X3-3-I. Contact: E. Evans, Deputy City Clerk, Corporate Services, Procedure By-law , as amended, requires the annual meeting

Transcription

1 brampton.ca BRAMPTON HOWBr GtV X3-3-I Report City Council The Corporation of the City of Brampton Date: September 11, 2013 BRAMPTON CITYCOUNCIL File: A01 Subject: 2014 Council and Committee Meeting Calendar Contact: E. Evans, Deputy City Clerk, Corporate Services, Overview: Procedure By-law , as amended, requires the annual meeting schedule for Council and its committees to be presented for Council approval by the end of September of the previous year. This report recommends a 2014 meeting schedule for City Council, its Standing Committees, and other legislated and advisory committees. The meeting calendar takes into consideration statutory holidays and events such as the Association of Municipalities of Ontario (AMO) and Federation of Canadian Municipalities (FCM) annual conferences and board meetings. The calendar includes the date of one Council Workshop as well as the date of the annual emergency exercise, required by legislation. In accordance with the Procedure By-law, the recommended 2014 meeting calendar addresses scheduling matters related to the 2014 municipal election, including o a reduced meeting schedule in October and November 2014 o scheduling the Inaugural Council meeting on the first Monday in December (December 1, 2014) at 8:00 p.m., o scheduling a Special Council meeting on Tuesday, December 2, 2014 to appoint a sixth Regional Councillor for Peel Region Council (subject to decisions this fall), and o establishing the first regular meeting of the new Council. Recommendations: 1. That the report dated September 11, 2013, from E. Evans, Deputy City Clerk, Corporate Services, to the Council Meeting of September 25, 2013, re: 2014 Council and Committee Meeting Calendar, be received; and 2. That the 2014 Brampton City Council and Committee Meeting Schedule, attached as Schedule A, be approved.

2 I3-3Z Background: Procedure By-law states that the Council/Committee meeting calendar is to be established on an annual basis, and approved in September of the previous year. The City Clerk's Office produces an annual calendar of Council and Committee meetings so that Members of Council, staff and the public may refer to a "year at a glance" schedule. Current Situation: This report proposes a schedule for Council and Committee meetings from January through December 2014, based on the requirements of the Procedure By-law, past practices and the general principles listed below. Staff has maintained consistency within this schedule but some meeting dates have been adjusted due to statutory holidays, City-sponsored events and other factors. Staff also considered major religious and cultural days in the development of the 2014 meeting calendar. Council/Committee Regular Meeting Date Meeting Time City Council (C-1) Second and fourth Wednesdays 1:00 pm Committee of Council First and third Wednesdays 9:30 am (C of C) Planning, Design & 1st Monday (Statutory Public Mtgs.) 7:00 pm Development (PDD) Third Monday 1:00 pm Accessibility Advisory Second Tuesday 6:30 pm Committee (AAC) Audit Committee (Audit) Quarterly, Wednesday 9:30 a.m. (Three scheduled in 2014.) Brampton Clean City Fourth Wednesday 7:00 p.m. Committee () Brampton Environmental Quarterly, second Tuesday 3:30 p.m. Planning Advisory Committee (BEPAC) Brampton Heritage Board Third Tuesday 7:00 pm (HB) Brampton School Traffic First Thursday 9:30 a.m. Safety Council (SC) Business Attraction and Bi-monthly, third Tuesday 11:00 a.m. Retention Advisory Committee (BARAC) Committee of Adjustment Tuesdays, as shown 9:00 a.m. (CofA) Council Office Committee Monthly, Mondays as shown 9:30 a.m. Flower City Committee Mondays, as shown 10:00 a.m. I(FCC) Quarterly

3 Heritage, Arts, Culture and Quarterly, second Tuesday 9:00 a.m. Entertainment Downtown Brampton Creative Economy Round Table (HACE) Regional Representation Meetings not scheduled in 2014 Task Force Taxicab Advisory Committee Second Monday 1:00 p.m. The following significant events and dates are addressed as noted: Significant Events and Dates Comments Annual Emergency To be scheduled annually in May on the third or fourth Exercise Thursday: May 15, 2014 City Awards Nights No dates have been set yet for the 2014 Citizen Awards Sports or Citizens Service Awards events. Council Workshop Sports Hall of Fame Banquet and Induction Ceremony: Tuesday, May 13, 2014 Tuesday, April 29, a one-day workshop 2015 Budget Due to the 2014 municipal election, the Committee of Council Budget meetings to consider the 2015 budget will be scheduled in early 2015 by the new Council. Municipal Election Voting Day is Monday, October 27, 2014 Advance Vote days, prior to Voting Day, will be established by Council By-law, in accordance with the Municipal Elections Act. AMO and FCM AMO Annual Conference is August 17 to 20, 2014, and the conferences and FCM Annual Conference is May 30 to June 2, meetings Scheduled FCM Board of Directors meetings are also shown on the meeting schedule. Region of Peel The City calendar will list Regional Council meetings and meetings Regional Council Budget meetings when the Region's 2014 draft schedule is approved. The following noteworthy dates during the calendar year are addressed in the proposed 2014 meeting schedule: Noteworthy Dates By Month January Comments City Hall is closed to observe New Year's Day on Wednesday, January 1,2014. February Family Day: Monday, February 17, 2014 March March Break: March 10 to 14, 2014 No meetings are scheduled during this week. April Good Friday: April 18, 2014

