Governance Committee

Meeting #:
Date:
Time:
-
Location:
Online Video Conference
Members
  • Mayor Bonnie Crombie
  • Councillor Carolyn Parrish, Ward 5
  • Councillor Matt Mahoney, Ward 8
  • Councillor Pat Saito, Ward 9 (Chair)
  • Councillor George Carlson, Ward 11
  • John Magill, Citizen Member
  • Sandy Milakovic, Citizen Member (Vice-Chair)
Staff Present
  • Michelle Sanstra

Staff Present


Paul Mitcham, City Manager
Andra Maxwell, City Solicitor
Shari Lichterman, Commissioner, Corporate Services & CFO
Diana Rusnov, Director, Legislative Services & City Clerk
Sacha Smith, Manager, Legislative Services & Deputy Clerk
Michelle Sanstra, Legislative Coordinator

1.
CALL TO ORDER - 3PM

 

2.
INDIGENOUS LAND STATEMENT

 

Councillor Saito, Chair recited the Indigenous Land Statement.

3.
APPROVAL OF AGENDA

 

Approved by (S. Milakovic)

4.
DECLARATION OF CONFLICT OF INTEREST

 

5.
MINUTES OF PREVIOUS MEETING

 

6.
PRESENTATIONS- Nil

 

7.
DEPUTATIONS

 

7.1
Athena Tagidou, Resident regarding Deputation Speaking Times at Council and Committees and the Opportunity to Address Comments (Verbal)

 

Ms.Tagidou spoke to the allotted deputation speaking time(s) at Council and Committee meetings and inquired if additional time could be added to allow the deputant an opportunity to clarify, address and/or provide feedback to Council Members.

Councillor Parrish thanked Ms.Tagidou for her deputation and made reference to the Presentations and Deputation section of the Procedural By-law.

Councillor Mahoney inquired about what the intention of a deputation is and inquired if there was an opportunity to further address inquiries through correspondence. Diana Rusnov, Director, Corporate Services and City Clerk responded to Councillor Mahoney's
inquiry.

  • RECOMMENDATIONGOV-0011-2022
    Moved ByCouncillor M. Mahoney
    Received

8.
PUBLIC QUESTION PERIOD - 15 Minute Limit

 

No members of the public registered to speak.

9.
CONSENT AGENDA

 
  • RECOMMENDATIONGOV-0012-2023
    Moved ByCouncillor C. Parrish

    That the following item(s) were approved under the Consent Agenda:

    10.2 Status of the Governance Committee Work Plan

    Carried

10.
MATTERS CONSIDERED

 

10.1
Speaking Order Precedence and Protocol Elements to be Implemented During Official and Community-led Events

This item has attachments. 
1.Speaking Order Precedence and Protocol During Official and Community Events - 0306-2022.pdf
2.Appendix I Civic Protocol Policy 06-02-01.pdf
3.Appendix II Local Benchmarking.pdf
4.Appendix III Protocol Overview Statement.pdf
5.Appendix IV Land Acknowledgment Statement.pdf

Councillor Parrish thanked staff for the report and made reference to page three of the Corporate Report of Official Openings and Events Protocol.

  • RECOMMENDATIONGOV-0013-2022
    Moved ByCouncillor C. Parrish
    1. That both the Speaking Order and Order of Precedence for Parades/Processions included in the City’s Civic Protocol Policy 06-02-01 be adhered to as strictly as possible.
    2. That the language included in the City’s Civic Protocol Policy 06-02-01 be strengthened to make it mandatory to have the Mayor or councillor designate speak first at City-funded community events or events on City property if schedules allow.
    3. That the language of the terms and conditions of City grant applications be strengthened to ensure the Mayor and or appropriate Member(s) of Council are invited to speak at events that are supported by City grants. During such events, the Mayor or Acting Mayor would speak first after initial welcome remarks by the event MC.
    4. That the Director, Strategic Communications and Initiatives Division, review the language used in all grant and permit applications to ensure the protocol elements are included in the Terms and Conditions section of the applications before the contracts are signed, wherever possible.
    5. That the City remove federal and provincial candidates from the invitation list used for all official openings during provincial and federal election periods.
    6. That the City-approved Land Acknowledgement Statement be read during all official events and openings, and at all events hosted by groups receiving City grant funding.
    7. That the Protocol Overview Statement be included on appropriate event and grant webpages.
    Approved

10.2
Status of the Governance Committee Work Plan (CONSENT)

This item has attachments. 
1.Work Plan June 2022.pdf
  • RECOMMENDATIONGOV-0014-2022
    Moved ByCouncillor C. Parrish

    That the status of the Governance Committee Work Plan items, updated for the June 7, 2022 Governance meeting, be received.

    Approved

11.
MATTERS PERTAINING TO THE COUNCIL PROCEDURE BY-LAW - Nil

 

12.
INFORMATION ITEMS - Nil

 

13.
OTHER BUSINESS

 

Members of the Committee engaged in discussion regarding reducing the initial speaking times, clarifying rules and training.

 

  • RECOMMENDATIONGOV-0015-2022
    Moved ByCouncillor C. Parrish
    1. That a by-law be enacted to amend the Council Procedure By-law 0044-2022, regarding deputations to Council and Committees to include the following wording: “deputations shall be received and the matter shall be referred to staff for a report, unless there is a resolution or recommendation passed to simply “receive” the deputation. After a deputation is completed, members shall each have one opportunity to make a preamble statement and ask questions to the deputant(s) or staff for clarification purposes only, and without debate.”; and
    2. That the above mentioned wording be included as a standing item on all Council and Committee agendas for the Chair to read at the beginning of the deputations section of the agenda.

     

    Received

14.
DATE OF NEXT MEETING - TBD

 

15.
ADJOURNMENT

 

3:52PM (Councillor Carlson)

No Item Selected