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HomeMy WebLinkAboutADM 040 Committees and Taskforces of Council Policy 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 Resolution #125/23 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 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. 01.07 Member - means a citizen Member appointed by Council to a Committee, or a Stakeholder Member selected by a Stakeholder Organization. Policy Title: Committees and Taskforces of Council Page 3 of 23 Policy Number: ADM 040 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 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. Policy Title: Committees and Taskforces of Council Page 4 of 23 Policy Number: ADM 040 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 d)Terms of Reference; 04 Taskforces Policy Title: Committees and Taskforces of Council Page 5 of 23 Policy Number: ADM 040 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 principle 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 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. Policy Title: Committees and Taskforces of Council Page 6 of 23 Policy Number: ADM 040 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. 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 Policy Title: Committees and Taskforces of Council Page 7 of 23 Policy Number: ADM 040 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 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. Policy Title: Committees and Taskforces of Council Page 8 of 23 Policy Number: ADM 040 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; 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; Policy Title: Committees and Taskforces of Council Page 9 of 23 Policy Number: ADM 040 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. 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 Member s. 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. Policy Title: Committees and Taskforces of Council Page 10 of 23 Policy Number: ADM 040 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 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 wil l ask for a public vote on a motion to appoint the nominated Member(s) as Chair. Policy Title: Committees and Taskforces of Council Page 11 of 23 Policy Number: ADM 040 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 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 Policy Title: Committees and Taskforces of Council Page 12 of 23 Policy Number: ADM 040 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 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 member s 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; Policy Title: Committees and Taskforces of Council Page 13 of 23 Policy Number: ADM 040 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. 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 Policy Title: Committees and Taskforces of Council Page 14 of 23 Policy Number: ADM 040 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 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. Policy Title: Committees and Taskforces of Council Page 15 of 23 Policy Number: ADM 040 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. 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; Policy Title: Committees and Taskforces of Council Page 16 of 23 Policy Number: ADM 040 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 member s 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.; 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; Policy Title: Committees and Taskforces of Council Page 17 of 23 Policy Number: ADM 040 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; 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 Policy Title: Committees and Taskforces of Council Page 18 of 23 Policy Number: ADM 040 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. 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 wi thin 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. Policy Title: Committees and Taskforces of Council Page 19 of 23 Policy Number: ADM 040 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 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. Policy Title: Committees and Taskforces of Council Page 20 of 23 Policy Number: ADM 040 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 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. Policy Title: Committees and Taskforces of Council Page 21 of 23 Policy Number: ADM 040 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