HomeMy WebLinkAboutCAO 25-10
Cis Report To Council
DICKERING Report Number: CAO 25-10
Date: December 13, 2010
From: Debbie Shields 44
City Clerk
Subject: Boards and Advisory Committees of Council
Review of Appointments to Boards and Committees
Recommendation:
1. That Report CAO 25-10 of the Chief Administrative Officer be received;
2. That Policy ADM 040 for Boards & Advisory Committees, as amended, included
as Attachment #1 to this report be approved;
3. That the Seaton Advisory Committee be formally closed due to the appointment
of a Provincial Facilitator;
4. That the Advisory Committee on Race Relation and Equity be renamed to the
Advisory Committee on Diversity and that the mandate be updated as noted in
Attachment #2 to this report; and
5. That the Boards & Advisory Committees list, included as Attachment #3 to this
report be formally reconfirmed.
Executive Summary: Early in a 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 and Advisory Committees.
Recommendations from the City Clerk and Senior Management are made to Council on
which Boards and Advisory Committees should continue forward into the new term of
Council and if any should be disbanded.
Financial Implications: There are no financial implications associated with the
review of the Boards and Advisory Committees.
Report CAO 25-10 December 13, 2010
Subject: Review of Boards and Advisory Committees of Council Page 2
4
Sustainability Implications: In order to provide for a sustainable community,
public participation, along with private partnerships is encouraged. The creation and
involvement of committees to garner public response and input to matters of ongoing
concern is paramount to a sustainable, viable community.
Background: 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. Their purpose is to
advise Council by providing recommendations on specialized issues, on a policy and/or
operational level, as set out in a mandate and Council approved work plans for each
advisory committee. Boards and advisory committee members are appointed by
resolution of Council and serve at the pleasure of Council for a specified term, where
statutory authority does not state otherwise. The Mayor will remain as ex-officio of all
committees of Council.
Further to the review of the Boards and Advisory Committees of Council, it is being
recommended that the Seaton Advisory Committee be disbanded due to the
appointment of a Provincial Facilitator. The Committee has not met formally for over a
year. The following information is provided for your consideration on the Seaton
Advisory Committee:
The Seaton Advisory Committee was established on January 15, 2007 by
resolution #11/07. The committee was comprised of representatives from the
three developers of Seaton (Mattamy Homes, Metrus Developments, Lebovic
Homes), three members of Council (one representing each Ward), three senior
administrative staff members, including the Chief Administrative Officer and one
consulting firm, (Matson, McConnell Ltd), representing Uxbridge Valley Limited.
Also, further to the review it is being recommended that the Advisory Committee on
Race Relations and Equity's name and. mandate be reviewed. The following
information is provided for your consideration for this Committee:
The Advisory Committee on Race Relations and Equity was established by
Resolution #67/90 passed on May 28, 1990 as amended by Resolution #128/00
passed on October 2, 2000. The Committee's role is to provide guidance and
advice to the City to promote the full and equal access, opportunity and
participation of all citizens in the social, cultural, economic and political affairs of
the community and the City.
We are recommending a name change for this Committee in order to encompass a
broader view of the mandate, incorporate increased Community participation and a
wider range of activities. At this time, we are recommending changing the name to the
Advisory Committee on Diversity and that the mandate be updated as noted in
Attachment #2 to this report.
CORP0227-07/01 revised
Report CAO 25-10 December 13, 2010
Subject: Review of Boards and Advisory Committees of Council Page 3 4.6
Summary
Upon approval of this report, the Seaton Advisory Committee will be disbanded; the
Advisory Committee on Race Relations and Equity will be renamed to the Advisory
Committee on Diversity and the mandate will be updated as noted in Attachment #2.
Attachments:
1. Policy ADM 040 for Boards & Advisory Committees
2. Advisory Committee on Diversity mandate, as amended
3. Boards & Advisory Committees to be formally reconfirmed
Prepared By: Approved/Endorsed By:
LL~ Z~J!
Joh ul Newman Debbie Shields
Elec ' n Assistant City Clerk
DS:JPN
Copy: Chief Administrative Officer
Recommended for the consideration
of Pickering Council,
zz'~Ijv
/0` 2-
aLj&
Tony Pr edel, P.Eng.
Chief Administrative Officer
CORP0227-07/01 revised
C q 00 4 7 City Policy
ATTACHME NI-V-1--l , TOREPORT#CRO 1,5-10
PICKERIN
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
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 all Boards and
Advisory Committees, including staff liaisons shall be subject to the provisions of.