4 X3-3-4 Noteworthy Dates By Month April (cont'd) Comments Easter Monday: April 21, 2014 Council Workshop: Tuesday, April 29 May Victoria Day: Monday, May 19, 2014 July / August Canada Day: Tuesday, July 1, 2014 Civic Holiday: Monday, August 4, 2014 One Council meeting in July, one PDD meeting (tentative) in July, and one Council meeting in August are scheduled. September Labour Day: Monday, September 1, 2014 October Thanksgiving: Monday, October 13, 2014 Municipal Election: Monday, October 27, 2014 November Remembrance Day: Tuesday, November 11, 2014 December Inaugural Meeting of Council: Monday, December 1, 2014 Special Council Meeting: Tuesday, December 2, 2014 (to select additional Regional Councillor) After the Inaugural Council Meeting, the calendar includes one regular meeting of Committee of Council (tentative), PDD Committee and City Council. Region of Peel Council meetings will be incorporated into the City's meeting schedule once 2014 meetings are confirmed. The schedule removes meetings from the end of September and early October to minimize the number of meetings scheduled after Nomination Day. A full cycle of meetings of PDD Committee, Committee of Council and City Council continues to be scheduled in September. Committees established by legislation (eg AAC, HB) are scheduled in the fall; if required, other citizen advisory committees may be scheduled at the Call of the Chair. Corporate Implications: Staff input has been incorporated and no conflicts are anticipated. Conclusion: The proposed meeting schedule reflects the requirements of the Procedure By-law, addresses specific considerations and follows established meeting practices. When approved, this schedule will be circulated to Members of Council and staff, and posted on the City website.

5 Concur: Peter Fay City Clerk, Corporate Services Peter Simmons Chief, Corporate Services Attachment: Schedule A - Proposed 2014 Brampton City Council and Committee Meeting Schedule

6 ' 2 DRAFT Schedule A Last Updated: September 20, Brampton City Council and Committee Meeting Schedule JANUARY FEBRUARY MARCH sur MON :.; TUE WED FRI SAT SUN MON TUE WED THU FRI SA1 SUN MON TUE WED THU FRI : Ai i.: 3 4 :. 6 8 Holiday Oponing COC Col A ColC SC of Nomination PDD-7 AAC B 6 I c G Col A sc ColC SC MAI ICH BREAK PDD-7 TAC HACE I I FCM Board ol Directors IG 16 s IS COC COC Col A TAC TAC BEPAC C-1 PDD-7 AAC AAC ;») Col A ColC Family BARAC ColC Col A Day PDD-1 C-1 HB HB HB J 31 FCC Audit PDD-1 C-1 PDD-1 C-1 APRIL MAY JUNE SI " MON TUE WED THU FRI SA1 SUN VON TUE WED THU FRI SUf MON TUE WED THU i i-.i :-A! : ColC SC SC FCM Conl. SC C e COC Col A COC HACE ColC C-1 C-1 TAC PDD-7 AAC PDD-7 PDD-7 AAC IS COC Col A ColC Good BEPAC ColC Emergency FCC Audit TAC BARAC Friday TAC AAC! xorci-.o PDD-1 BARAC C-1 HB S ioiln HI 2C IP Easter Victoria Col A Monday C-1 Day C-1 BEPAC HB HB S 30 FCC ColC Col A ColC FCM Conl. PDD-1 Council Workshop PDD-1 ' Sports Hall of Fame Induction Ceremony and Receplio n JULY AUGUST SEPTEMBER SUN MON TUE WED THU FRI SAT SUN VC\ TUE WED THU FRI :,.',! SUN '.': N TUE WED THU FRI SA1 I Canada Labour ColC SC Dav C-1 Dav FCM Board of Directors e ,' 8 'i Pi 13 Civic Col A COC HACE Audit (tentative) Holiday C-1 TAC C-1 PDD-7 AAC PDD-7 AAC Col A Col A ColC TAC TAC BEPAC BARAC HB AAC HB i'i PDD-1 C AMO Conference B Col A FCC OCTOBER NOVEMBER DECEMBER SUN MON TUE WED THU FRI SAT sur MON TUE WED THU FRI SA1 SUM M IN TUE WED THU FRI SAI I Inaugural ColC Council SpC-11 (tentative) 8:00 p.m. 5 6 : i ' 8 7 B Col A Col A Col A AAC PDD-7 AAC s Thanks Remem giving TAC brance AAC Dav HB It Col A Holiday Holiday Holiday HB HB i Municipal Eloction 30 FCM Board ol Directors Legend C-1 City Council 1:00 p.m. AAC Accessibility Advisory Committee 6:30 p.m. PDD-1 Planning, Design & Development Committee 1:00 p.m. Audit Audit Committee 9:30 a.m. PDD-7 Planning, Design & Development Committee 7:00 p.m. BARAC Business Attraction & Retention Adv. Cttee 11:00 a.m. C ol C Committee ol Council 9:30 a.m. Brampton Clean City Committee 7:00 p.m. Budget C ol C Budget Committee 9:30 a.m. BEPAC Brampton Environmental Planning Adv. Cttee 3:30 p.m. C-1 Holiday COC Council Ollico Committee 9:30 a.m. C ol A Committee ol Adjustment 9:00 a.m. FCC Flower City Committee 9:30 a.m.? HACE Heritage. Arts, Culture and Entertainment Downtown Br. Creative Economy Round Table 9:00 a.m. HB Brampton Heritage Board 7:00 p.m. Region ol Peel Council Proposed 2014 Meelings (lo be added when approved by Regional Council) SC Brampton School Traflic Saloty Council 9:30 a.m.