory
Deleted: a
Deleted: by members
Deleted: Minutes
Deleted: be
Deleted: ed
Deleted: City Clerk
Deleted: 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
Deleted: Board/Advisory
Deleted: shall be available upon request and
Deleted: Board/Advisory
Deleted: advised in advance, and
Deleted: t
Deleted: Municipal
Deleted: is:
Deleted: the security of the property of the
municipality or local board;¶
personnel matters about an identifiable individual,
including municipal employees or local board
members;¶
a proposed or pending acquisition or disposition of
land by the municipality or local board;¶
labour relations or employee negotiations;¶
litigation or potential litigation, including matters before
administrative tribunals, affecting the municipality or
local board;¶
advice that is subject to solicitor-client privilege;
including communications necessary for that purpose;¶
a matter in respect of which a council, board
committee or other body may hold a closed meeting
under another Act; ¶
information explicitly supplied in confidence to the
municipality or local board by Canada, a province or
territory or a Crown agency of any of them;¶
a trade secret or scientific, technical, commercial,
financial or labour relations information, supplied in
confidence to the municipality or local board, which, if
disclosed, could reasonably be expected to prejudice
significantly the competitive position or interfere
significantly with the contractual or other negotiations
of a person, group of persons, or organization;¶
a trade secret or scientific, technical, commercial or
financial information that belongs to the municipality or
local board and has monetary value or potential
monetary value;¶
a position, plan, procedure, criteria or instruction to be
applied to any negotiations carried on or to be carried
on by or on behalf of the municipality or local board; or¶
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 local board or committe
Deleted: Board/Advisory
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Policy Title: Committees and Taskforces of Council Page 15 of 23
Policy Number: ADM 040
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 and no decisions will be made.
14.04 Where necessary, the City Clerk or the Deputy Clerk shall attend the closed
session to record the confidential minutes.
14.05 Confidential minutes of closed sessions shall be kept in the custody and control
of the City Clerk.
14.06 All deliberations while in closed session shall remain confidential unless
otherwise approved by Committee/Taskforce in open session.
14.07 Where possible, any motion made regarding an item within a closed session
shall be reported publicly when the Committee/Taskforce resumes in open
session.
14.08 A statement must be placed in the public meeting minutes stating the general
nature of the closed meeting and where the confidential minutes will be
retained.
15 Pecuniary Interest
15.01 Committee/Taskforce Members are deemed not to have a pecuniary interest in
that they have no decision-making ability. Members should be cognizant of any
perceived conflict in terms of discussion or decision-making on matters that may
serve to benefit the Member personally. Members shall not use their status on
Committees/Taskforces for personal or political gain.
15.02 If a Committee/Taskforce 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 shall:
a) before any consideration of the matter, at the meeting verbally disclose
the interest and its general nature;
b) not, at any time, take part in the discussion of, or vote on, any question in
respect of the matter; and
c) complete a Declaration of Interest, Municipal Conflict of Interest Act
Form, in accordance with the City’s Procedure By-law and the Disclosure
shall be provided to the Staff Liaison or recording secretary and
forwarded to the City Clerk.
15.03 An elector, or any person demonstrably acting in the public interest may apply in
writing to the Integrity Commissioner for an inquiry to be carried out concerning
Deleted: as well
Deleted: A
Deleted: made in open session
Deleted: providing the
Deleted: .
Deleted: conflict of
Deleted: However, m
Deleted: issues, which
Deleted: to
Deleted: Disclosure
Deleted: under the
"--------->-------------------=\ ...._ ___________________ ----->'=--------------------~
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Policy Title: Committees and Taskforces of Council Page 16 of 23
Policy Number: ADM 040
an alleged contravention of the Municipal Conflict of Interest Act in accordance
with ADM 070-001 - Procedure for Complaints under the Council Code of
Conduct and Inquiries under the Municipal Conflict of Interest Act.
16 Duties of Members of Council, Committee/Taskforce Members, and City Staff
16.01 Duties of Members of Council:
a) Members of Council may attend any or all Committee/Taskforce
meetings;
b) at Committee/Taskforce meetings, Members of Council can respond to
Committee/Taskforce Members’ questions, interpret Council’s direction,
and ensure that Committee/Taskforce Members are aware of Council
issues that may affect the mandate of the Committee/Taskforce; and,
c) Members of Council appointed as Members to a Committee/Taskforce
are not included as part of the Quorum, and have no voting rights, unless
otherwise stated in the Terms of Reference.
16.02 Duties of Committee/Taskforce Members:
a) understand the mandate of the Committee/Taskforce, including its
relationship to Council;
b) understand their role and responsibilities, including relevant City or
Library Policies and Procedures;
c) strive to attend all scheduled and special Committee/Taskforce Meetings;
d) notify the Staff Liaison on any absences from Committee/Taskforce
meetings as soon as possible;
e) prepare for meetings by reading agendas and any background
information supplied;
f) actively participate in the discussion and decision-making process;
g) undertake any work assigned, including special projects and research, in
between meetings;
h) be open minded and allow for a variety of opinions to be heard;
i) respect the individual worth and dignity of other Committee/Taskforce
Members, and maintain a high degree of professionalism;
j) treat members of the public, other Committee/Taskforce Members, and
staff, with respect and dignity and without abuse, bullying, or intimidation;
Deleted: General Rules Governing Board and Advisory
Committees
Deleted: Advisory
Deleted: Advisory
Deleted: m
Deleted: give input or support to the Committee;
Deleted: who are not
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Deleted: p
Deleted: advisory c
Deleted: m
Deleted: Advisory
Deleted: member
Policy Title: Committees and Taskforces of Council Page 17 of 23
Policy Number: ADM 040
k) adhere to the City’s Code of Conduct Policy – ADM 070 and all other
relevant Policies and Procedures of the City of Pickering.;
l) respect that actions taken and recommendations shall reflect the majority
view of the Committee/Taskforce; and,
m) respect the finality of Council decisions.
16.03 Duties of the Recording Secretary:
a) transcribe minutes at meetings;
b) coordinate agendas, minutes, correspondence, and delegations as
needed; and,
c) coordinate all hybrid or electronic Committee/Taskforce meetings.
16.04 Duties of the Staff Liaison:
a) the Staff Liaison assumes two principle functions: a secretarial role and a
policy advisor role. These roles may be undertaken by one or more staff;
b) the Staff Liaison for each Committee/Taskforce will assume all duties
under Section 16.05 of this Policy unless a Chair or Vice Chair is required
by statute or the Committee’s/Taskforce’s Terms of Reference;
c) monitor the attendance of all Committee/Taskforce Members in
accordance with Section 20 of this Policy;
d) respect the individual worth and dignity of Committee/Taskforce
Members, and maintain a high degree of professionalism;
e) communicate the various deadlines noted in this Policy and other City
Policies/Procedures to the Committee/Taskforce or Chair/Vice Chair;
f) seek clarification and answers for Committee/Taskforce Members
through Council or City staff;
g) the Staff Liaison has no voting rights or authority to make decisions, and
is independent of the Committee/Taskforce, and is present to assist the
Committee/Taskforce with administrative processes; and,
h) Legislative Services will coordinate agendas, minutes and
correspondence as needed for those Committees/Taskforces in which
they provide secretariat support. Staff Liaisons will be responsible for this
function for any Committees/Taskforces not supported by Legislative
Services.
16.05 Duties of the Chair/Staff Liaison (if no Chair is appointed);
Deleted: advisory c
Deleted: City staff:
Deleted: City staff
Deleted: ce
Deleted: facilitate meetings
Deleted: Advisory
Deleted: Advisory
Deleted: present to assist the Committee in
administrative processes and is
Deleted: Advisory
Deleted: in
Deleted: in
Deleted: . ;
Deleted: 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;¶
the Staff Liaison has no voting rights, is present to
assist the Committee in administrative processes and
is independent of the Advisory Committee; and¶
City staff will take minutes at meetings; and¶
Deleted: Boards/
Policy Title: Committees and Taskforces of Council Page 18 of 23
Policy Number: ADM 040
a) preside at all meetings of the Committee/Taskforce and rule on all
procedural matters;
b) solicit for agenda items from Committee/Taskforce Members prior to the
publication of the meeting agenda and provide the agenda items to the
Recording Secretary;
c) facilitate the meeting by identifying the order of proceedings and
speakers;
d) ensure that all meetings are conducted 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;
e) ensure active participation by all Committee/Taskforce Members;
f) maintain decorum and ensure fairness and accountability;
g) be open-minded and encourage a variety of opinions to be heard;
h) ensure that the Committee/Taskforce meets the deadlines included in
this Policy and other City Policies/Procedures;
i) lead the preparation of annual reports/presentations to Council; and,
j) review the goals and objectives of the Committee/Taskforce and ensure
that its work plan is realistic and up to date.