Index
01 Definitions
02 Implementation Procedure - Classification of Boards and Advisory Committees
03 Establishment of Boards and Advisory Committees
04 Ongoing Review of Boards and Advisory Committees
05 Terms of Reference
06 Appointment Process and Advertising for Board/Advisory Committee Members
07 Resignation/Dismissal Process
08 Absentee Requirements
09 Orientation Sessions
10 Meeting Structure, Agenda and Minute Formats
11 Access to Meetings
12 Provision for Accessibility and Diversity
13 Pecuniary Interest
14 City Policies and Procedures
15 General Rules Governing Committees
Appendix 1 Terms of Reference
48
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 Generally, Boards and Advisory Committees may be either ongoing or a
task force. Ongoing provides recommendations, advice and information to
Council on an ongoing basis on specific municipally-related matters that
relate to the mandate of Boards and Advisory Committees as set out in the
Terms of Reference, established by a confirming by-law. They may
include some of the following:
a) Advisory - includes bodies authorized by Municipal Council to provide
input on a discretionary basis and advice to Council on a particular
matter, or 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, the
Statute be complied with.
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.
Policy Title: Boards & Advisory Committees of,Council Page 2 of 12
Policy Number: ADM 040
49
02.03 Task Forces assist in the short-term study and analysis of a specific
municipally-related issue, as defined in the Terms of Reference and
established by confirming by-laws. They may include staff representation
as well as 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 by-law 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 Ongoing Review of Boards and Advisory Committees:
04.01 Early in a 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.
Policy Title: Boards & Advisory Committees of Council Page 3 of 12
Policy Number: ADM 040
50
04.02 If a Board or Advisory Committee is to be disbanded, a final report on the
Board/Advisory Committee activities and reasons for disbandment shall be
presented to Council for approval.
05 Terms of Reference:
05.01 The Terms of Reference will be established in accordance with the
template included as Appendix I to this policy.
05.02 The Terms of Reference of each Advisory Committee shall be reviewed on
an ongoing basis by relevant staff in order to ensure that the Terms of
Reference, the need for, and the roles of each Advisory Committee remain
relevant and appropriate.
06 Appointment Process and Advertising for Board/Advisory Committee
Members:
06.01 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.
06.02 Vacancies for citizen appointments shall be publicly advertised in the local
newspaper and on the City of Pickering website. To apply to serve as a
volunteer on a City Board or Advisory Committee, interested individuals
shall be invited to apply and submit an application. Applicants should be
18 years of age, and a resident or municipal taxpayer in Pickering. These
appointments enable local citizens from various backgrounds to participate
in local government and voluntarily give their time and expertise to help
formulate the direction of certain programs.
06.03 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.
06.04 The following process, coordinated by the City Clerk and Clerk's Office,
will generally be followed in initiating the recruitment, selection and
appointment process:
Policy Title: Boards & Advisory Committees of Council Page 4 of 12
Policy Number: ADM 040
52
a) establishing Resolution/Confirming By-law for Board/Advisory
Committee and Terms of Reference;
b) mandatory statutes (i.e. 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 & Procedures affecting Board/Advisory
Committee members;
h) Committee relationship to Council; and
i) staff support.
,b9.02 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. New
Board/Advisory Committee members will be contacted by the City to
attend their training session, (Revised - Addition to the Policy)
10 Meeting Structure, Agenda and Minute Formats:
10.01 Regular meetings will be held monthly, but variations may be determined
by the Committee and staff liaison. A meeting schedule, setting out the
time and place for meetings will be established by staff. Meetings venues
will be accessible, and sufficient to accommodate Committee members,
staff and guests., (Revised - Addition to the Policy)
10.02 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 (include office, i.e. Chair, Recording Secretary);
c) members absent/regrets;
d) disclosure of pecuniary interest;
e) approval of previous minutes;
D presentations/deputations;
g) general business and reports;
h) correspondence;
i) other business;
j) closed session;
k) next meeting; an
t and
1) adjournment.
Policy Title: Boards & Advisory Committees of Council Page 6 of 12
Policy Number: ADM 040
53
10.03 It is recommended that the Board/Advisory Committee minutes 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. The 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.
11 Access to Meetings:
11.01 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. The Chair or presiding Officer may expel any person for
improper conduct at a meeting.
11.02 A meeting may 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;
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.
11.03 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;
Policy Title: Boards & Advisory Committees of Council Page 7 of 12
Policy Number: ADM 040
54
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.
11.04 All deliberations while inclosed session shall remain confidential unless
otherwise approved by Committee in open session.
12 Provision for Accessibility and Diversity:
12.01 Adequate provisions shall be made by the Chair of the Board/Advisory
Committee and 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.
