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HomeMy WebLinkAboutCLK 09-14 00 _= Report to Council Report Number CLK 09-14 PICKERING Date: December 15, 2014 From: Paul Bigioni Director, Corporate Services & City Solicitor Subject: Review of Boards and Committees File: A-1410 Recommendation: 1. That Report CLK 09-14 of the Director, Corporate Services & City Solicitor be received; 2. That Policy ADM 040 for Boards and Advisory Committees, included as Attachment#1 to this report be approved; 3. That the Advisory Committee on Diversity, Sustainable Pickering Advisory • Committee and Waterfront Coordinating Committee be formally disbanded based on project/mandate completion or amalgamation; 4. That a Cultural Advisory Committee be established as a formal advisory committee as outlined in this report; 5. That the Boards and Advisory Committees of Council included as Attachment#2 in this report be formally reconfirmed; 6. That the existing appointees to the remaining Boards and Advisory Committees be reconfirmed until January 31, 2015; and 7. That the City Clerk take the appropriate action to advertise for citizen appointments to the Boards and Advisory Committees, that a report be brought back to Council in January, 2015 listing all citizen applicants and that Council appoint members to the Boards and Advisory Committees at its January, 2015 meeting. Executive Summary: Under the Municipal Act, municipalities can authorize the creation of various advisory committees to assist Council on specific matters. All advisory committees are established and appointed by resolution of Council. At the beginning of each term of Council a review of these Boards and Committees is completed and appointments to the Committees are made. Financial Implications: There are no financial implications. 61 Report CLK 09-14 December 15, 2014 Subject: Review of Boards & Committees Page 2 Discussion: In 2013, the City Clerk introduced a pilot program to facilitate and review City of Pickering Advisory Boards and Committees. The review was undertaken to get a better understanding of the strengths and weaknesses of the City's Committees. There is always room for enhancements and opportunities to increase the effectiveness of the City's Advisory Boards and Committees. The first initiative undertaken during the pilot program was to replace the Chair and Vice Chair of each Committee with a Facilitator. This move gave the Committee members more time to concentrate on their mandate because they no longer had to be concerned with agenda production and Parliamentary procedures. The Facilitator's purpose was to control the meeting more appropriately and to keep Committee deliberations on track. During the pilot program, staff observed a decrease in the length of time required for Committee meetings. We found that information flow between the City and the Committees was more efficient. The Facilitator and Staff representatives were able to communicate with Committee members more quickly when not limited to monthly. meetings through the Chair. • Throughout the pilot program the City Clerk, as Facilitator for most of the Committees in the program, was able to review the mandate and work plans of the Committees. The revised Boards and Advisory Committees Policy attached reflects changes that should be considered by Council. The following is a summary, of those changes: - Deletion of Chairs and Vice Chairs where not required by statutory authority or Committee Terms of Reference and replacement with a City Staff Facilitator; - Deletion of Council representation on Committees where not required by statutory authority or Terms of Reference; and - Clarification of processes and duties. Also during the pilot program, the City Clerk noted that there were Committees that have either completed their project/mandate or whose mandate is no longer justifiable as the single purpose for a Committee. The City Clerk is recommending that the Committees set out below be disbanded or amalgamated with other Committees. The mandates of these Committees should be reviewed by staff in order to determine whether the mandate should be revised or incorporated into one of the other Committees. If at a later date staff feel the Committee should be reinstated then a report to Council will be presented for information and approval. Committees Being Recommended to be Disbanded and Reviewed Advisory Committee on Diversity—Originally the name of the Committee was the Advisory Committee on Race Relations & Equity and was established in 1990. The mandate of the Committee was to provide guidance and advice to the community on matters involving race relations and equity and to promote the full and equal access, opportunity and participation of all citizens in the social, CORP0227-07/01 revised 62 Report CLK 09-14 December 15, 2014 Subject:. Review of Boards & Committees Page 3 cultural, economic and political affairs of the community and the City. Over the years this Advisory Committee has contributed and recommended numerous ideas and has fulfilled its mandate. At the beginning of the 2010 —2014 term the name of this Committee, was changed to the Advisory Committee on Diversity in order to reflect the Committee's definition of diversity and the social changes over the years. The Committee also conducted a review of its mandate and the outcome of that review suggested that a broader concept of diversity should be embraced. To this end, Staff recommend that this Committee be disbanded and that its • mandate be rolled into a broader Cultural Advisory Committee. Sustainable Pickering Advisory Committee - The Sustainable Pickering Advisory Committee was endorsed by City Council to create, throughout the entire municipal structure, a culture whereby all actions and programs could be evaluated through the consideration of environmental, social and economic factors. This Committee consists of three Members of Council. The mandate of the Committee has effectively been met and it is recommended that this Committee be disbanded at this time so that Staff can review the Committee's mandate and the addition of citizen appointments. Waterfront Coordinating Committee The Waterfront Coordinating Committee was established to help coordinate the implementation of approved waterfront projects, to provide technical advice and assistance on waterfront issues, to provide assistance in finding waterfront funding sources and fundraising efforts. Over the years, this Committee has reviewed and advised the City on waterfront projects. In 2009, the City completed the Frenchman's Bay Stormwater Management Plan and Council has also approved the Frenchman's Bay Waterfront Master Plan with input from the Committee. Now that the Plans have been approved and work is almost complete on the Harbour Entrance, a review of this Committee's mandate should be undertaken. During the pilot project, the City Clerk noted that the Committee's meetings usually consist of staff updates on the ongoing work at Frenchman's Bay and events at the waterfront. Meetings are not required on a regular basis and no new projects are currently being reviewed. It is being recommended that this Committee be disbanded and that staff continue to work towards implementing the projects and plans. Addition of a Cultural Advisory Committee The City of Pickering Cultural Strategic Plan, approved by Pickering Council on June 16, 2014 as per resolution #247/14, sets a vision for the place of arts, culture and heritage in the City and identifies strategic directions for policy, investment, partnerships and programs for the next 10 years. Pickering's Cultural Strategic Plan sets out six strategic directions: CORP0227-07/01 revised 63 Report CLK 09-14 December 15, 2014 Subject: Review of Boards & Committees Page 4 1. broaden and deepen City leadership and investment 2. build a strong and collaborative cultural sector 3. strengthen culture led economic development 4. conserve and promote history and heritage 5. celebrate and support diversity and inclusion 6. culture opportunities for the creation, education and enjoyment of the arts The Cultural Advisory Committee ("CAC") will assist City staff with the implementation of the City of Pickering Cultural Strategic Plan. The CAC will identify and coordinate opportunities for stakeholder and community engagement and will provide expert community input on matters relating to the provision of cultural services. If approved, the new Cultural Advisory Committee will encompass a number of strategies for the residents of Pickering and will be an important addition to the Advisory Committee list. Terms of Reference regarding this Committee will be introduced at a future meeting for Council approval. In.order to facilitate the changes to the Boards and Advisory Committee of Council . Policy and to prepare Terms of Reference for all Committees, it is being recommended that the existing 2010 —2014 Committee appointments be extended until January 31, 2015 and that appointments to the 2014—2018 term be made in January 2015. Attachments: 1. City Policy ADM 040 - Boards and Advisory Committees of Council 2. Reconfirmed Boards and Advisory Committees Prepared By: App • ed/Endorsed By: Debbie Shields Paul .i o City Clerk Dire tor, Co porate Services & City Solicitor PB:ds Recommended for the consideration of Pickering City Council 0,196,xide T. io, zo'4 Tony Prevedel, P.Eng. Chief Administrative Officer CORP0227-07/01 revised 64 C;fl 4 ATTACH L"ENTiz ,,. —..' City Policy PICKERING Policy Title: Policy Number: Boards &Advisory Committees of Council ADM 040 Reference: Date Originated: Date Revised: Municipal Act and Procedural By-law November 10, 2008 December 13, 2010 Resolution #165/10 