16.06 Duties of the Vice Chair:
a) assume the duties of the Chair if the Chair is not able to fulfill their
position.
17 Quorum
17.01 A majority of the Members of any Committee/Taskforce shall be required to
officially constitute a meeting. A majority is greater than 50% of the number of
current sitting Members. Vacancies on a Committee shall not be included in the
calculation of Quorum.
17.02 City staff, Members of Council, special guests, and volunteers have no voting
privileges and will not be included in the Quorum. In some instances, where it is
defined in a Committee’s Terms of Reference, Members of Council may have
voting privileges.
17.03 If no Quorum is present 30 minutes after the time scheduled for a meeting, the
Recording Secretary shall record the names of the Members present, and the
meeting shall stand adjourned until the next meeting date.
Deleted: shall be considered
Deleted: one half of the
Deleted: plus one additional member
Deleted: ;
Deleted: who have not been appointed to the
Committee
Deleted: and organization representatives
Deleted: i
Deleted: call the roll and
Deleted: ;
Deleted: ¶
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Policy Title: Committees and Taskforces of Council Page 19 of 23
Policy Number: ADM 040
17.04 If the Staff Liaison is absent from the meeting and another City staff Member is
not present and Quorum has been met, then a Committee Member can be
appointed to facilitate the meeting;
18 Committee/Taskforce Events, Media Relations, and Communications
18.01 Committees/Taskforces must seek Council approval to hold an event and each
request to Council must include the complete details of the event (e.g. budget,
approximate number of staff required, month the event would be held in, and
purpose of event). Events approved in the work plan are subject to the CUL 070
Community Festival & Events Policy. Community Services Staff may provide
guidance or assistance to the Committee/Taskforce through the planning and
implementation process outlined in the Community Festival & Events Manual.
18.02 Committee/Taskforce events must relate to specific activities approved in the
Committee/Taskforce’s Terms of Reference and mandate. Permit fees for
events will be charged as per Council Approved User Fees and must be
budgeted within the respective City Department budget where the Staff Liaison
for that Committee/Taskforce resides.
18.03 It is expected that all Taskforce Members attend and assist in organizing events
that are requested and approved by Council.
18.04 Committee Members shall not meet with the media unless such meeting is
approved by the City’s Chief Administrative Officer or the Division Head, Public
Affairs & Corporate Communications. Upon receipt of a media engagement
opportunity, the Committee Member must notify the Staff Liaison, who shall then
inform, and consult where appropriate, the Chief Administrative Officer and
Division Head, Public Affairs & Corporate Communications. Upon approval from
the Chief Administrative Officer or the Division Head, Public Affairs & Corporate
Communications, the Committee Member may respond to the media inquiry.
Committee media relations must be supported by the City’s Corporate
Communications Division. These provisions pertaining to media do not apply to
Taskforces as outlined in Section 04.04 of this Policy.
18.05 The actions and recommendations of Committees/Taskforces are subject to the
policies and administrative practices of the City, including but not limited to
provisions pertaining to the use of the corporate logo(s), letterhead, website,
information pamphlets, and media advertisements.
19 Subcommittees
19.01 Subcommittees may be established by a Committee/Taskforce, as required, to
carry out specific projects included in the annual work plan. Such
Subcommittees shall be disbanded upon completion of their specific project(s)
or task. A Subcommittee must include at a minimum, one voting Member of the
Committee/Taskforce, and additional membership may be drawn by the
Deleted: i
Deleted: Member
Deleted: but,
Deleted: and¶
should a vacancy occur on a Board or Committee,
quorum shall be based on the number of current sitting
members and not the full membership until such time the
vacancy is filled.¶
Deleted: Advisory
Deleted: Advisory Committees
Deleted: name of event, date
Deleted: ;
Deleted: Advisory
Deleted: <#>The event must be listed in the annual
work plan for that year; and¶
<#>where an event has been requested and approved by
Council,
Deleted: <#>Committee
Deleted: <#>must
Deleted: <#>contribute to
Deleted: <#>ing at the event
Deleted: m
Deleted: Section
Deleted: ; and
Deleted: t
Deleted: Advisory
Deleted: and the like.
Deleted: /Working Groups
Deleted: Subcommittee
Deleted: /working groups
Deleted: Subcommittee
Deleted: least two
Deleted: Members
Deleted: Advisory
Deleted: member
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Policy Title: Committees and Taskforces of Council Page 20 of 23
Policy Number: ADM 040
Committee/Taskforce from relevant stakeholders or the general public with the
appropriate interest and expertise. Subcommittees shall not be authorized to
create further Subcommittees or receive honorariums.
20 Honorariums
20.01 This section applies only to citizen appointments on Committees/Taskforces. It
does not apply to Council Members or Stakeholder Members appointed to a
Committee/Taskforce, and does not apply to Subcommittees.
20.02 Honorariums are provided per meeting attended regardless of the length of the
meeting.
20.03 To be eligible for honorariums:
a) the Member must be a voting Member of the Committee/Taskforce;
b) the Member must be present for at least half of the duration of the meeting;
c) the meeting must be a regular or special meeting; and,
d) the Member’s attendance must be recorded in the approved minutes for that
meeting.
20.04 Where a regular or special meeting is adjourned due to a lack of quorum, the
Members who were present shall be paid the regular rate of honorarium
included in the Committee/Taskforce’s Terms of Reference.
20.05 Honorarium rates will be included in the individual Terms of Reference for each
Committee/Taskforce.
20.06 Honorariums paid by the City to a Committee/Taskforce Member shall not be
donated back to the City.
20.07 All citizen Committee/Taskforce Members who receive an honorarium shall be
issued a T4A statement by the City.
20.08 Honorariums shall be paid twice a year, in June and in December, up to a
maximum amount per person per year as specified in the Committee/Taskforce
Terms of Reference.
20.09 All payment information must be submitted to the City’s Finance department
proactively by the Staff Liaison assigned to the Committee/Taskforce in
accordance with the timelines outlined in Section 20.08.
21 Provision for Accessibility and Diversity
Policy Title: Committees and Taskforces of Council Page 21 of 23
Policy Number: ADM 040
21.01 Adequate provisions shall be made by relevant staff to ensure that meeting
locations, agenda and minute formats, communications and conduct of
meetings are accessible, to ensure maximum participation and quality customer
service.
22 Municipal Freedom of Information and Protection of Privacy
22.01 The Municipal Freedom of Information and Protection of Privacy Act (MFIPPA)
applies to all Committees/Taskforces, and members of the public may request
access to City records under MFIPPA by filing a Freedom of Information request
with the Clerk’s Office. The City must follow the process outlined in the Act to
release the information which may include disclosure of reports
correspondence, or emails sent by Members to staff regarding
Committee/Taskforce matters.
22.02 Requests for information shall be referred to the Clerk’s Office to be addressed
either as an informal request to access municipal records, or as a formal
request under MFIPPA.
22.03 Members may receive personal or other confidential information as part of their
role on the Committee/Taskforce and it is expected that this information be
protected, including keeping the information physically and electronically secure
from unauthorized use.
23 Exceptions to this Policy
23.01 Where a conflict exists between the provisions of this Policy and any legislative
or legal requirement, the legislative or legal requirement will prevail.
Please refer to all associated Procedures and Standard Operating Procedures, if applicable, for
detailed processes regarding this Policy.
Appendices
Appendix 1 Terms of Reference – Sample Format
Appendix 2 Work Plan – Sample Format
Deleted: be
Deleted: Reference may be made to the provisions of
the Accessibility for Ontarians with Disabilities Act, and
similar legislation, policies and guidelines. City Policies
and Procedures
Deleted: <#>Board and Advisory Committee members
shall adhere to the policies and procedures of the City of
Pickering.¶
"'-~---------------------------------;,------------------
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Policy Title: Committees and Taskforces of Council Page 22 of 23
Policy Number: ADM 040
Appendix 1
Terms of Reference
Name of Committee
Terms of Reference shall be approved by Council and amendments can only be made with
Council approval. Terms of Reference for a Committee/Taskforce need only address
information not already provided for in the Committees and Taskforce Policy.
