Governance Committee

Meeting #:
Date:
Time:
-
Location:
Online Video Conference
Members
  • Mayor Bonnie Crombie
  • Councillor Karen Ras, Ward 2
  • Pat Saito, Ward 9 (Chair)
  • George Carlson, Ward 11
  • Carolyn Parrish, Ward 5
  • John Magill, Citizen Member
  • Sandy Milakovic, Citizen Member (Vice-Chair)
Staff Present
  • Angie Melo
  • Reanne Kassar
  • Michelle Sanstra

1.
CALL TO ORDER-1:02 p.m.
 

2.
APPROVAL OF AGENDA 
 

Approved (S. Milakovic) 

3.
DECLARATION OF CONFLICT OF INTEREST
 

4.
MINUTES OF PREVIOUS MEETING 
 

5.
PRESENTATIONS - Nil
 

6.
DEPUTATIONS - Nil
 

7.
PUBLIC QUESTION PERIOD - 15 Minute Limit
 

No members of the public registered to speak.

8.
CONSENT AGENDA
 

The following items were approved on the consent agenda:

-9.3  Status of the Governance Committee Work Plan

-10.1  Amend the By-Law to include reading the agenda item and title for consent agenda as requested by the Accessibility Advisory Committee

-10.2  Procedure By-law Review

Approved (Councillor K.Ras)

9.
MATTERS TO BE CONSIDERED
 

9.1
Options for Closed Meeting Investigation Services
This item has attachments. 

1.Closed Meeting Investigation Services - 0162-2021.pdf
2.Appendix 1 - Municipal Act v Ombudsman Chart.pdf

Members in the Committee engaged in conversation regarding the option of moving from the Local Authority Services (LAS) to the Ombudsman. Diana Rusnov, Director, Legislative Services and City Clerk advised that a report would be brought back to the Governance Committee before the next contract renewal with LAS.

  • RECOMMENDATIONGOV-0004-2021
    Moved ByC. Parrish

    That the Corporate Report from the City Solicitor dated February 18, 2021, entitled “Options for Closed Meeting Investigation Services” be received and referred to staff to report back closer to the end of the contract with Local Authority Services (LAS).

    Approved

9.2
Governance Subcommittee Terms of Reference and Work Plan
This item has attachments. 

1.Terms of Reference for Governance Subcommittee - Elections (002).pdf
2.Citizen Member Input to Governance Committee-Distributed at Meeting.pdf

As per Council Resolution 0017-2021, the Governance Subcommittee - Elections Terms of Reference was referred back to the Governance Committee.

John Magill and Sandy Milakovic, Citizen Members provided a document containing their recommendations to disband the subcommittee, for staff to update the report entitled “Ward Boundary Review – Preliminary Boundary Scenarios” and that the Committee add election and voting-related issues to their work plan.


Committee Members engaged in discussion and Councillor Saito requested that the following topics be discussed at Governance Committee this year:

  • The number of polling locations within the City, to have a discussion on that and to do a scan of the stations per population
  • To discuss further advance polls, looking at what other municipalities did
  • Councillor’s that are running for other public offices other than municipal, is there a cut off for them to use their City account, such as for sending out newsletters.


Diana Rusnov, Director, Legislative Services, City Clerk advised that those topics were actively being looked at; which included, the polling locations, the population, accessibility, and possible restrictions that may arise due to Covid. Ms. Rusnov advised that there was an election working group with the municipalities across southern Ontario that meet by-monthly to discuss best practices and ensure legislation is understood across the board. Ms. Rusnov further advised that an updated report would be brought back with an update of what those restrictions might be.

Gary Kent, Commissioner, Corporate Services ＆ CFO responded to the question regarding the Councillors City account and advised that a report would be provided to either the General Committee or Governance Committee.

  • RECOMMENDATIONGOV-0005-2021
    Moved ByJ. Magill
    1. That the Governance Subcommittee discussed election related matters be disbanded effective immediately.
    2. That Staff be requested to update the report entitled “Ward Boundary Review – Preliminary Boundary Scenarios” dated January 14th, 2020 when the results of the 2021 census become available and bring it forward for consideration by the Governance Committee immediately following the 2022 election.
    3. That any work undertaken by a new Subcommittee with respect to changes to ward boundaries should build upon the staff reports on the subject.
    4. That the Governance Committee should add an item to its current workplan calling for the identification of any and all election and voting related issues and opportunities, including those which flow from potential new citizen attitudes and preferences following the COVID-19 pandemic, and any issues that may arise from the 2022 elections be referred to the new subcommittee.
    Approved

9.3
Status of the Governance Committee Work Plan (CONSENT)
This item has attachments. 

1.Workplan March 2021.pdf
  • RECOMMENDATIONGOV-0006-2021
    Moved ByCouncillor K. Ras

    That the status of the Governance Committee Work Plan items, updated for the March 1, 2021 Governance Committee meeting, be received

    Received

10.
MATTERS PERTAINING TO THE COUNCIL PROCEDURE BY-LAW
 

10.1
Amend the By-law to include reading the agenda item and title for consent agenda as requested by the Accessibility Advisory Committee (CONSENT)
 

  • RECOMMENDATIONGOV-0007-2021
    Moved ByCouncillor K. Ras

    That the Council Procedure By-Law 0139-2013, as amended, be amended to include reading the agenda item and title for the consent agenda as requested by the Accessibility Advisory Committee.

    Approved

10.2
Procedure By-law Review (CONSENT)
This item has attachments. 

1.Procedure Bylaw Memo-March 1-2021.pdf
  • RECOMMENDATIONGOV-0008-2021
    Moved ByCouncillor K. Ras

    That the Memorandum dated February 24, 2021 from Sacha Smith, Manager, Legislative Services and Deputy Clerk entitled “Procedure By-law Review” be received for information.

    Received

10.3
Public Question Period – request for follow up question/clarification
 

Diana Rusnov, Director, Legislative Clerks and City Clerk, spoke to the amendments to the Council Procedure By-Law regarding public question period and advised that some residents had expressed concerns that they would like the opportunity to ask a follow-up question or clarify, their question if needed. Members of the Committee engaged in discussion and Councillor Saito requested that the chair of the Committee ask “does that answer your question”,  if there is a need to follow up or clarify their microphone will be unmuted to clarify.

  • RECOMMENDATIONGOV-0009-2021
    Moved ByCouncillor K. Ras

    That the verbal update from Diana Rusnov, Director of Legislative Services and City Clerk regarding the Public Question Period-request to follow-up question/clarification, be received.

    Received

11.
INFORMATION ITEMS - Nil
 

12.
OTHER BUSINESS
 

12.1
Councillor's use of Social Media
 

Diana Rusnov, Director, Legislative Clerks, City Clerk advised that a report was being drafted to address this matter. Ms. Rusnov advised that any questions pertaining to the Social Media Guidelines for Council can be directed to herself or the Integrity Commissioner.

13.
DATE OF NEXT MEETING - May 10, 2021
 

14.
ADJOURNMENT - 1:43 PM (Councillor G. Carlson)
 

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