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HomeMy WebLinkAboutADM 045 Council Appointments to Committees PolicyCity D¢% PICKERING City Policy Policy Title: Council Appointments to Committees Policy Number ADM 045 Reference Municipal Act Procedural By-law ADM 040 — Boards & Committees of Council Resolution #300/14 Date Originated (mIdly) December 15, 2014 Date Revised (m/d/y) , Pages 3 Approval: Chief Administrative_tiOfficer Point of Contact: City Clerk Policy Objective The purpose of this policy is to establish a process for the appointments of Members of Council as Acting Mayor and to Boards and Advisory Committees of Council, external bodies, local boards not established by Council and internal working groups of an administrative nature. This policy supplements the Municipal Act, 2001, the City of Pickering's Procedural By- law and the City of Pickering's Boards and Committees Policy. Index 01 Definitions 02 General 03 Appointment Process for Acting Mayor 04 Appointment Process for Committees 01 Definitions: 01.01 Acting Mayor — means the Councillor who has been selected to act in the Mayor or Deputy Mayor's place at events where the Mayor or Deputy Mayor cannot attend. 01.02 Committee — means any Board, any Advisory Committee of Council, any external body or local board not established by Council and any internal working group of an administrative nature. 01.03 Councillor — means any Member of Council, excluding the Mayor. 01.04 Deputy Mayor - means the Regional Councillor who has been appointed to act in the Mayor's place when he/she is absent from the municipality or an event, absent through illness or when the office of the Mayor is vacant. 01.05 Member of Council — means the Mayor and any Councillor. 02 General: 02.01 At the beginning of each term of office, and when vacancies occur on any Committee, Council appointments are required. 02.02 At the beginning of each term of office, Council is required to appoint a Deputy Mayor to represent the Mayor when the Mayor is absent from the municipality or an event, absent through illness or when the Office of Mayor is vacant. 02.03 The City of Pickering follows the Municipal Act, 2001, s. 242 for the process of making appointments by means of a by-law or a resolution of Council. The purpose of this Policy is to provide an efficient and transparent process to be followed for Council appointments. 03 Appointment Process for Deputy Mayor: 03.01 Only Regional Councillors will be appointed as Deputy Mayor. 03.02 Each Regional Councillor will be appointed as Deputy Mayor for a term of 16 months beginning with Regional Councillor, Ward 1, then Regional Councillor, Ward 2 and then Regional Councillor, Ward 3. 03.03 In the event that the Mayor or Deputy Mayor cannot attend an event, then the City Councillor in the Ward where the event is taking place shall be asked to represent the City as Acting Mayor. If that Councillor is not available, than the Mayor will select another Councillor to attend the event as Acting Mayor. 03.04 If the Mayor or Deputy Mayor is absent or refuses to act during a Council Meeting, then the Procedural By-law will determine how the Meeting is conducted in his/her absence. 04 Appointment Process for Committees: 04.01 At the beginning of each term of office, or when a vacancy occurs, the City Clerk will advise all Members of Council in writing of all Committees at which Council representation is required, with a deadline date for submissions of interest. Policy Title: Appointment Policy for Council Appointments Page 2 of 3 Policy Number: ADM 045 04.02 Prior to the deadline date, Members of Council must advise the City Clerk in writing of any Committees to which they are interested in being appointed. 04.03 Submissions of interest received by the City Clerk after the deadline date will only be accepted upon a motion, duly moved, seconded and carried at a Council Meeting to add the name(s). 04.04 The City Clerk will present a Report to Council listing each Committee requiring Council representation together with the name(s) of the Members of Council interested in being appointed to the Committee. 04.05 At a Meeting of Council, votes will be taken for each Member of Council listed for each Committee, and the highest number of votes will determine the Member(s) of Council appointed to each Committee. Policy Title: Appointment Policy for Council Appointments Page 3 of 3 Policy Number: ADM 045