1.0 Mandate – A description of the general purpose and activities of the
Committee/Taskforce, including areas of responsibility, taking into account any
statutory requirements. Committee/Taskforce mandates shall not be altered by the
Committee/Taskforce without Council approval.
2.0 Goals, Objectives and Responsibilities – A listing of the goals, objectives and
responsibilities of the Committee/Taskforce, to be addressed in annual work plans with
reference to specific strategies and actions.
3.0 Composition – Specify the maximum and minimum number of Members of the
Advisory Committee and describe the nature of membership (Council Members,
citizens and/or Stakeholder Organization, numbers in each category), membership
terms, and voting rights.
4.0 Member Qualifications – Outline recommended qualifications of potential Members
given the mandate of the Committee/Taskforce.
5.0 Meeting Schedule – Indicate how often the Committee/Taskforce shall meet, e.g.
monthly, every other month, criteria for calling a special meeting, summer recess.
6.0 Budget – requests must relate to the Committee/Taskforce’s mandate, be included in the
annual work plan submission and be supported by project descriptions.
7.0 Honorariums – Specify the rate of pay for Members per Meeting. If the
Committee/Taskforce Terms of Reference includes a Chair, specify the rate for the
Chair.
Deleted: n
Deleted: Advisory
Deleted: this
Deleted: Advisory
Deleted: Advisory
Deleted: Advisory
Deleted: Advisory
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Deleted: Advisory
Deleted: Advisory
Deleted: Advisory
.. ----------.
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Policy Title: Committees and Taskforces of Council Page 23 of 23
Policy Number: ADM 040
Memo
To: [click and insert name of City Clerk] [click and insert date]
City Clerk
From: [click and insert name of Staff Liaison]
[click and insert title of Staff Liaison]
Copy: Chief Administrative Officer
Directors
[click and insert "Division Head, Department" if applicable]
Subject: [click and insert name of Board/Committee/Taskforce]
- 20XX Year End Report and 20XX Work Plan
File: [click and add file number]
The [click and insert name and acronym of Board/Committee/Taskforce] is pleased to present
its 20XX Year End Report and 20XX Work Plan.
20XX Year End Report
Provide an overview of the body’s accomplishments over the past year, and highlight
successes and challenges in relation to their work plan. Formatting is flexible and can include
paragraphs, headings, lists, bullets, tables etc.
20XX Work Plan
Provide an overview of the work that the body expects to accomplish in the year ahead.
Formatting is flexible and can include paragraphs, headings, lists, bullets, tables etc.
[click and insert author/typist initials]
Attachment "Click and type attachment"
"Click and type additional attachments"
Appendix 2
-04;~/-
PlCKERlNG
■ ■
I I
■
■
Terms of Reference
Committees and Taskforces
Accessibility Advisory Committee
Animal Services Appeal Committee
Committee of Adjustment
Cultural Advisory Committee
Heritage Pickering Advisory Committee
Pickering Anti-Black Racism Taskforce
Pickering Public Library Board
Property Review Committee
Vehicle For Hire Committee
Attachment #3 to Report # CLK 03-23
Terms of Reference
Accessibility Advisory Committee
1.0 Mandate
As directed by the Accessibility for Ontarians with Disabilities Act, 2005, the
Council of every municipality in Ontario having a population of not less than
10,000 shall establish an accessibility advisory committee. The mandate of the
Accessibility Advisory Committee is to fulfill the duties as outlined in the Act and
to provide advice to Council on programs, policies and services provided to
persons with disabilities.
2.0 Goals, Objectives and Responsibilities
The Accessibility Advisory Committee will accomplish its mandate by:
-Providing advice to staff and Council on the development, implementation and
effectiveness of the City of Pickering’s Accessibility Plan.
-Acting as a commenting body to the Corporation to address accessibility to a
building, structure or premises, or part of a building, structure or premises, that
the City purchases, constructs, renovates, leases or which is provided to the
Municipality as a capital facility.
-Preparing an annual report to Council outlining the Committee’s achievements
during the year.
-Consulting with City Development staff on applicable site plans and drawings
described in Section 41 of the Planning Act.
The Accessibility Advisory Committee will not be responsible for the following:
-Accessibility issues relating to regulation of private facilities or corporations
except where requested to comment by such agencies.
-Administration issues relating to the implementation of the Accessibility Plan.
3.0 Composition
The Committee shall have a membership of not more than 10 Citizen
appointment’s, with the majority being persons with a disability, consideration
will be given to a caregiver of a person with a disability. Committee
representation will include:
•A maximum of 10 Citizen appointment’s, with the majority being persons with
a disability;
•One (1) Regional Councillor – no voting rights
•One (1) City Councillor – no voting rights
•1 City of Pickering staff member on a rotating basis that is involved in the
City’s Accessibility Plan/Programs/Services – no voting rights
Staff representatives will be selected by the Director, staff will rotate as required
during the term in order to utilize the experience/knowledge of the staff person in
the area that the Committee is discussing at the time.
Attachment #4 to Report # CLK 03-23
Accessibility Advisory Committee
Terms of Reference
• Service Agency Representative with a mandate/responsibility for people with
disabilities – no voting rights
• 1 representative from the Ajax-Pickering Board of Trade to support
accessibility issues of private businesses – no voting rights
Invitations will be sent to Service Agencies with a mandate/responsibility for
people with disabilities and to the Ajax-Pickering Board of Trade requesting
interest in attending Accessibility Advisory Committee Meetings in order to utilize
the experience/knowledge of the organizations.
4.0 Member Qualifications
- Qualifications include the skills, knowledge, and experience committee members
need to contribute effectively to the accomplishment of the committee’s
objectives. Awareness and knowledge of potential barriers to public access of
facilities, programs and services would be an asset.
- The majority of the Committee must be individuals with a disability, consideration
will be given to a caregiver of an individual with a disability.
5.0 Meeting Schedule
Meetings shall be held monthly on a set week and day to be determined by the
Committee at its first meeting of the term. The meetings shall commence at 7:00
pm.
Established meeting dates and times shall not be changed unless circumstances
warrant special consideration. Meetings will not be held in the months of July,
August or December unless determined by the Committee that a meeting is
necessary to meet the mandate or work plan of the Committee.
During a Municipal election year, meetings shall not be held after September 30th
unless determined by the Committee that a meeting is necessary to meet the
mandate or work plan of the Committee.
6.0 Budget
The Director, Community Services shall be responsible for the Accessibility
Advisory Committee budget, which shall be submitted annually in accordance
with established City budget guidelines.
The Staff Facilitator confirms the proposed budget with the Accessibility Advisory
Committee based on their following year’s work plan. The Director, Community
Services reviews the proposed budget and submits within the Department
budget.
Terms of Reference
Animal Services Appeal Committee
1.0 Mandate
To act as a quasi-judicial committee, hearing appeals relating to Orders to
Restrain issued under the provisions of the Responsible Pet Ownership By-law, as
amended. The Committee has the ability to amend the order, permit a follow up
review of the Order, or quash the Order.
2.0 Goals, Objectives and Responsibilities
The Animal Services Appeal Committee fulfills the requirements of the
Responsible Pet Ownership By-law to provide a review process and hear appeals.
3.0 Composition
The Animal Services Appeal Committee is comprised of:
• Two (2) Citizen Member; and,
• One (1) Member of Council – with voting rights.
Appointments shall be for the 4 year term corresponding with the term of City
Council.
Committee members shall be paid an honorarium of $50.00 per hearing attended.
4.0 Member Qualifications
Committee members who have experience as dog owners, dog trainers, or animal
behaviour would be an asset.
5.0 Meeting Schedule
Meetings are scheduled as required to hear appeals.
6.0 Budget
Committee members shall be paid an honorarium of $50.00 per hearing attended.
Remuneration for committee members will be paid from the Animal Services
Salary Account.
Terms of Reference – Cultural Advisory Committee March 27, 2023
Terms of Reference – Cultural Advisory Committee
1.0 Mandate
The Cultural Advisory Committee (CAC) will identify and coordinate opportunities
for stakeholder and community engagement and provide community input on
matters relating to the provision of cultural services, including the Pickering
Museum Village. The CAC will assist City staff with the development, consultation,
and implementation of the Cultural Strategic Plan.
