Governance Committee

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

Laura Wilson, Manager, Elections 

Gus Mangos, Elections Officer

Michelle Sanstra, Legislative Coordinator

1.
CALL TO ORDER - 1:03 PM
 

2.
INDIGENOUS LAND STATEMENT
 

Councillor Saito, Chair recited the Indigenous Land Statement.

3.
APPROVAL OF AGENDA
 

Approved (Mayor Bonnie Crombie)

4.
DECLARATION OF CONFLICT OF INTEREST
 

5.
MINUTES OF PREVIOUS MEETING
 

6.
PRESENTATIONS - Nil
 

7.
DEPUTATIONS - Nil
 

8.
PUBLIC QUESTION PERIOD - 15 Minute Limit
 

No members of the public registered to speak.

9.
CONSENT AGENDA
 

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

  • 10.2 Status of the Governance Committee Work Plan (CONSENT)

10.
MATTERS TO BE CONSIDERED
 

10.1
Corporate Policy and Procedure Update – Use of City Resources During an Election Campaign
This item has attachments. 

1.Corporate Policy and Procedure Update - Use of City Resources During an Election Campaign - 0107-2022(1).pdf
2.Appendix 1 - Use of City Resources during an Election Campaign policy.pdf
3.Appendix 2 - Comparison and rationale - Use of City Resources during an Election Campaign.pdf
4.Appendix 3 - 2022 Municipal Election Milestone Dates.pdf

Members of the Committee engaged in discussion and inquired about campaigning and nomination dates, processes and policies, City newsletters dates, continuation and conducting of Councillor Ward business, City facility rentals to host all candidates meetings, and Ward specific events. 

Laura Wilson, Manager, Elections, Diana Rusnov, Director Legislative Services and City Clerk and Andra Maxwell, City Solicitor responded to the Committee's inquiries.

  • RECOMMENDATIONGOV-0001-2022
    Moved ByCouncillor C. Parrish

    That the Corporate Report dated January 6, 2021 from the Director of Legislative Services and City Clerk titled Corporate Policy and Procedure Update - Use of City Resources During an Election Campaign be endorsed subsequent to:,

    1. An amendment clarifying when candidates can file their nomination papers and begin campaigning.
    2. Council providing direction on the last date that a Member of Council can send out a newsletter during an election year.
    YES (6)Mayor Crombie, Councillor C. Parrish, Councillor P. Saito, Councillor G. Carlson, J. Magill, and S. Milakovic
    Carried (6 to 0)

10.2
Status of the Governance Committee Work Plan (CONSENT)
This item has attachments. 

1.Work Plan January 2022.pdf
  • RECOMMENDATIONGOV-0002-2022
    Moved ByCouncillor C. Parrish

    That the status of the Governance Committee Work Plan items, updated for January 31, 2022 Governance meeting, be received.

    Received

11.
MATTERS PERTAINING TO THE COUNCIL PROCEDURE BY-LAW
 

11.1
Proposed Amendments to the Council Procedure By-law 0139-2013, as amended
This item has attachments. 

1.Proposed Amendments to the Council Procedure By-law 0139-2013, as amended - 0669-2021.pdf
2.Appendix 1_Draft Council Procedure By-law.pdf

Members of the Committee discussed the proposed By-law and asked for clarification on
various terminology that is referenced in the By-law. Shari Lichterman, Commissioner,
Corporate Services and CFO Andra Maxwell, City Solicitor and Diana Rusnov, Director,
Legislative Services and City Clerk clarified the various terminology of the Council
Procedure By-laws that Members of the Committee inquired about.


Mayor Crombie requested a reduction to the speaking limits from five to three minutes
for Members of Council that are speaking to a matter for a second round of speaking
time for Members of Council speaking to an item of business a second or third time,
unless determined otherwise by the Chair at Council and General Committee.


Direction was given to staff to advise all the Chairs of the Committee's and Coordinators
when discussing the names of individuals outside the Committee that they should be
going in-camera.

  • RECOMMENDATIONGOV-0003-2022
    Moved ByMayor Crombie
    1. That a by-law be enacted to establish a new Council Procedure By-law incorporating the amendments outlined in Appendix 1 attached to the report dated November 1, 2021 entitled “Proposed Amendments to the Council Procedure By-law 0139-2013, as amended from the Commissioner of Corporate Services and Chief Financial Officer: and further that Section 34(3) of the proposed By-law be amended to reduce the speaking time of five minutes to three minutes for members of Council speaking to an item of business a second or third time, unless determined otherwise by the Chair.
    2. That a by-law be enacted to amend By-law 0133-2016 to consolidate the powers that are delegated to the City Solicitor as identified in Section 88 of the Council Procedure By-law 0139-2013, as amended, By-laws 0394-2005, 0012-2008, 0043-2017 and 0123-2017.
    3. That By-laws 0139-2013, as amended, 0394-2005, 0012-2008, 0043-2017 and 0123-2017 be repealed.
    Carried

12.
INFORMATION ITEMS - Nil
 

13.
OTHER BUSINESS - Nil
 

14.
DATE OF NEXT MEETING - March 28, 2022
 

15.
ADJOURNMENT
 

2:03 PM (Councillor Parrish)

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