Committee Review Consultation

BACKGROUND:

In 2019, Council directed staff to complete a comprehensive review of the Municipality's advisory committees. This request was made so that Council can ensure that the Committees' mandates are aligned with Council objectives and to make any necessary improvements to the function of the advisory committees as a whole.

Council's direction was appropriately timed with the completion of the 2019-2022 Strategic Plan, which includes a priority to create efficiencies to enhance the delivery of corporate services, as well as the adoption of the new Accountability Framework, a foundation for an accountability regime for Members of Council and its local boards, among other important accountability components.

The comprehensive review was to include the committee reporting mechanisms, the number of committees, the effectiveness of each committee, and their terms of reference. The initial objectives of the Committee Review were focused on reviewing the broad and long-standing terms of reference for the advisory committees with the intention of addressing the following matters:

  • Clarify the roles and responsibilities of members of advisory committees including staff and council representatives.
  • Consider the role of the advisory committees as public engagement tools in the continuum of decision making.
  • Clarify the reporting relationships of advisory committees to Standing Committees, Council and/or their associated departments with a definitive path to demonstrate how recommendations arising from the committee level are considered by Council.
  • Review practices for soliciting advisory committee membership, and terms of membership.
  • Consider alternative options such as surveys or other types of mechanisms, for gathering expert and community advice on policy and program matters.


Staff from the Corporate Services department carried out the review and conducted research using the following techniques:

  • Attendance at committee meetings (arranging and attending meetings with staff liaisons, the Mayor and Deputy Mayor, and Council representatives of each portfolio)
  • Focus group sessions with staff who are involved with one or more advisory committees
  • Review of agendas, minutes, reports to Council, current terms of reference
  • Discussions with legal counsel regarding legislative requirements
  • Review of the processes and best practices of many other municipalities

The result of this Committee Review is a proposed Committee By-law that includes terms of references for each Committee and improved functions of the advisory committee role. Some advisory committees and working groups have had their mandates revised significantly or have been merged with out committees. The goal of the new Committee By-law is to address a number of the key procedural matters, improve governance by ensuring that the advisory committees have a defined role within the Municipality and the Council decision-making process, and enhance the volunteer experience while serving in an advisory capacity

Feedback

The goal of this consultation is to allow the public to review the Committee By-law and provide feedback for Council and staff to asses before Council considers the By-law for adoption.

The draft Committee By-law is available for your review in the document library (located in menu on right side of this web page). After your review, please provide your comments in the comment survey below, or download and fill out a comment form and submit it by regular mail or email to the Municipality.

The Municipality is conducting additional consultation with current and recent former committee members directly. Current and recent committee members will receive a more comprehensive survey and are encouraged to submit their feedback outside of this broader consultation process.

Thank you for you participation. Your feedback is important to the Council decision-making process.

BACKGROUND:

In 2019, Council directed staff to complete a comprehensive review of the Municipality's advisory committees. This request was made so that Council can ensure that the Committees' mandates are aligned with Council objectives and to make any necessary improvements to the function of the advisory committees as a whole.

Council's direction was appropriately timed with the completion of the 2019-2022 Strategic Plan, which includes a priority to create efficiencies to enhance the delivery of corporate services, as well as the adoption of the new Accountability Framework, a foundation for an accountability regime for Members of Council and its local boards, among other important accountability components.

The comprehensive review was to include the committee reporting mechanisms, the number of committees, the effectiveness of each committee, and their terms of reference. The initial objectives of the Committee Review were focused on reviewing the broad and long-standing terms of reference for the advisory committees with the intention of addressing the following matters:

  • Clarify the roles and responsibilities of members of advisory committees including staff and council representatives.
  • Consider the role of the advisory committees as public engagement tools in the continuum of decision making.
  • Clarify the reporting relationships of advisory committees to Standing Committees, Council and/or their associated departments with a definitive path to demonstrate how recommendations arising from the committee level are considered by Council.
  • Review practices for soliciting advisory committee membership, and terms of membership.
  • Consider alternative options such as surveys or other types of mechanisms, for gathering expert and community advice on policy and program matters.


Staff from the Corporate Services department carried out the review and conducted research using the following techniques:

  • Attendance at committee meetings (arranging and attending meetings with staff liaisons, the Mayor and Deputy Mayor, and Council representatives of each portfolio)
  • Focus group sessions with staff who are involved with one or more advisory committees
  • Review of agendas, minutes, reports to Council, current terms of reference
  • Discussions with legal counsel regarding legislative requirements
  • Review of the processes and best practices of many other municipalities

The result of this Committee Review is a proposed Committee By-law that includes terms of references for each Committee and improved functions of the advisory committee role. Some advisory committees and working groups have had their mandates revised significantly or have been merged with out committees. The goal of the new Committee By-law is to address a number of the key procedural matters, improve governance by ensuring that the advisory committees have a defined role within the Municipality and the Council decision-making process, and enhance the volunteer experience while serving in an advisory capacity

Feedback

The goal of this consultation is to allow the public to review the Committee By-law and provide feedback for Council and staff to asses before Council considers the By-law for adoption.

The draft Committee By-law is available for your review in the document library (located in menu on right side of this web page). After your review, please provide your comments in the comment survey below, or download and fill out a comment form and submit it by regular mail or email to the Municipality.

The Municipality is conducting additional consultation with current and recent former committee members directly. Current and recent committee members will receive a more comprehensive survey and are encouraged to submit their feedback outside of this broader consultation process.

Thank you for you participation. Your feedback is important to the Council decision-making process.

  • Please review the information for the Committees By-law and provide your feedback. Your comments will be reviewed by Members of Council and Staff. 

    Personal information will not be used or disclosed for purposes other than those for which it was collected, except with the consent of the individual or as required by law relating to the disclosure of personal information. Personal information shall be retained in accordance with applicable municipal retention by-laws or as long as necessary for the fulfillment of those purposes. The collection of personal information is regulated by the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA). Through MFIPPA standards for the collection, use, disclosure, retention and disposal of personal information are legislated to protect the privacy of individuals.

    Please note that personal information provided will form part of the public record and is public information that may be published as part of Council agenda / public consultation processes. Questions about the collection of personal information may be directed to the Municipal FOI Coordinator at 905.885.4544 x 2200.


    Consultation has concluded