2.0 Goals, Objectives and Responsibilities
The City of Pickering Cultural Strategic Plan, approved by 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. The CAC will work towards
building on the success of the 2014 plan, with a focus on assisting City
staff/consultants on an updated Cultural Strategic Plan that aligns with current
cultural and museum trends.
Pickering’s Cultural Strategic Plan sets out six strategic directions:
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; and
6. Culture opportunities for the creation, education and enjoyment of the arts.
Committee responsibilities include:
a) Assist and advise staff on the implementation of the Cultural Strategic Plan;
b) Assist and advise staff on the development and review of policy relating to
cultural development;
c) Assist and advise staff on matters concerning the strategic planning,
development and evaluation for cultural development in the municipality;
d) Advocate for culture and promote community-wide cultural initiatives;
e) Provide consultation, research and report findings and make
recommendations as necessary on matters of culture within the City of
Pickering;
f) Encourage and promote effective communication between community
cultural groups, individuals and the City;
g) Advise and develop working relationships with owners of businesses,
Business Improvement Areas (BIA) and Chamber of Commerce;
h) Review and recommend actions based on the Pickering Museum Village’s
operating plan;
i) Review and recommend actions based on the Public Art Policy;
Terms of Reference – Cultural Advisory Committee March 27, 2023
Page | 2
j)Advocate and promote the value and benefit of cultural activities for all; and
k)Report annually to Council.
The CAC will not be responsible for the following:
1.Program delivery;
2.Budget approval;
3.Day-to-day operations of City-owned facilities; and
4.Administrative matters including direction given to staff.
3.0 Composition
The Committee shall have a membership of not more than 10 Citizen
Appointments selected from the public. Members from the public must reside in
Pickering and represent a broad range of interests and experience in the cultural
sector. Examples of committee member experience may include: creator of an
artistic work, designer, professional artist or cultural business owner, graphic
designer, architect, landscape designer, performing arts professionals, musicians,
festival or event planners, professionals and contributors to the heritage field,
professionals from historical and heritage fields of study.
One Member of Council – no voting rights
City Staff from the Community Services Department will also make up the
Committee.
The term of this committee is two years.
4.0 Committee Chair
The Committee may choose to appoint a Chair in accordance with Boards and
Committee Policy ADM 040. Only citizen members may be nominated for the
position of Chair.
A Chair will be nominated by a member of the Committee, and receive a majority
vote to hold the position.
A Chair will hold a term of no more than 12 months. Should the Chair not be able
to attend a meeting, they will assign chair duties to an alternate member of the
Committee, or request the Staff Liaison to lead the meeting.
Duties of the Chair include soliciting agenda items from Committee members,
facilitating the meeting by identifying the order of proceedings and speakers,
interpreting and determining questions of procedure, ensuring active participation
by all Committee members, maintaining decorum, and following up on action
items with Committee members and Staff Liaisons.
Terms of Reference – Cultural Advisory Committee March 27, 2023
Page | 3
5.0 Member Qualifications
Qualifications include the skills, knowledge, and experience needed to contribute
effectively to the Committee’s objectives. Membership will be sought on the basis
of broad interest, understanding and commitment to cultural development in the
municipality, in addition to specific expertise and interest related to Culture.
6.0 Meeting Schedule
The Cultural Advisory Committee meets on the third Tuesday of the month.
Established meeting dates and times shall not be changed unless circumstances
warrant special consideration. Meetings will not be held in the months of July,
August or December unless determined by the Committee that a meeting is
necessary to meet the mandate or work plan of the Committee.
Terms of Reference
Committee of Adjustment
1.0 Mandate
The Committee of Adjustment is an independent and autonomous quasi -judicial
body made up of five citizen members appointed by City Council. The Committee
performs its duties at “arm’s length” from City Council and operates under the
authority of the Ontario Planning Act. The purpose of the Committee is to provide
a forum for the expeditious consideration of minor variances to the City’s zoning
by-laws.
The Committee is authorized by the Planning Act to consider applications for:
Minor variances from the provisions of the zoning by-law;
Extensions, enlargements or variations of existing legal non-conforming uses
under the zoning by-law; and
Determine whether a particular use conforms with the provisions of the zoning
by-law where the uses of land, buildings or structures permitted in the by-law
are defined in general terms
The Committee of Adjustment is also subject to the following statutes:
Municipal Act – This Act requires Committee of Adjustment decisions to be
made openly, in public, and at the hearing, and also requires the Committee
to have a procedural by-law;
Municipal Conflict of Interest Act – This Act sets a standard of good conduct
for committee members, and defines situations when an individual committee
member’s personal interest or the interest of their immediate family conflict
with the broader municipal interest; and
Statutory Powers Procedures Act – This Act sets out minimum standards for
conducting a hearing.
2.0 Goals, Objectives and Responsibilities
The zoning by-law regulates how land and buildings are used and where
buildings and structures can be located. Zoning by-laws also specify lot sizes and
dimensions, parking requirements, building heights and other regulations
necessary to ensure proper and orderly development. Sometimes it is not
possible or desirable to meet all of the requirements of the zoning by-law. In that
case, a property owner may apply for approval of a minor variance. A minor
variance provides relief from a specific zoning by-law requirement.
The majority of applications typically dealt with by the Committee are requests for
minor variances to the zoning by-law in which an applicant seeks relief from a
specific requirement of the zoning by-law, such as a reduction in minimum yard
width or an increase in maximum permitted building height.
For the Committee to approve this type of application, Section 45(1) of the
Planning Act requires that the members must be satisfied that the application:
Is considered to be a “minor” change from the zoning requirements;
Is desirable for the appropriate development or use of the land, building or
structure;
Maintains the general intent and purpose of the official plan; and
Maintains the general intent and purpose of the zoning by-law.
The Committee of Adjustment will accomplish its mandate by:
1. Reviewing the merits of the application, the documentation and evidence put
forward, conducting site inspections and rendering decisions on the
application, in accordance with the requirements of the Planning Act.
2. Complying with the applicable rules, regulations and policies for the
Committee of Adjustment.
3.0 Composition
The Committee of Adjustment is composed of the following:
5 Citizen Appointments
City Support Staff – Secretary-Treasurer
City Support Staff – Assistant Secretary-Treasurer
4.0 Member Qualifications
It is desired that the Committee develop community-focused outcomes while
rendering decisions in accordance with the provisions of the Planning Act.
Individuals should have a demonstrated commitment and interest in the
community, and the committee membership should reflect a balanced
representation from the areas of planning, construction and lay people.
5.0 HearingMeeting Schedule
The Committee of Adjustment hearings are heldmeets the second Wednesday of
each month to consider minor variance applications. Hearings can be conducted
in person, electronically or hybrid. On average, there are between four to eight
applications scheduled for each hearingmeeting. The Committee Members will
be provided with an agenda the Friday before the hearingmeeting, which
contains a summary of the applications and all comments received through
circulation of the application, including the City Development Department’s
recommendations. The Committee is also to attend a pre-meeting for Members
to discuss their position on any of the applications on the agenda. Comments
received after preparation of the agenda are shared with the Committee through
the City’s ShareFile platform. The agenda also includes a report from the City
Development Department on each minor variance application. The Committee
hearingsmeetings are scheduled to start at 7:00 pm. The Secretary-Treasurer of
the Committee of Adjustment or designate will attend the hearingsmeetings to
assist the Committee with interpretations or other technical details and the
Assistant Secretary-Treasurer will be in attendance to take minutes. Committee
of Adjustment hearingsmeetings are also open to the public, and all applicants
and any interested parties may attend the hearingsmeetings to present
comments or concerns.
Committee hearingsmeetings are intended to be as informal and applicant-
friendly as possible, however Rules of Procedure for the hearingsmeetings are to
be followed. As per Section 44(7) of the Planning Act a Committee Member will
be appointed to act as Chairperson for the hearingsmeetings in order to provide
a clear structure and process.
The Committee of Adjustment must make a decision on each application as it is
heard at the hearingmeeting, either for approval, refusal, deferral to another
hearingmeeting or tabled indefinitely. All discussions among Committee
members, and between Committee members and the applicant/public on
applications are to take place at the hearing. The Committee may impose
conditions that must be fulfilled as part of the approval of an application, or may
approve an application with revisions, as long as those revisions result in a
variance similar to what was originally applied for. In making a decision, the
Committee must pass a resolution that clearly sets out the reasons for the
decision. The City Development Department will always provide a report
providing a policy analysis to assist the Committee in rendering a decision
recommendation on the application for the Committee’s assistance.
