Governance Working Group

That Councillor S. Lewis BE ELECTED as Chair of the Governance Working Group, for the term ending November 30, 2023.

That Councillor S. Franke BE ELECTED as Chair of the Governance Working Group, for the term ending November 30, 2023.

That the next meeting date of the Governance Working Group BE SET for Monday, June 26, 2023 at 1:00 PM, in Committee Room #5.

That the Council resolution dated April 25, 2023, concerning the referral of matters to the Governance Working Group for discussion and for potential recommendation(s) back to the Strategic Priorities and Policy Committee BE RECEIVED for information.

That the following actions be taken with respect to the 2024 Standing Committee and Council Calendar: a) the Civic Administration BE DIRECTED to draft a 2024 meeting calendar with the following parameters: i) week 1 - Monday - CPSC - 1 PM Tuesday - CWC - 9:30 AM CSC - 1 PM ii) week 2 - Monday - Planning - 1 PM Tuesday - SPPC - 1 PM iii) week 3 - Tuesday - Council - 1 PM b) the above-noted draft 2024 calendar BE PROVIDED to the Senior Leadership Team for their feedback; and, c) the Senior Leadership Team comments BE PROVIDED to the Governance Working Group at their next meeting.

That the following actions be taken with respect to meetings in closed session at standing committee and Council meetings: a) the practice of relocating the Council/Standing Committee members and appropriate staff, during closed session parts of a meeting, BE REIMPLEMENTED; it being noted that hybrid meeting attendance in closed session will be accommodated; it being further noted that this will allow for the public to remain in the Council Chambers during the closed session; and, b) the Civic Administration BE DIRECTED to report back with respect to closed session meeting participation best practices that may be the subject of a Council Policy; it being noted that this may be incorporated in the report related to virtual meeting participation forthcoming to committee.

That the Civic Administration BE DIRECTED to report back to the Governance Working Group with respect to the following potential changes to the Council Members’ Expense Account Policy: a) changes to part 4.2 c) vii) related to hosting ward events that will provide additional flexibility and discretion for individual council members in terms of facility use and locations; b) incorporation of permissive language with respect to opportunities for partnerships for council members related to engagement opportunities; and, c) a review and recommendations related to updating existing expenditure annual limits and specific expense amounts that currently exist within the policy.

That the following actions be taken with respect to Appointment of Council Members to Standing Committees of Council and Various Civic Boards and Commissions Policy: a) the Civic Administration BE DIRECTED to report back on potential policy changes, specific to Standing Committee appointments, that would compel individual members to make complete submissions for appointment consideration, as well as compelling complete selections during any selection process; it being noted that the intention of any such changes would be to facilitate better distribution of work amongst all members; b) additional discussion related to appointments to Civic Boards and Commissions BE REFERRED to a future meeting of the GWG; it being noted that additional information with respect to the participation requirements of these boards and commissions will be compiled; and, c) consideration BE GIVEN to the provision of a summary document from individual Council members that would provide information related to time requirements and commitments of participating on a board/commission.

That item 3.5, Current Council Policies, BE REFERRED to the next meeting of the Governance Working Group (GWG) for consideration; it being noted that the GWG requested that related previous staff reports and any environmental scan information be provided at the same meeting.

That item 3.6, Potential New Council Policies, BE REFERRED to the next meeting of the Governance Working Group for consideration; it being noted that the Governance Working Group requested that related environmental scan information be provided at the same meeting.

That the matter of a ward boundary review BE REFERRED to the Governance Working Group (GWG) for consideration; it being noted that the GWG requested that the most current ward and census information be provided at the next meeting of the GWG.

That the meeting BE ADJOURNED.