October 2012 December 15, 2014 Approval: Chief Administrative Officer Point of Contact: City Clerk Policy Objective The purpose of this policy is to identify a process for establishing Boards and Advisory Committees of Council, requirements for maintaining and supporting their work, and the coordination of the appointment and advertising process through the City Clerk. It excludes external bodies and local boards not established by Council and internal, working groups of an administrative nature. This policy supplements the City of Pickering's Procedural By-law which applies to all Boards and Advisory Committees, including staff liaisons. Index 01 Definitions 02 Implementation Procedure—Classification of Boards and Advisory Committees 03 Establishment of Boards and Advisory Committees 04 Relationship between Advisory Committees and Council 05 Ongoing Review of Boards and Advisory Committees 06 Terms of Reference 07 Appointment Process and Advertising for Board/Advisory Committee Members 08 Resignation/Dismissal Process 09 Absentee Requirements 10 Orientation Sessions 11 Meeting Structure, Agenda and Minute Formats 12 Access to Meetings 13 Provision for Accessibility and Diversity 14 Pecuniary Interest 15 City Policies and Procedures 65 • 16 General Rules Governing Committees Appendix 1 —Terms of Reference —Sample Format • 01 Definitions Not applicable. 02. . Implementation Procedure—Classification of Boards and Advisory Committees 02.01 Where the municipality makes appointments to bodies of its own creation and to outside bodies when requested to do so, such appointments shall be citizen appointments, except in those situations where the municipality has a direct financial involvement, in which case Council shall determine whether or not it will appoint citizen and/or Council Members to such bodies. Council, under certain circumstances, may deem it necessary for Council representation on some Boards and Advisory Committees. 02.02 Boards and Advisory Committees may be either ongoing or a task force. Ongoing Boards and Committees provide recommendations, advice and information to Council on an ongoing basis on specific municipal matters - that are set out in the mandate and Terms of Reference. They include some of the following: . a) Advisory - includes bodies authorized by Council to provide input on a discretionary basis and advice to Council on particular matters, or to undertake special projects as assigned. b) Mandatory -where a Provincial Statute prescribes the type of appointments to be made by the municipality to a given body. c) Local Boards - means a school board, municipal service board, transportation commission, public library board, board of health, police services board, planning board, or any other board, commission, Committee, body or local authority established or exercising any power or authority under any general or special Act with respect to any of the affairs or purposes, including school purposes, of a municipality. d) External Bodies - separate special purpose bodies that have a substantial amount of authority over their own operations. e) Appeals Committee - hears and deals with appeals and/or minor variances to City By-laws. 02.03 Task Forces assist in the short-term study and analysis of a specific municipal issue, as defined in Terms of Reference and established by a Policy Title: Boards and Advisory Committees of Council Page 2 of 15 Policy Number: ADM 040 66 - I confirming by-law. Task Forces may include staff representation as well a representation from external bodies. 03 Establishment of Boards and Advisory Committees 03.01 Boards and Advisory Committees are proposed by resolution of Council and established by a confirming by-law. Each resolution shall incorporate the Terms of Reference for the specific Board/Advisory Committee. Prior . to Council's establishment of any Board or Advisory Committee, relevant director(s) shall submit a report to Council including the following information: a) inventory of previous and existing activities related to the matter, including public consultation initiatives; b) suggested types of public consultation; c) Board/Advisory Committee Terms of Reference; d) membership composition and level of expertise or specialization required by Committee members for the selection process; and e) orientation, training and facilitation needs. 