Governance Committee

Meeting #:
Date:	Monday, March 28, 2022
Time:	1:00 P.m. - 4:00 P.m.
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
• Ani Grigoryan

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

Michelle Sanstra, Legislative Coordinator

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1.

CALL TO ORDER - 1:03 PM

2.

INDIGENOUS LAND STATEMENT

Councillor Saito, Chair recited the Indigenous Land Statement.

3.

APPROVAL OF AGENDA

Approved as Amended (S. Milakovic)

Councillor Saito, Chair requested an item be added to the agenda under Information Items 10.3 - An Update on the Integrity Commissioner's Report.

4.

DECLARATION OF CONFLICT OF INTEREST

5.

MINUTES OF PREVIOUS MEETING

5.1

Governance Committee Draft Meeting Minutes - January 31, 2022

Approved by: (Councillor Parrish)

6.

PRESENTATIONS - Nil

7.

DEPUTATIONS - Nil

8.

PUBLIC QUESTION PERIOD - 15 Minute Limit

No members of the public registered to speak.

9.

CONSENT AGENDA

• RECOMMENDATION GOV-0004-2022
  Moved By J. Magill

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

  • 10.2 Status of the Governance Committee Work Plan (CONSENT)
  • 12.1 The Council Code of Conduct - Update Under the Complaint Protocol Section (CONSENT)
  Approved

10.

MATTERS CONSIDERED

10.1

Proxy Voting at Council Meetings

 At the November 15, 2021 Governance Committee meeting this item was deferred until staff reported back on hybrid and virtual meetings for Committees of Council, as per Recommendation GOV-0022-2021. 

Councillor Parrish thanked staff and briefly spoke to the matter.

John Magill, Citizen Member spoke to the matter and inquired about the scope and proxy appointments. Diana Rusnov, Director, Legislative Services and City Clerk responded to Mr. Magill's inquiry.

 

• RECOMMENDATION GOV-0005-2022
  Moved By Councillor C. Parrish

  That the corporate report dated November 5, 2021 from the Commissioner of Corporate Services and Chief Financial Officer entitled “Proxy Voting at Council - Update”, be received for information and; that Council not implement proxy voting for the remainder of the term.

  Received

10.2

Status of the Governance Committee Work Plan (CONSENT)

• RECOMMENDATION GOV-0006-2022
  Moved By J. Magill

  That the status of the Governance Committee Work Plan items, updated for March 28, 2022 Governance meeting, be received.

  Approved

10.3

Integrity Commissioner - Investigation Report Update (Verbal)

Diana Rusnov, Director of Legislative Services and City Clerk provided an update on the status of the IC (Integrity Commissioner) investigation and will report to Council in April.

Members of the Committee engaged in discussion and inquired about the post process, the record of the formal written complaint, an update regarding the status of the investigation report and the request made from Council regarding Councillor Starr's attendance at meetings. Ms. Rusnov responded to the Committee's inquiries.

• RECOMMENDATION GOV-0007-2022
  Moved By S. Milakovic

  That the verbal update regarding the Integrity Commissioner - Investigation Report Update, be received.

  Received

11.

MATTERS PERTAINING TO THE COUNCIL PROCEDURE BY-LAW - Nil

12.

INFORMATION ITEMS

12.1

 The Council Code of Conduct - Update Under the Complaint Protocol Section (CONSENT)

On February 9, 2022, Council adopted Resolution 0030-2022 to update the Complaint Protocol Section of the Council Code of Conduct. 

• RECOMMENDATION GOV-0008-2022
  Moved By J. Magill

  That the Council Code of Conduct - Update Under the Complaint Protocol Section, be received.

  Approved

12.2

Certificates of Recognition Presented on Behalf of the City or City Council to Persons or Organizations  - Verbal (Councillor Parrish)

Members of the Committee engaged in discussion and inquired about the vetting process, the number of certificates, staffing, wording on the certificates and the corporate policy.

Mayor Bonnie Crombie and Robert Trewartha, Director, Strategic Communications and Initiatives responded to the Committee's inquiries.

 

• RECOMMENDATION GOV-0009-2022
  Moved By Councillor C. Parrish

  That the verbal discussion regarding Certificates of Recognition Presented on Behalf of the City or City Council to Persons or Organizations, be received.

  Received

12.3

Speakers and the Order of Speaking at City Events - Verbal (Councillor Parrish)

Members of the Committee engaged in discussion and inquired about the protocol regarding the speaking order at City events. Councillor Parrish requested adding wording outlining protocol and/or policies to contracts/applications in rental and agreements regarding the speaking order under the Civic Protocol Policy 06-02-01.

Robert Trewartha, Director, Communications and Strategic Initiatives, Paul Mitcham, City Manager and Shari Lichterman, Commissioner Corporate Services and CFO responded to the Committee's inquiries.

DIRECTION:  For the Community Services staff to review the protocol for the order of speaking at City facilities in rental and grant funding agreements.

• RECOMMENDATION GOV-0010-2022
  Moved By Councillor C. Parrish

  That the verbal discussion regarding Speakers and the Order of Speaking at City Events, be received and that staff be directed to review including the protocol for the order of speaking at city facilities in rental and grant funding agreements.

  Received

13.

OTHER BUSINESS - Nil

14.

DATE OF NEXT MEETING

May 30, 2022 at 1:00 P.M. 

15.

ADJOURNMENT

1:48 PM (Councillor Parrish)