Minutes of the hearingsmeetings and the mailing of decisions of the Committee
are coordinated by the Assistant Secretary-Treasurer.
Each Committee of Adjustment decision is subject to a twenty-day appeal period
during which the applicant, the Province or specified person or public bodyan
individual, including City Council, may lodge an appeal of the decision to the
Ontario Land TribunalLocal Planning Appeal Tribunal. The City Development
Department keeps City Council informed of all Committee of Adjustment
decisions and appeals.
6.0 Budget
Committee Members are paid in accordance with a City Council Resolution.
Honorarium (Chair $150.00 per attended hearing, Member $140.00120.00 per
attended hearing meeting) as per By-law xxxx/237666/18) and mileage (6156
cents per kilometer) are paid on a bi-annual basis (January to June and July to
December).
Terms of Reference
Heritage Pickering Committee
1.0 Mandate
Heritage Pickering Advisory Committee is hereby established in order to advise
and assist Council on all matters relating to the conservation of property of cultural
heritage value or interest and heritage conservation districts, and such other
heritage matters as the council may specify by by-law.
Enabling Legislation - The Heritage Pickering Advisory Committee is provided for
under Part IV, Section 28, of the Ontario Heritage Act. The Committee is deemed
to be a statutory committee.
2.0 Goals, Objectives and Responsibilities
Undertake research into Pickering properties having cultural heritage value or
interest and advise Council on matters related to their conservation;
Advise Council on applications pertaining to a heritage property or a heritage
district involving:
a) designation or de-designation
b) alterations, additions, new construction or demolition
c) loans, grants or other forms of assistance to heritage property owners; or
d) easement agreements.
Provide guidance and assistance to owners of heritage properties in meeting their
conservation obligations and obtaining heritage approvals;
Advise and assist with the development and maintenance of an inventory of the
City’s heritage resources; and
Advise and assist with the development of cultural heritage conservation
guidelines, and with cultural heritage policies, plans and programs.
In addressing its responsibilities, the Committee shall comply with the Official Plan
and have regard for the heritage policies adopted by Council, including:
a) Regional and City Official Plans
b) Whitevale Heritage Conservation District Guidelines
c) Heritage Permit Application Procedures; and
d) Individual heritage by-laws.
3.0 Composition
The Committee shall be comprised of nine (9) citizen appointments.
Heritage Pickering Committee
Terms of Reference
4.0 Member Qualifications
Committee members shall contribute time, knowledge, skill and expertise to the
fulfillment of the committee’s mandate; research issues relevant to their
committee’s mandate as required; work with staff to implement Council’s
decisions relevant to the Committee’s mandate and commit to attending regular
meetings during the year.
5.0 Meeting Schedule
The Heritage Pickering Advisory Committee shall meet on the fourth Wednesday
of every month at the Civic Complex, One the Esplanade, Pickering, at 7:00 pm.
Established meeting dates and times shall not be changed unless circumstances
warrant special consideration. Meetings will not be held in the months of July,
August or December unless determined by the Committee that a meeting is
necessary to meet the mandate or work plan of the Committee.
During a Municipal election year, meetings shall not be held after September 30th
unless determined by the Committee that a meeting is necessary to meet the
mandate or work plan of the Committee.
6.0 Budget
The Director, City Development shall be responsible for the Heritage Pickering
Advisory Committee budget, which shall be submitted annually in accordance
with established City budget guidelines.
The Director, City Development will present a draft budget for review by the
Heritage Pickering Advisory Committee on an annual basis, prior to submission
to the Chief Administrative Officer for approval.
Pickering Anti-Black Racism
Taskforce Terms of Reference
1.0 Mandate
The Pickering Anti-Black Racism Taskforce (PABRT) is a committee of Council
appointees who work in partnership with the Pickering community, Durham-based
organizations, businesses, stakeholders, and the City to:
identify barriers and areas of opportunity, in order to enhance the shared
experience and opportunities afforded to Black residents,
identify and coordinate opportunities for stakeholder and community
engagement,
provide expert input and action on matters relating to the provision of anti-
Black racism initiatives within the community; and,
celebrate and promote the Black community, and promote Black culture.
2.0 Goals, Objectives and Responsibilities
The Pickering Anti-Black Racism Taskforce will identify and implement actions to
fulfill the following goals and objectives:
1. Work towards the continued reduction of anti-Black racism;
2. Ongoing communication with the residents of Pickering to identify existing
systemic barriers for Black residents and develop/provide opportunities to
address these barriers, provide education, and effect change;
3. Act as a partner in collaboration with the City on initiatives related to anti-Black
racism and Equity, Diversity and Inclusion as a stakeholder;
4. Provide advocacy and act as a liaison on behalf of the Black community to the
City, as well as organizations and businesses serving the City of Pickering;
5. Strengthen and support Black-led economic development and Black
employment initiatives;
6. Support and promote the creation and success of the Black community and
cultural organizations;
7. Provide educational resources to build allies within and for the Black
community;
8. Conserve and promote Black history and heritage;
9. Celebrate and support success within the Black community;
10. Provide opportunities for the creation, education, and enjoyment of Black
culture;
11. Build partnerships and share resources with like-minded organizations to
maximize effect, be aware of global best practice, to reduce potential for
overlap of services and initiatives;
12. Be inclusive of community residents as per the charter of rights and freedoms;
and,
Terms of Reference – Pickering Anti-Black Racism Taskforce 2021 - 2023
13. Engage stakeholders, businesses, and cultural organizations as partners in the
delivery of initiatives.
Taskforce responsibilities include:
a) Regularly communicate with Pickering residents, businesses, stakeholders, and
like-minded organizations (includes taskforces) to fully identify issues, barriers,
and opportunities within the mandate of the taskforce.
b) Develop an annual action plan for presentation to Council; which identifies
primary goals, strategies, implementation schedule, measurement tools, and
budgets in response to the goals and objectives of the Taskforce.
c) Regularly review the action plan and track results.
d) Provide quarterly updates to Council on Taskforce activities.
e) Schedule meetings, set agendas, review minutes, and organize sub-
committees as needed.
f) Promote and support grass roots organizations and community-led anti-Black
racism initiatives.
g) Deliver programs, education, reconciliation circles, and develop as needed
educational resources and toolkits in partnership with the community, related to
anti-Black racism, alliance, heritage, and culture.
h) Develop and implement recognition and incentives for initiatives that support
the Black community and anti-Black racism.
i) Advocate, provide guidance and support or partner with initiatives of D urham
Region Police Service and Durham School Boards related to anti-Black racism,
Black culture, and safety of Black community members.
j) Encourage and promote effective communication between the Black
community, community cultural groups, individuals, and the City.
k) Advise and develop working relationships with owners of businesses, and the
Chamber of Commerce.
l) Work collaboratively with the City to align priorities and to aid Diversity and
Inclusion initiatives of the City.
m) Provide consultation, research, resources, report findings and make
recommendations as necessary on matters of anti-Black racism, and the
promotion of Black culture within the City of Pickering.
n) Facilitate education and awareness of federal, provincial and local legislation
related to anti-Black racism, accessibility, equity, and inclusion, human rights,
and labour.
o) Advocate and promote the value and benefit of anti-Black racism initiatives, and
Black culture for all.
Members do not have the authority to assign work to staff but will work
cooperatively and assume related duties as directed by the Taskforce.
More specifically, the PABRT will not be responsible for the following:
1. Development of City Diversity & Inclusion initiatives or strategy;
2. Budget approval;
3. City programming or events;
4. Day-to-day operations of the City or City facilities; and
5. Administrative matters including direction given to staff.
Terms of Reference – Pickering Anti-Black Racism Taskforce 2021 - 2023
3.0 Composition
Up to 20 Taskforce members will be appointed, including:
8 resident representatives (maximum);
12 stakeholders representatives (maximum);
All appointees will be voting members regardless of age.
3 City representatives will attend meetings to provide support, and facilitate
meetings.
2 City staff liaisons; and,
the Mayor
As per Policy ADM 040 resident members must be 18 years of age, reside in
Pickering, and represent a broad range of interests, ages, backgrounds, and
experience. Youth representation is essential and must be provided a right to vote
on the Taskforce. It is strongly recommended that at least one youth sub-
committee be mandated who set their own plan in line with the goals and
objectives of the Taskforce.
Community Organization representatives must be from organizations that serve
the City of Pickering.