04 Relationship between Advisory Committees and Council Advisory Committees are proposed by resolutions of Council and the Committees purpose is to assist Council by providing recommendations on specialized issues, on a policy and/or operational level, as set out in mandate and specific, Council approved work plans. Advisory Committee members are appointed by Council, and serve at the pleasure of Council for a specified term, where statutory authority does not state otherwise. The nature of Advisory Committee recommendations to Council are purely advisory,. and Council may approve, amend, refer or propose other resolutions, as Council deems appropriate. Advisory Committees shall not reconsider, recommend or advise on a matter that has been decided by Council, unless directed by Council. Advisory Committee members(s) shall rely exclusively on appointed staff support to communicate and dispense with recommendations and actions taken by Advisory Committees, and shall not intervene in the administrative practices of the City of Pickering. Advisory Committees shall prepare an annual report to Council reviewing their goals, objectives and successes in relation to their work plan, and should include a delegation to Council. The substance of the report shall be prepared by the Advisory Committee members, with administrative assistance and policy advice given by City staff. Policy Title: Boards and Advisory Committees of Council Page 3 of 15 Policy Number ADM 040 67 05 Ongoing Review of Boards and Advisory Committees 05.01 Early in each new Council term, Council shall review all Boards and Advisory Committees. The City Clerk and the Senior Management Team shall assist in this effort by providing an overview of all Boards/Advisory Committees, including, but not limited to the following: a) a list of Boards/Advisory Committees by name and type; b) summary of mandates, goals and objectives for each Board/Advisory Committee; c) achievements and challenges for each Board/Advisory Committee; d) recommendations on the future direction of each Board/Advisory Committee and its structure in general; and e) reviews and recommendations on the reporting and functional relationships of Boards/Advisory Committees in general. • 05.02 If a Board or Advisory Committee is to be disbanded, a final report on the Board/Advisory Committee activities and reasons for disbanding shall be presented to Council for approval. 06 Terms of Reference 06.01 The Terms of Reference will be established in accordance with the template included as Appendix Ito this policy. 06.02 Terms of Reference, once established, must be approved by Council and amendments to those terms can only be made with Council approval. 06.03 The Terms of Reference of each Advisory Committee shall be reviewed on an ongoing basis by relevant staff to ensure that each Committee and its Terms of Reference remain relevant and appropriate. 07 Appointment Process and Advertising for Board/Advisory Committee Members 07.01 Where a Provincial Statute prescribes the type of appointments to be made by the City to a given Board or Advisory Committee, the Statute shall be complied with. Where the City makes appointments to Boards/Advisory Committees of its own creation and to outside bodies when requested to do so, such appointments shall be citizen appointments, except in circumstances where the City has a direct financial involvement, in which instance Council shall determine whether or not it will appoint citizens and/or Council Members to such bodies. Policy Title: Boards and Advisory Committees of Council Page 4 of 15 Policy Number: ADM 040 68 07.02 Vacancies for citizen appointments shall be publicly advertised in the local newspaper, on the City of Pickering website and in any other manner that the City deems appropriate to reach the broadest sector of our community. 07.03 Applicants shall be a property owner or resident of Pickering and a minimum of 18 years of age unless otherwise determined by committee membership requirements. 07.04 Generally, the duration of Board/Advisory Committee appointments are the same as the term of Council, however staff may recommend that the terms for specific Board/Advisory Committee appointments be staggered to ensure experience and consistency in following the Board/Advisory Committee's goals and mandate. While appointees may serve on more than one Board/Advisory Committee, Council shall give first consideration to individuals who are not already appointed to another Board/Advisory Committee. 07.05 . The following process, coordinated by the City Clerk and Legislative Services, will generally be followed in initiating the recruitment, selection and appointment process: a) upon Council passing a resolution to establish a Board/Advisory Committee, or when a vacancy occurs, the City Clerk, in consultation with the relevant department and Staff Liaison assigned to the Advisory Committee, will advertise Committee vacancies in the local newspaper, the City website and in any other manner that the City deems appropriate to reach the broadest sector of the community. The advertisement will make note of the mandate of the Committee, a brief statement of the role and responsibilities of Committee membership, duration of term, level of commitment, application process and contact information; b) applicants shall be required to complete and submit to the City Clerk an application form, available from the Clerk's Office and the City website. Once the applications have been reviewed by staff, a report recommending selected appointees will be prepared for approval by Council. All applications received shall be forwarded to Council with the staff report; and c) the Clerk's Office, on behalf of Council, shall send out confirmation letters to new Board/Advisory Committee appointees and advise of their Staff Liaison for that Committee and any other relevant contacts. 