13 Pecuniary Interest:
13.01 If a Committee member has a pecuniary 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; and
c) shall leave the meeting and remain absent from it at any time during
consideration of the matter.
14 City Policies and Procedures:
14.01 Board and Advisory Committee members shall adhere to the policies and
procedures of the City of Pickering.
15 General Rules Governing Board and Advisory Committees
15.01 Appointment of a Chair
a) Every Committee shall at its first meeting elect one (1) of its members
to act as the Chair and one (1) of its members as the Vice Chair.
Members of Council who are appointed to a Citizen Advisory
Committee are mandated as the Member of Council to be the
Policy Title: Boards & Advisory Committees of Council Page 8 of 12
Policy Number: ADM 040
Committee's liaison between the Committee and Council and should
try to avoid being appointed as Chair or Vice Chair in order to realize
more Community involvement.
b) In the absence of the Chair, the Vice Chair shall Chair the meeting. In
the absence of the Chair and Vice Chair, the members shall elect a
Chair during the meeting and he/she shall discharge the duties of the
Chair during the meeting or until the arrival of either the Chair or the
Vice Chair.
15.02 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..
P) 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..
.15.03. Reporting.to Council
a) In November of each year, Citizen Advisory Committees shall prepare
an annual work plan submission, which shall include a report on the
year's accomplishments to Council, and a work plan for the next year.,
b) 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.
(Revised - Addition to Policy)
Appendix 1 - Terms of Reference
i
Policy Title: Boards & Advisory Committees of Council Page 9 of 12
Policy Number: ADM 040
56
Terms of Reference Appendix 1
1.0 Enabling Legislation
1.1
1.2
2.0 Responsibilities
3.0 Composition
3.1 The Committee shall be comprised of citizen appointments and ( )
member of Council.
4.0 Committee Chair
4.1 The Chair shall be elected by a majority of Committee members for a one year
term at the first meeting of each calendar year. An individual shall only act as a
Chair for a maximum of two consecutive years unless the Committee determines
otherwise with the unanimous consent of its membership.
4.2 The Chair's role is to provide guidance and leadership to the Committee in the
completion of its mandate.
4.3 The Chair shall ensure that decorum is maintained at each meeting and that the
rules of procedure (as per Procedural By-law 6746/07) are observed.
i
5.0 Vice-Chair
5.1 The Vice-Chair shall be elected by a majority of Committee members for a one
year term at the first meeting of each calendar year.
Policy Title: Boards & Advisory Committees of Council Page 10 of 12
Policy Number: ADM 040
ATTAvHMENT#f TC P EP®RT* C (A O ut 5- t O
Advisory Committee on Diversity
Advisory Committee on Diversity
Existing
The Advisory Committee on Race Relations & Equity was. established by Resolution
#67/90,1tem #10, as amended by Resolution #128/00 with a mandate to provide
guidance and advice to the community and to the City to promote the full and equal
access, opportunity and participation` of all citizens in the social, cultural, economic
and political affairs of the community and the City.
i
Recommended
Mandate:
To provide guidance and advice to the City relating to inclusiveness and community
building to ensure that the contributions, interests and needs of all sectors of
Pickering's diverse population are reflected within the City; and
To discuss and advise the,'City on how to engage the community, connect
neighbourhoods, diverse populations and other demographic groups on diversity and
equity issues, programs and activities throughout the City.
The Committee is comprised of a variety of representatives which includes a Member
of Council, three citizen appointments by Council and the balance of the Committee is
comprised of persons appointed by various agencies such as the Durham District
School Board, the Durham Catholic District School Board, the Durham Police Service,
the Community Development Council Durham, student body. representatives from
each Pickering secondary school and the Ontario Race Relations Directorate.
ATTACHMENT s- Q
60
List of Boards and Advisory Committees 2010-2014
Committees of Council
Acting Mayor
Advisory Committee on Diversity
Animal Services Appeals Committee
Civic Awards Committee
Livestock Valuer
Pickering Museum Village Advisory. Committee
Property Review Committee
Rouge Park Alliance
Site Plan Advisory Committee
Sustainable Pickering Advisory Committee
Taxicab Advisory Committee
Waterfront Coordinating Committee
Legislated Committees
Accessibility Advisory Committee
City of Pickering 2010 Election Compliance Audit Committee
Committee of Adjustment
Heritage Pickering Committee
Pickering Public Library Board
Outside Agency Appointments
Central Lake Ontario Conservation Authority
Durham Agricultural Advisory Committee
Durham Environmental Advisory Committee
Durham Trail Coordinating Committee
Land Division Committee
Toronto Region Conservation Authority
Veridian Corporation