Where possible, appointments to the Committee shall include community leaders,
and stakeholder representatives from the African diaspora and the following
organizations/associations/areas:
Active anti-Black racism Organizations
Black Business Owners/Chamber of Commerce
Black Cultural Organizations/Diversity Groups
Community Development Council of Durham
Community Safety Organization or Committee
Cultural Advisory Committee
Cultural Expressions - Durham Black History Month
Durham Human Resources Professional Association
Human Rights Organization
LGBTQ Organization
Mental or Public Health Organization
Pickering Public Library
Youth Organization
Terms of Reference – Pickering Anti-Black Racism Taskforce 2021 - 2023
City Staff from the following departments will act as liaisons to the committee:
Community Services Department
Human Resources Department
Staff from other departments, including Legislative Services, Economic
Development, and Corporate Services, will be called upon as required by the work
of the Taskforce.
4.0 Member Qualifications
Qualifications include the skills, knowledge, and lived-experience needed to
contribute effectively to Taskforce goals and objectives. Membership will be sought
on the basis of broad interest, understanding and commitment to the development
of anti-Black racism initiatives in the municipality, in addition to specific expertise
and interest related to Black business, culture, education, employment, health,
heritage, and safety. Resident appointees must be residents of the City of
Pickering.
5.0 Meeting Schedule
The Pickering Anti-Black Racism Taskforce meets a minimum of 9 times per year.
Established meeting dates and times shall not be changed unless circumstances
warrant special consideration. Meetings will not be held in the months of July,
August or December unless determined by the Taskforce that a meeting is
necessary to meet the mandate or work plan of the Taskforce.
During a Municipal election year, meetings shall continue unless determined by the
Taskforce that a break in service is necessary.
6.0 Term of the Taskforce
Taskforce members will serve for a term of four years starting in March of the year
following a Municipal Election until they are no longer able to serve or a new taskforce is
appointed.
At the end of 2022, the Taskforce will consider in their report to Council
broadening the activities to include Community-wide Racism, becoming the Anti-
Racism Taskforce.
The Taskforce will provide an update before the end of 2022 to be provided to the
incoming Council with actions, achievements, and a recommendation/plan on how
the Taskforce should continue in the next term.
Terms of Reference – Pickering Anti-Black Racism Taskforce 2021 - 2023
7.0 Taskforce Structure and Positions
The Taskforce may choose to appoint a committee chair, or subcommittees in
accordance with Boards and Committee Policy ADM 040.
Chairpersons and Sub-committee chairs will be nominated by a member of the
taskforce and receive a majority vote to hold the position.
Chair persons will hold a term of no more than 12 months. Should a chair person
not be able to attend a meeting, they will assign chair duties to a sec ond member
of the taskforce, or request the staff liaisons to lead the meeting.
The chairperson will manage the activities of the meeting, develop agendas, and
follow up on action items with taskforce members and staff liaisons.
The following Executive and Sub-Committee positions are adopted for the 2021 –
2023 Term of the Taskforce:
Executive
1. Chair – Staff/Government Liaison
2. Vice Chair – Action Plan Development Tracking/Presentations
3. Secretary (two positions) – Committee Administration, Advocacy,
Compliance, Accountability, Ethics, Community Hub Liaison, Mediation
4. Treasurer
Sub-committee Positions
1. Executive Advisory Sub Committee eg. Police Services, Human
Resources, Faith Groups [Chair + 1]
2. Fund Development [Treasurer +1 ]
3. Policy / Best Practice [research and presentations]
4. Youth
5. Outreach/Communications - Social Media, 'Bang The Table',
Fundraising, Youth Recruitment
6. Education as partner with DDSB
7. Employment / Entrepreneurship
8. Health
9. Policing as partner with DRPS
10. Events, Community Engagement, Programming
11. Recognition Program eg. Procurement, Allyship, Community
Champion/Achievement [Chair, Vice Chair, Secretary, Treasurer]
12. Housing/Construction
Subcommittees (ADM 040 Section 16.09) will be struck at the direction of the
Taskforce by a majority vote, and must include at least two members of the
Taskforce, and can include additional relevant stakeholders, experts, or members
of the public as needed. Sub-committees must include at least one youth
representative from the youth sub-committee.
Terms of Reference – Pickering Anti-Black Racism Taskforce 2021 - 2023
Sub-committee Co-chairs will report to the Taskforce during regular meetings, and
results will be recorded as part of the meeting minutes. Sub -committees Chairs will
be responsible for recruitment of sub-committee members and organizing activities
of the sub-committee in line with the action plan and approval of the taskforce. The
Chairs will manage their own administrative practice including meeting schedules,
meeting platform, minutes, agendas, tracking and reporting. Reports to Council
regarding sub-committee work will be presented by the Taskforce.
8.0 Budget
The Taskforce activities will be paid from the Community Services Boards and
Committees account.
Remuneration for appointed Taskforce Members will be paid from the Community
Services Salary Account.
A stipend shall be paid to Members of the Taskforce. The Taskforce Terms of
Reference to be reviewed at each term of the taskforce by Human Resource, and
a rate assigned.
For this term, the rate set is $65/Member and $75 for the Chair or Sub-Committee
Chair, per each 2-hour regular Taskforce Meeting (active visible participation in
meetings is required).
A rate of $25 per hour shall be paid to appointed Members of the Taskforce for
work which has been pre-approved by the Taskforce, and recorded in the
minutes.
Maximum yearly income per Taskforce Member is $1,000.00. A T4 will be issued
at the conclusion of the year, or the service of the Taskforce Member.
Pickering Public Library Board 2022-2026
Terms of Reference
Approved by Board Motion #23.14
1. Enabling Legislation
The Public Libraries Act, R.S.O. 1990, c. P.44, s.3 (3) provides the authority,
and direction for the establishment of public library boards by municipal
Councils. The relevant sections of the Act are as follows.
Board
3 (3) A public library shall be under the management and control of a board,
which is a corporation known in English as The City of Pickering Public Library
Board. R.S.O. 1990, c. P.44, s. 3 (3).
Composition of Public Library Board
9 (1) A public library board shall be composed of at least five members appointed by the
municipal Council. 2002, c. 18, Sched. F, s. 3 (8).
Board Members
10 (1) A person is qualified to be appointed as a member of a board who is a member of
the appointing Council or,
a) Is at least eighteen years old;
b) Is a Canadian citizen or permanent resident of Canada within the meaning of the
Immigration and Refugee Protection Act (Canada);
c) Is,
i. A resident of the municipality for which the board is established in the case of
a public library board,
ii. A resident of a municipality that has a contract with the board under section
29,
iii. A resident of the board area of a local service board that has the contract
with the board under section 29,
iv. A member of an Indian band that has a contract with the board under
section 29, or
v. A member of a second board that has entered into a contract with the board
to purchase from it library services for the residents of the second board;
and
d) Is not employed by the board or by the municipality or county or, in the case of a
union board, by any of the affected municipalities. R.S.O. 1990, c. P.44.s.10 (1);
2002, c. 18, Sched. F, s. 3 (9).
Number of Council Members on Board Limited
10 (2) The appointing Council shall not appoint more of its own members to a board than
the number that is,
a) In the case of a public library board or union board, one less than a majority of the
board;
Pickering Public
LIBRARY
Page 2 of 5
Term
10 (3) A board member shall hold office for a term concurrent with the term of the
appointing council, or until a successor is appointed, and may be reappointed for one or
more further terms. R.S.O. 1990, c. P.44, s. 10 (3).
Time for Making Appointments
10 (4) The first appointments of members of a new board shall be made at a regular
meeting of council and the member shall take office as soon as possible thereafter, and
thereafter appointments shall be made at the first meeting of council in each term, but if
the council fails to make the appointments at its first meeting, it shall do so at any regular
or special meeting held within 60 days after its first meeting. R.S.O. 1990, c. P.44, s. 10
(4); 2002, c. 18, Sched. F, s. 3 (10).
Notice of Vacancies
11 (1) The clerk of the appointing municipality or county or, in the case of a union board,
the clerks of the affected municipalities shall give public notice of vacancies on the
board by publishing a notice of them, inviting applications, in a newspaper of general
circulation in the municipality. R.S.O. 1990, c. P.44, s. 11 (1).
2.Responsibilities
2.1 The purpose of the Board is to:
•Represent the interests of the moral ownership, defined as the Residents of
Pickering
•Determine the benefits that the organization will provide, keeping a long term,
strategic perspective (the Ends policies)
•Monitor the operations to ensure that the Executive Limitations policies are being
complied with and that the Ends policies are being accomplished according to
Board-CEO Delegation policies.