08 Resignation/Dismissal Process 08.01 Board/Advisory Committee members wishing to resign their appointment shall submit a letter of resignation which shall be forwarded as soon as possible to the City Clerk. Upon acceptance of the resignation, the City Clerk in consultation with the staff liaison assigned to the Committee will initiate the aforementioned appointment process to fill the vacancy. Policy Title: Boards and Advisory Committees of Council Page 5 of 15 Policy Number: ADM 040 69 08.02 Council, at its discretion, can dismiss any Board/Advisory Committee in its entirety or any member thereof at any time. 09 Absentee Requirements 09.01 If any Board/Advisory Committee member is absent from three consecutive meetings, or absent from over 50% of the meetings in one year without justification, the staff liaison will contact the member to ask whether or not they wish to remain on the Committee or resign. 09.02 If contact cannot be made with an absent Committee Member and five months of continuous absenteeism has been noted, the Committee Member's seat automatically becomes vacant and the process for filling a vacancy will begin. 10 Orientation Sessions • 10.01 Orientation sessions shall be conducted by the Legislative Services Division and Staff Liaison assigned to the Committee for new. Board/Advisory Committee appointees and for interested returning Board/Advisory Committee appointees at the beginning of each Council term. All Board/Advisory Committee members benefit from orientation. The sessions identify goals, objectives and work plans. Further sessions may be conducted for appointees during the Council term, as required. Orientation manuals will be distributed to all members of the Committee for reference purposes. Each Board/Advisory Committee package shall include the following information: a) establishing Resolution/Confirming By-law for Board/Advisory Committee and Terms of Reference; • b) mandatory statutes (e.g. Accessibility for Ontarians with Disabilities Act); c) City of Pickering Procedural By-Law; d) City Organizational Structure; e) member contact information; f) council members' contact information; g) relevant City Policies and Procedures affecting Board/Advisory Committee members; h) information regarding Committee relationship to Council; and i) staff support. Policy Title: Boards and Advisory Committees of Council Page 6 of 15 Policy Number: ADM 040 70 • 10.02 As per the Accessibility for Ontarians with Disabilities Act, 2005, all City employees, volunteers and/or agents as well as any other individual who might be reasonably expected to interact with the public on behalf of the City will receive Accessible Customer Service Training. The Staff Liaison assigned to the Committee will arrange training for new Board/Advisory Committee members who have not had Accessible Customer Service Training. 11 Meeting Structure, Agenda and Minute Formats 11.01 Regular meetings will be held monthly, but variations may be determined by the Committee and Staff Liaison assigned to the Committee. A meeting schedule, setting out the time and place for meetings will be established by staff. Meeting venues will be accessible, and sufficient to accommodate Committee members, staff and guests. 11.02 Meeting structure, agenda and minute formats should meet the needs of individual Boards/Advisory Committees, while ensuring consistency, completeness and accountability. A Board/Advisory_Committee may choose to follow a more informal procedure and allow for a consensus approach to discussion. It is recommended that the following components be included in agendas, where specific subject items are described in each component: a) date, time, location of meeting; b) members present (list names and titles, ie. J. Doe, Chair); c) members absent/regrets; d) approval of previous minutes; e) presentations/deputations; f) general business and reports; g) correspondence; h) other business; i) . next meeting; and j) adjournment. . 