Special Committee on Governance

The full agenda, as filed

All 2 items in the clerk’s order. Each carries the city’s own words: the staff recommendation, what the body decided, and its status. Nothing below is written by us.

• GV5.1amended

  Special Committee on Governance - Summary of Findings

  At its meeting of December 4, 2018, City Council considered the report CC1.1 "Recalibrating City Council's Governance System for 26 Members" and adopted an interim committee structure and mandates, adopted new Community Council boundaries, amended Council member appointments to the City's boards, committees and external bodies, and public member appointments to agencies, corporations and tribunals, amended the Public Appointments Policy, increased Councillor resources including their staffing budget, staffing salary cap, and newsletter funds, amended the Constituency Offices Policy and established a Special Committee on Governance. The Special Committee on Governance was mandated to consider the impacts on the City's governance structure and processes arising from the reduction in the size of Council and make recommendations to City Council on any further changes to its governance structure. Consultations conducted as part of the Special Committee on Governance's workplan show support for the interim standing committee mandates, Community Council boundaries, Council and public appointments and resources to Members of Council adopted by Council in December 2018. In addition to general support for the interim governance model, staff also received input through the consultations on a number of major themes including: - Public engagement and civic literacy; - An Office of Neighbourhoods and supports to neighbourhood associations; and - Functions of City Councillors and possible delegation of some duties to appointed individuals or bodies. Other minor themes that were raised in the consultations include: - Electoral reform; - Changes to the way committee meetings operate including presentations, Member Motions and agenda management; - Council advisory bodies; - Public appointments; and - Onboarding and information to support public appointees to the City's agencies and corporations. This report provides information on these themes related to governance and engagement that emerged from the staff work, examples of ideas for consideration by the committee, and where possible estimated costs to further consult with the public, as requested by the Committee at its September 2019 meeting. A summary of input from the most recent consultations can be found in Attachment 1. This report also recommends that the City partner with a post-secondary institute to research the efficacy of community impacts of the Committee of Adjustment system, as directed by the Committee at its meeting on June 11, 2019.

  The Special Committee on Governance recommends that: 1. City Council direct the Chief Planner and Executive Director, City Planning to consider partnering with a post-secondary institute to undertake research on the organizational structure of the Committee of Adjustment to better engage and empower residents in the process. 2. City Council direct the City Manager and the City Clerk to identify further opportunities for delegation to Community Council so that City Council can focus on city-wide priorities and that these opportunities be presented to Council by the end of the fourth quarter of 2020. 3. City Council request the City Clerk to report on any changes required to permit the electronic submission of petitions in advance of Council meetings. 4. City Council request the City Clerk to identify opportunities to create a more welcoming atmosphere for public presentations (deputations), including increased information for newcomers, dedicated deputations guides, and posted speaking schedules.

  Staff recommendation as filed

  The City Manager recommends that: 1. City Council direct that the governance model adopted by City Council on December 4, 2018 (CC1.1) remain in place as the continual model. 2. City Council direct the Chief Planner and Executive Director, City Planning to consider partnering with a post-secondary institute to undertake research on the organizational structure of the Committee of Adjustment to better engage and empower residents in the process.

• GV5.2amended

  Feasibility of a Transcription Service for City Council and Committee Meetings

  The purpose of this report is to respond to City Council's direction to investigate the feasibility of implementing accurate time-effective transcription of meetings of City Council and its committees, boards, agencies and special committees. Implementing a Hansard-like transcription service is feasible but expensive and cannot be done with the Clerk's existing resources. A transcript would not replace the Minutes as the official record of Council proceedings.

  The Special Committee on Governance recommends that: 1. City Council direct that the confidential information contained in Item GV5.2a Confidential Attachment 1 to the report (October 30, 2019) from the City Solicitor on Comments on Impact of Transcripts on Legal Proceedings for Statements Made In City Council and Committee Meetings remain confidential in its entirety, as it contains advice which is subject to solicitor-client privilege.

  Staff recommendation as filed

  The City Clerk recommends that: 1. City Council receive this report for Information.