3.Composition
3.1 The Board shall be comprised of 8 citizen appointments and 3 members of Council
to ensure Ward representation.
4.Board Chair
4.1 The position of Chair will be elected by a majority of the Board at the first meeting
of the applicable calendar year during the term of the Board. The Chair will serve
for a two-year term and until a successor is elected. A Board member may not
serve as Chair for more than 3 consecutive (two year) terms.
4.2 The Chair will preside at all Board meetings, maintain order, decide whether
motions are in order, and rule on all procedural matters.
5.Vice-Chair
5.1 The position of Vice-Chair will be elected by a majority of the Board at the first
meeting of the applicable calendar year during the term of the Board. The Vice-
Chair will serve for a two-year term and until a successor is elected. A Board
member may not serve as Vice-Chair for more than 3 consecutive (two year) terms.
Page 3 of 5
5.2 In the absence of the Chair, the Vice-Chair will preside and will have all of the
Chair’s powers and responsibilities.
6. Councillors
6.1 A member of Council is appointed to the Library Board to act as a liaison between
Council and the Board; respond to Board members’ questions; provide updates on
Board activities to Council and to provide updates on Council activities to the
Board.
6.2 Members of Council are also acting members of the Library’s Board and as such
have the responsibilities and duties that are assigned to all Board members.
7. Treasurer
7.1 The Board will appoint a Treasurer. Typically, that will be the CEO/Director of
Public Libraries or his/her designate.
7.2 The Treasurer will:
• Receive, keep safely, and account for all the Board's money
• Deposit all money received on the Board's behalf to the credit of that account or
accounts
• Disburse funds as required by provincial and federal legislation, City and Library
procedures, and Board resolutions
8. Board Members
8.1 Duties of Board Members:
• employ a competent and qualified CEO
• determine and adopt written policies to govern the Library
• determine the ‘Ends’ for the Library
• understand the Library programmes and needs of the community in relation to
the Library
• keep abreast of standards and trends in libraries
• be aware of local and other laws which affect libraries and play an active role in
initiating and supporting beneficial Library legislation
• attend all Board and committee meetings as assigned. May attend outside
meetings and workshops for Board members
• be an effective advocate for the Library in the community
• be prepared to interact with provincial library agencies if required.
• interest in the Library, the community and their inter-relationship
• readiness to dedicate time and effort
• knowledge of the community’s social and economic condition
• aptitude for planning – both long and short range
• ability to work in a political environment
8.2 Disqualification of Board Members
If a board member,
a) is convicted of an indictable offence;
Page 4 of 5
b) becomes incapacitated;
c) is absent from the meetings of the board for three consecutive months
without being authorized by a board resolution;
d) ceases to be qualified for membership under clause 10 (1) (c); or
e) otherwise forfeits his or her seat,
the member’s seat becomes vacant and the remaining members shall forthwith
declare the seat vacant and notify the appointing council accordingly. R.S.O.
1990, c. P.44, s. 13.
8.3 Vacancies
Where a vacancy arises in the membership of a board, the appointing council shall
promptly appoint a person to fill the vacancy and to hold office for the unexpired
term, except where the unexpired term is less than forty-five days.
R.S.O. 1990, c. P.44, s. 12.
9. Library Staff
9.1 The CEO/Director of Public Libraries of the Pickering Public Library is the Board's
employee to whom the Board delegates the supervision and direction of the Library
and its staff. He or she will attend all Board meetings and will have the other
powers and duties that the Board assigns from time to time. The Board’s
relationship with the CEO is defined in Board-CEO delegation policies.
10. Reporting
10.1 The Library Board will provide an annual report at year end to Council to
communicate its activities in the preceding year. Generally, this annual report
follows the release of the Library’s audit.
10.2 The Library Board will present its four-year strategic plan to Council in which it
prioritizes library services to the community based on community feedback and
engagement.
11. Meetings
11.1 The Library Board shall meet every fourth Thursday of the month at 7:00 pm.
11.2 The Library Board shall hold at least seven regular meetings in each year. 2019,
c.14, Sched.12, s.2.
12. Conflict of Interest
12.1 The Municipal Conflict of Interest Act will govern the Board; an agenda will include
provision for the Members to disclose a direct pecuniary interest in a matter and the
general nature thereof.
Page 5 of 5
13. Budget
13.1 The CEO shall be responsible for the Library budget, which shall be submitted
annually in accordance with established City budget guidelines.
13.2 The CEO will present a draft budget for review by the Board on an annual basis,
prior to submission to City Council for approval.
Terms of Reference
Property Review Committee
1.0 Mandate
To act as a quasi-judicial tribunal, hearing appeals to Property Standards Orders
issued under the authority of the Building Code Act. The Committee may
confirm, amend or quash an Order.
The Property Review Committee will also review applications for exemptions
under the City’s Fence By-law and render a decision which becomes final and
binding.
2.0 Goals, Objectives and Responsibilities
The Property Review Committee fulfills the legislated requirements of the
Building Code to provide a committee to hear appeals. It is also responsible for
providing a review process for Fence Exemption applications and rendering a
decision that is final and binding.
3.0 Composition
The Property Review Committee will be comprised of:
•Five (5) Citizen Appointees
•One (1) Member of Council – no voting rights
A hearing conducted by the Property Review Committee shall have 3 members
present for quorum purposes.
Appointments shall be for a 4-year term corresponding with the term of City
Council.
Committee members shall be paid an honorarium of $50.00 per appeal or
hearing attended.
4.0 Member Qualifications
Committee members with experience in building construction or property
maintenance would be an asset.
5.0 Meeting Schedule
The Property Review Committee shall meet as required.
6.0 Budget
Committee members shall be paid an honorarium of $50.00 per appeal or
hearing attended.
Page 2 of 2
Remuneration for committee members will be paid from the By-law Services
Salary Account.
Terms of Reference
Vehicle for Hire Committee
1.0 Mandate
The Vehicle for Hire Committee (VFHC) shall serve as a quasi-judicial committee
to review appeals in accordance with the provisions of the Vehicle for Hire By-law.
The Vehicle for Hire Committee will also provide recommendations regarding
fares and other issues, which may arise within the vehicle for hire industry. This
may include working in conjunction with the Accessibility Advisory Committee to
administer the Accessible Vehicle Incentive Program.
2.0 Goals, Objectives and Responsibilities
The Vehicle for Hire Committee shall sit on an as-required basis to hear appeals
or provide advice to Council regarding the regulation of the vehicle for hire
industry.
They will serve as a body to connect industry participants in order to facilitate
relationships and make connections related to matters related to the industry.
3.0 Composition
The VFHC will be composed of the following:
1) Taxicab Brokerage Representatives 1 - Appointed by Brokerage
2) Taxicab Plate Licensees 2 - Elected
3) Taxicab Drivers 2 - Elected
4) Citizen Appointee 1
5) PTC Company Representative 2
6) PTC Driver 2
7) City of Pickering Councillor
8) Manager, Municipal Law Enforcement Services
All members have voting rights with the exception of the Manager, Municipal Law
Enforcement Services, or their designate.
Membership shall be for a 4-year term corresponding with the term of City
Council.
4.0 Member Qualifications
Brokerage representatives must be employed by a brokerage licenced by the City
of Pickering.
Vehicle for Hire Advisory Committee
Terms of Reference Page 2
Taxicab Plate Licensee and Taxi Cab Driver representatives must hold the
associated licence with the City of Pickering to be accepted as a nomination for
election.
PTC Company Representatives must be employed by the PTC in a leadership or
administrative role.
PTC Driver Representatives must be a driver for a licensed PTC Company
offering service in the City of Pickering.
5.0 Selection Process
Taxicab Brokerage Representatives shall be chosen by the operating brokerages
within the City of Pickering. Shall the brokerages not agree reach an agreement,
an election shall be held.
Taxicab Plate Licensees and Driver Representatives shall be chosen by election.
Industry licensees shall be permitted to vote for Taxicab Licensee and Taxicab
Driver members.
One citizen member shall be appointed in accordance with Policy ADM 040.
PTC Company Representatives shall be appointed by each of the two PTC
Companies that are licensed in the City of Pickering.
PTC Driver Representatives shall be appointed by the PTC with one from each of
the PTC’s licensed within the City of Pickering.