11.03 City Staff and Committee Members should structure meeting agendas to make every effort to adhere to a two hour time limit for all Advisory meetings. Policy Title: Boards and Advisory Committees of Council Page 7 of 15 Policy Number: ADM 040 1 11.04 Minutes of meetings are scribed without note or comment. Minutes should briefly outline the substance of each of the agenda items discussed during the meeting, including actions taken and recommendations by motion. Motions shall not be required to be seconded. Minutes should have a collective, not a personal focus. What individuals said is less significant than the precise wording of proposals and the decisions made by the majority of the Committee or by general agreement. No member has the inherent right to have his or her comments on the record. Minutes are primarily a record of what was done at a meeting, and not a record of what was said by members. Minutes are not taken verbatim. They are not a transcript. 11.05 Minutes shall be forwarded as soon as possible following the meeting to the City Clerk in order to present them to Council as information on a timely basis. Staff will be required to prepare a report for any recommendation of a Board/Advisory Committee requiring action by • Council. Minutes of all meetings must be recorded. 12 Access to Meetings 12.01 Except as provided in this section, all meetings shall be open to the public and the media and Board/Advisory Committee minutes shall be available upon request. Special guests, volunteers, organizational representatives and City staff do not constitute committee members, and are unable to vote. The Facilitator who is facilitating the meeting may expel any person for improper conduct at a meeting. 12.02 Board/Advisory Committee meetings should not be closed to the public. If a Board/Advisory Committee feels that discussion of an item on the agenda needs to be closed to the public, then the City Clerk must be advised in advance, and a 24 hour notification process must be followed. A meeting can only be closed to the public if the subject matter being considered is: a) the security of the property of the municipality or local board; b) personnel matters about an identifiable individual, including municipal employees or local board members; c) a proposed or pending acquisition or disposition of land by the municipality or local board; d) labour relations or employee negotiations; e) litigation or potential litigation, including matters before administrative tribunals, affecting the municipality; f) the receiving of advice that is subject to solicitor-client privilege; including communications necessary for that purpose; Policy Title: Boards and Advisory Committees of Council Page 8 of 15 Policy Number: ADM 040 72 g) a matter in respect of which the board or Committee may hold a closed meeting under the authority of another Act; or h) for the purpose of educating or training the members, subject to the condition that no member discusses or otherwise deals with any - matter in a way that materially advances the business or decision- making of the Committee. 12.03 Before holding a meeting or part of a meeting that is to be closed to the public, the Board/Advisory Committee shall state by resolution: a) the fact of the holding of the closed meeting; b) the general nature of the matter to be considered at the closed meeting; and c) in the case of a meeting for educational or training purposes, that it is closed for that purpose as well. 12.04 All deliberations while in closed session shall remain confidential unless otherwise approved by Committee in open session. 12.05 Any motion made regarding an item within a closed session shall be made in open session. 12.06 A statement must be placed in the public minutes the general nature of the closed meeting. 13 Provision for Accessibility and Diversity 13.01 Adequate provisions shall be made by relevant staff to ensure that meeting locations, agenda and minute formats, communications and conduct of meetings be accessible, to ensure maximum participation and quality customer service. Reference may be made to the provisions of the Accessibility for Ontarians with Disabilities Act, and similar legislation, policies and guidelines. Membership that reflects the diversity of the City community will be encouraged in the recruitment, selection and appointment process. 14 Pecuniary Interest 14.01 Committee members are deemed not to have pecuniary conflict of interest in that they have no decision-making ability. However, members should be cognizant of any perceived conflict in terms of issues, which may serve • to benefit them personally. Members shall not use their status on Committees for personal or political gain. Policy Title: Boards and Advisory Committees of Council Page 9 of 15 Policy Number: ADM 040 14.02 If a Committee member feels they have a perceived conflict of interest in any matter and is, or will be, present at a meeting at any time at which the matter is the subject of consideration, the member: a) shall, before any consideration of the matter, at the meeting verbally disclose the interest and its general nature; b) shall not, at any time, take part in the discussion of, or vote on, any question in respect to the matter; c) shall leave the meeting and remain absent from it at any time during consideration of the matter; and d) Members shall not use their status on Committees for personal or political gain. ' 15 City Policies and Procedures 15.01 Board and Advisory_Committee members shall adhere to the policies and procedures of the City of Pickering. 16 General Rules Governing Board and Advisory Committees 16.01 Duties of Members of Council a) Members of Council may attend any or all Advisory Committee meetings. b) At Advisory Committee meetings, Members of Council can respond to Committee members' questions, interpret Council's direction and give input or support to the Committee c) Members of Council are not included as part of the quorum, and have no voting rights. 16.02 Duties of Committee Members Committee Members are required to: a) Understand the mandate of the Committee, including its relationship to Council; b) Understand their role and responsibilities, including relevant City policies; • c) Strive to attend all scheduled and special advisory committee meetings; Policy Title: Boards and Advisory Committees of Council Page 10 of 15 Policy Number: ADM 040 74 d) Prepare for meetings by reading agendas and any background information supplied; e) Actively participate in the discussion and decision-making process; f) Undertake any work assigned, including special projects and research, • in between meetings; g) Be open minded and allow for a variety of opinions to be heard; h) Respect the individual worth and dignity of other Advisory Committee members, and maintain a high degree of professionalism; i) Respect that actions taken and recommendations shall reflect the majority view of the advisory committee; and j) Respect the finality of Council decisions 16.03 Duties of City Staff a) The Staff Liaison for each Committee will facilitate meetings unless a Chair or Vice Chair is required by a statute or Terms of Reference. b) City Staff will take minutes at meetings; c) Legislative Services will coordinate agendas, minutes and correspondence; and d) City Staff assume two principle functions: a secretarial role and a policy advice role. These roles may be undertaken by one or more staff. 16.04 Duties of the Facilitator The Facilitator is required to: a) Facilitate the meeting by identifying the order of proceedings and speakers; interpret and determine questions of procedure; ensure active participation by all Advisory Committee members; maintain decorum and ensure fairness and accountability; a variety of opinions to be heard; b) Be open-minded and encourage p , p tY c) Respect the individual worth and dignity of Advisory Committee members, and maintain a high degree of professionalism; d) Review agendas and minutes provided by staff; and lead the preparation of annual reports/presentations to Council; Policy Title: Boards and Advisory Committees of Council Page 11 of 15 Policy Number: ADM 040 e) Review the goals and objectives of the Advisory Committee and ensure that its work plan is realistic and up to date; f) Seek clarification and answers for Advisory Committee members through Council or City Staff; g) The Facilitator has no authority to make decisions, and can only assist with the conduct of a meeting in a fair and efficient manner so that the will of the majority prevails after all members have had a fair chance to present their points of view; h) The Facilitator has no voting rights, is present to assist the Committee in administrative processes and is independent of the Advisory Committee; and i) The Advisory Committee may choose to relax procedures and allow for a consensus approach to discussion, keeping in mind that questions of procedure shall be determined by the Facilitator, subject to the City's procedural by-law. The Clerk may provide guidance on the interpretation and application of procedures. Good faith misinterpretation of procedures shall not affect the validity of any meeting. 16.05 Quorum a) A majority of the Members of any Committee shall be required to officially constitute a meeting. A majority shall be considered one half of the number of members plus one additional member; b) City staff, Members of Council who have not been appointed to the Committee, special guests, volunteers and organization representatives have no voting privileges and will-not be included in the quorum; c) If no quorum is present thirty (30) minutes after the time scheduled for a meeting, the Recording Secretary shall call the roll and record the names of the members present, and the meeting shall stand adjourned until the next meeting date; and d) If the Facilitator is absent from the meeting and another City Staff member is not present but, quorum has been met, then a Committee Member can be appointed to facilitate the meeting. 