Each of the elected positions for Taxicab Plate Owners and Drivers will be
selected through an election process initiated through Municipal Law
Enforcement Services. Nominations will be submitted in writing. Once the
nomination period has ended, licenced industry participants (taxicab plate
licensees or drivers) attend the Pickering Civic Complex, present their
identification, then complete a ballot to vote for one of the nominees listed on the
ballots. A record of voters is kept to ensure each person only votes once. City
staff tally the ballots and advise of the successfully elected candidates. Taxicab
industry representatives are permitted to act as scrutineers. Should the number of
nominees equal the available positions, representatives shall be acclaimed.
.
6.0 Meeting Schedule
The VFHC will meet as required to conduct appeal hearings at the Pickering Civic
Complex. Meetings may also be called as required to provide input regarding
matters relating to the vehicle for hire industry.
Vehicle for Hire Advisory Committee
Terms of Reference Page 2
7.0 Budget
Committee members shall be paid an honorarium of $50.00 per meeting attended.
Remuneration for committee members will be paid from the By-law Services
Salary Account.
Memo
To: Accessibility Advisory Committee February 14, 2023
Cultural Advisory Committee
Heritage Pickering Advisory Committee
From: Rumali Perera
Deputy Clerk
Subject: Amendments to Boards, Committees and Taskforces
-Staff Liaison, Chair, and Vice Chair Roles
-Council Membership
File: A-1410
In accordance with Section 05.01 of ADM 040 - Boards & Advisory Committees of Council Policy,
Clerk’s staff are currently working on the mandated review of the Policy for Council’s consideration
at the March 27, 2023 Council Meeting. One area of focus for this review is the role of Staff
Liaison and Chair on the City’s Boards, Committees, and Taskforces. Presently, Policy ADM 040,
Section 16.03 (a) states:
“that the Staff Liaison for each Committee will facilitate mee tings unless a Chair or Vice
Chair is required by a statute or Terms of Reference.”
Advisory Committee Members are hereby requested to provide their input on whether the
Committee Members would like to implement a Chair system for their respective committees.
Duties of the Chair include soliciting agenda items from Committee members, facilitating the
meeting by identifying the order of proceedings and speakers, interpreting and determining
questions of procedure, ensuring active participation by all Committee members, and maintaining
decorum. The revision to Policy ADM 040 will include a dedicated subsection on the duties of the
Chair.
Further to the above mentioned review that is being undertaken by Legislative Services, Council
considered a Notice of Motion regarding Amendments to Boards and Committees/Taskforce
Policy at a Council Meeting, and adopted a resolution on the matter on January 23, 2023.
A component of this decision includes Staff reviewing:
“Revisions to the Terms of Reference for the makeup of all Advisory Committees and or
Task Forces that currently do not have an elected official representative to include the
appointment of no greater than 2 members of Council whose role would be to act as a
conduit between Council and their appointed committee as non-voting members;”
Advisory Committees that do not currently have Council representation are asked to consider:
Attachment #5 to Report # CLK 03-23
-~of-
P](KER]NG
February 2, 2023 Page 2 of 2
Amendments to Boards, Committees and Taskforces
(i) the advisability of Council representation on the committee ; and,
(ii) should Council decide in favour of Council representation, whether this committee would prefer
1 or 2 Councillors to be members.
Committees are asked to adopt a draft Terms of Reference that reflects their preferred number of
Councillors on their respective Committee for Council’s consideration.
Resolution #59/23 regarding Amendments to Boards and Committees/Taskforce Policy, and
Policy ADM 040, Boards and Advisory Committees of Council have been attached for ease of
reference.
Please forward any revised Terms of Reference and feedback to Andy MacGillivray, Committee
Coordinator no later than February 24, 2023.
RP:am
Attachment 1. Resolution #59/23 Re: Amendments to Boards and Committees/Taskforce Policy
2. Policy ADM 040, Boards and Advisory Committees of Council
Legislative Services Division
Clerk’s Office
Directive Memorandum
January 30, 2023
To: Marisa Carpino
Chief Administrative Officer
Susan Cassel
City Clerk
From: Susan Cassel
City Clerk
Subject: Direction as per Minutes of the Meeting of City Council held on
January 23, 2023
Amendments to Boards and Committees/Taskforce Policy
Council Decision Resolution #59/23
WHEREAS Section 05.01 of Policy ADM 040, Boards & Advisory Committees of
Council, requires early in each new Council term, that Council shall review all Boards
and Advisory Committees including, membership, composition and level of expertise or
specialization required by Committee members for the selection process;
And Whereas, Section 03.01 of ADM 040 provides that Boards and Advisory
Committees are proposed by resolution of Council and established by a confirming by-
law;
And Whereas, each resolution shall incorporate the Terms of Reference for the specific
Board/Advisory Committee;
And Whereas, an Advisory Committee means a committee created by Council to
provide input, advice and technical expertise on particular matters, act as a vehicle for
public consultation on issues of municipal interest and make recommendations to
Council;
And Whereas, Council values the work of the members of Pickering’s Advisory
Committees/Boards, as they provide Council and staff with important insight into the
concerns and ambitions through a community lens;
And Whereas, Section 02.01 of ADM 040 provides that “Council, under certain
circumstances, may deem it necessary for Council representation on some Boards and
Advisory Committees”, and the composition of each Committee, including whether a
Member of Council is appointed to that Committee, is included in the individual Terms
of Reference for each Committee;
Now therefore be it resolved that that the Council of The Corporation of the City of
Pickering directs the City Clerk to work with the Office of the CAO to conduct a review
of all Boards and Advisory Committees reporting to Council and that this review include:
Attachment #6 to Report # CLK 03-23
Please take any action deemed necessary.
Susan Cassel
1. The creation of 3 new Advisory Committees being:
a) Waterfront Visionary Advisory Committee to advise on best practices to
preserve the nautical village marine theme and the
implementation/restoration of a Waterfront that is environmentally sustainable
and accessible;
b) Community Safety and Wellbeing Advisory Committee that will be made up of
a cross section of community representation including Neighbourhood Watch,
Road Watch groups to advise on local community needs and suggested best
practices; and that the group shall be responsible for the creation of a
Homelessness Task Force that will work in co-ordination with Durham Region
to look at how best to address the needs of the homeless population to
include services for mental health, substance abuse and the creation of
transitional/supportive housing in Pickering;
c) Local & Small Business Advisory Committee that will advise on impacts of
City Policy implications such as parking in the Nautical Village, relationships
with City Economic Development and the measures that will assist
businesses impacted by the intensification along Kingston Road;
2. Revisions to the Terms of Reference for the makeup of all Advisory Committees
and or Task Forces that currently do not have an elected official representative
to include the appointment of no greater than 2 members of Council whose role
would be to act as a conduit between Council and their appointed committee as
non-voting members;
3. Revisions to the Terms of Reference/Policies, of the Pickering Public Library, to
enable the appointment of an additional member of Council to ensure Ward
representation;
4. Establishing per meeting honorariums for the non-elected members of all
advisory committees including the Pickering Library Board;
5. That the appointed Council Member(s) to all Advisory Committees/Boards be
required to update the Members of Council on a monthly basis and that the
Procedural By-law governing Council meetings and or Executive Meetings be
amended to include an item enabling such reporting;
6. That the City Clerk and CAO report back no later than the end of Q1 with the
findings of the review and the associated changes to Policy ADM 040 for
Council’s consideration; and,
7. That the previous direction provided to staff, to report back on the legislated
process to establish a BIA for the Nautical Village, through Resolution 930/22
and 931/22 be rescinded, as the businesses in the Nautical Village would be
better served by the establishment of the new Local/Small Business Advisory
Committee.
The Corporation of the City of Pickering
By-law No. 8004/23
Being a By-law to establish an honorarium for Members of
the Committee of Adjustment.
Whereas pursuant to Section 44(9) of the Planning Act, R.S.O. 1990, c. P.13, the Members of
the Committee of Adjustment shall be paid such compensation as the Council may provide;
Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows:
1.The remuneration payable to the Chair of the Committee of Adjustment shall be $150.00
per hearing, and to a Member of the Committee of Adjustment shall be $140.00 per
hearing.
2.This By-law shall take effect as of April 1, 2023.
3.By-law 7666/18 is hereby repealed.
By-law passed this 27th day of March, 2023.
________________________________
Kevin Ashe, Mayor
________________________________
Susan Cassel, City Clerk
Attachment #7 to Report # CLK 03-23