16.06 Reporting to Council • a) Citizen Advisory Committees shall prepare an annual work plan submission, which shall include a report on the previous year's accomplishments to Council, and a work plan for the current year; •licy Title: Boards and Advisory Committees of Council Page 12 of 15 ►licy Number: ADM 040 76 b) This process shall be led by the Staff Liaison of the Committee and may include a delegation to Council; and c) Every Citizen Advisory Committee matter which needs to be referred to Council shall be done in writing through the Staff Liaison. The Staff Liaison assigned to the Committee will submit a memo to Council as Correspondence stating the Committee's recommendations. The Council Correspondence direction will be for Council to "Receive as Information" or to "Refer to a Director"for investigation. No order or authority to do any business shall be recognized as emanating from a Committee, unless it is in writing and approved through a resolution of Council. 16.07 Advisory Committee Events a) Advisory Committees must seek Council approval to hold an event and each request to Council must include the complete details of the event (e.g. budget, number of staff required, name of event, date, and purpose of event); b) Events must relate to specific activities approved in the Advisory Committee's Terms of Reference and mandate. The event must be listed in the annual work plan for that year; and c) Where an event has been requested and approved by Council, all Committee Members must attend and contribute to assisting at the event. 16.08 Media Relations and Communications a) Committee members shall not meet with the media unless such meeting is approved by the City's CAO. Committee media relations. must be supported by the City's Communications area. b) The actions and recommendations of Advisory Committees are subject to the policies and administrative practices of the City, including provisions pertaining to the use of the corporate logo(s), letterhead, website, information pamphlets, media advertisements and the like. Advisory Committees shall seek approval from Council for any change in Advisory Committee name or development of any substantive communication medium (e.g. website). 16.09 Subcommittees/VVorking Groups may be established by a Committee, as required, to carry out a specific projects included in the annual work plan submission. Such subcommittees/working groups shall be disbanded upon completion of their specific project(s). A subcommittee must have at least two members of the Advisory Committee on it, but membership may be drawn from relevant stakeholders or the general public with the appropriate interest and expertise. Policy Title: Boards and Advisory Committees of Council Page 13 of 15 Policy Number: ADM 040 • • • Appendix 1 —Terms of Reference —Sample Format • • Policy Title: Boards and Advisory Committees of Council . Page 14 of 15 Policy Number: ADM 040 78 • Appendix 1 • Terms of Reference Terms of Reference shall be approved by Council and amendments can only be made with Council approval. Terms of Reference for an Advisory Committee need only address information not already provided for in this Policy. . 1.0 Mandate —A description of the general purpose and activities of the Advisory Committee, including areas of responsibility, taking into account any statutory requirements. Advisory Committee mandates shall not be altered by the Advisory Committee. 2.0 Goals, Objectives and Responsibilities—A listing of the goals, objectives and responsibilities of the Advisory Committee, to be addressed in annual work plans with reference to specific strategies and actions. 3.0 Composition — Specify the maximum number of members of the Advisory Committee and describe the nature of membership (citizens and/or organization, numbers in each category),membership terms. 4.0 Member Qualifications— Outline recommended qualifications of potential members given the mandate of the Advisory Committee. • 5.0 Meeting Schedule— Indicate how often the Advisory Committee shall meet, e.g. monthly, every other month, criteria for calling a special meeting, summer recess. 6.0 Budget— requests must relate to the Advisory Committee's mandate, be included in the annual work plan submission and be supported by project descriptions. • Policy Title: Boards and Advisory Committees of Council Page 15 of 15 Policy i Number: ADM 040 • • Attachment No. 2 List of Boards and Advisory Committees to be Reconfirmed for 2014-2018 Term of Office Committees of Council Animal Services Appeals Committee Civic Awards Committee Livestock Valuer • Pickering Museum Village Advisory Committee Property Review Committee Rouge Park Alliance Site Plan Advisory Committee Taxicab Advisory Committee Legislated Committees Accessibility Advisory Committee Committee of Adjustment • I Heritage Pickering Committee Pickering Public Library Board 80 •