Staff Report. Strategic Initiative: Recommendations:

Transcription

1 Stff Report where you wnt to ìive Report To: City Council Report From: Wyne Ritchie, City Mnger Pm Coulter, Director of Community Services Ken Becking, Director of Opertions Doug Brfoot, Fire Chief Crolyn Stobo, Deputy Clerk Jeff Smith, By-lw Coordintor Meeting Dte: November 2, 20t5 Report Code: CM Subject: 2016 Bord nd Committee Review Recommendtions: Tht in considertion of Stff Report CL respecting the 2016 Bord nd Committee review, City Council: 1. pprove the proposed restructuring nd revisions to the committee structure s set out in the report; 2. direct stff to begin dvertising for bord nd committee public member vcncies; nd 3. direct stff to bring forwrd by-lw for housekeeping purposes s set out in the report to:. mend the Bord nd Committee By-lw No nd relted by-lws, s required to give effect to the mendments to the Bord nd Committee By-lw; nd b. repel Policies CrS-C26, CrS-C32, CMAI, CMA25, CMA33, CMA46 nd CMA47; nd c. mend Policy CrS-C37. Strtegic Inititive: Reviewing the City's bords nd committees contributes to strengthening our community through sound ledership nd optimizing City opertions. Report: 2OL6 Bord nd Committee Review Pge 1 of I

2 Bckg round: Public nd Council bord nd committee member selection tkes plce ech yer in Jnury with ppointments effective Februry 1st. Prior to ppointing Council members nd public members to locl bords nd committees, City Council reviews the bord nd committee structure to ensure it is meeting the needs of the City. Stff lso consult with bords nd committees to discuss their membership requirements nd review policies nd other mtters relted to bords nd committees, For the 2OL6 bord nd committee selection process, stff hve reviewed the bord nd committee structure in ccordnce with the Owen Sound 20t5 Strtegic Pln: 2020 Mking our Vision Cler nd the new Orgniztionl Chrt, which restructured the dministrtion into three deprtments: Community Services, Corporte Services nd Opertions. Anlysis: I. Committee Structure Proposl The City Mnger nd senior stff propose revised committee structure, s shown in Appendix A ttched to this Report. In summry, stff recommend reducing the overll number of committees from 14 to 7. The City's current 8 stnding dvisory committees will be religned into 3 stnding committees tht correspond with the new corporte orgniztionl structure: Corporte Services, Community Services nd Opertions. The mndte nd functions of ll other Stnding Advisory Committees nd Ad Hoc Advisory Committees will come under the umbrell of one of the proposed 3 stnding committees, with the exception of the 2 sttutory nd qusi-judicil committees noted below. Ad hoc committees will be reduced from 4 to 2, with the Tom Thomson Art Gllery Incorportion Committee nd Cnd 150th & Owen Sound 160th Celebrtion Ad Hoc Committee remining. To ensure consistency, stff recommend tht the criteri set out in Appendix B be dopted nd followed when Council considers the formtion of future d hoc or specil purpose committees. The mndtory (sttutory) Accessibility Advisory Committee will continue with reduced membership of 2 council members nd 3 public members. The Committee of Adjustment (qusi-judicil) will lso remin unchnged. Report: 2Ot6 Bord nd Committee Review Pge 2 of I

3 Current committee worklod nd membership is inconsistent. Some committees normlly meet for 30 minutes while others lst more thn 4 hours. Similrly, the smllest committee is mde up of only 3 Council members while the lrgest includes 4 Council nd B public members, The proposed committee structure would even out worklod nd estblish consistent membership of four Council members nd three public members on the three stnding committees, resulting in lower number of totl members: Council Members Public Members CURRENT 4I PROPOSED 1B Potentil Benefits The proposed structure would provide number of benefits, includíng:. supporting the strtegic pln by promoting efficiency nd ledership in governnce; o gf âter lignment with the recently restructured 3 Deprtments / 3 Di rectors d m i n istrtion org n iztion I structu re ; o reduced committee time commitment for the Myor who would be ppointed to ll committees s ex officio members, with voting privileges if in ttendnce, providing more time for representtion of the City's interests t the County level;. more effective nd efficient use of Council nd public committee members time;. sving the City Mnger Directors nd Senior Mngers time which, s direct consequence, cn be pplied to the erlier completion or processing of pproved objectives, plns, directions nd requested ctions (immesurble) ;. sving dministrtive support stff time (bout 1 week per month); o nsuring relted deprtmentl decisions re mde t the sme time; o r duction in ctul or potentil for overlp of committee duties; Report: 2OL6 Bord nd Committee Review Pge 3 of 8

4 o improved public enggement, where public meetings cn be held in less forml, less intimidting nd more flexible setting providing for brod public input t n erly stge in the decision-mking process; incresed likelihood of chieving quorum with 7 member structure nd resulting decresed likelihood of cncelled meetings due to lck of quorum or lck of mtters for considertion; incresed consistency in nd oversight of procedurl nd closed meeting requirement complince; structure focus will be on long-term stnding committees with cler mndtes, nd limited specil purpose (d hoc) committees; esier to ttrct committed, qulified public pplicnts nd consequentil reduction in the number of nd processing time for nnul ppointments; improved scheduling for committee members, the public nd stff. Potentil D rwbcks Potentil drwbcks ssocited with the proposed structure could include: o public concern regrding the perceived loss of opportunity for direct input into the City's decision-mking processes; o reduction in the number of committees which hve existed for mny yers. Stff re of the view these potentil drwbcks will be stisfctorily ddressed by the proposed structure which incorportes ll of the previous dvisory or d hoc (specil purpose) committees under the umbrell of one of the proposed 3 stnding committees. The gend formt for the proposed 3 stnding committees will include sub-hedings representing the different res of interest to reflect the former individul committees, now consolidted. This would be similrto the pproch tken when the former stnd-lone Heritge Committee ws consolidted with the Community Plnning Committee. In ddition, with freed up Council members nd dditionl stff time, Council will be in position to consider holding town-hll meetings once or twice per yer to receive generl public input nd to respond to questions from the public which do not necessrily fit into ny of the work currently before committee. Report: 2OL6 Bord nd Committee Review Pge 4 of 8

5 II. Locl Bord Structure This report does not include chnges to locl bords. Stff hve reched out to locl bord representtives who hve confirmed the following:. the Chir of the Festivl of Northern Lights hs requested tht the 1 Council representtive continue on the bord on permnent bsis, with the member selected nnully during the Council selection process (see Appendix C);. the Owen Sound Downtown Improvement Are reviewed its bord membership t its October 2t,2015 meeting nd hs confirmed the existing structure which includes 2 Council representtives;. the Owen Sound Municipl Non-Profit Housing Corportion & Owen Sound Housing Compny hve requested tht the 2 Council representtives continue while they work towrds the mlgmtion of the two Bords. III. Vcncies nd Trnsitionl Mtters Prior to dvertising for public vcncies ech yer, stff seek Council's direction respecting the bord nd committee membership structure. Under the proposed committee structure, stff recommend tht ll sets on the three proposed stnding committees be deemed vcnt, together with ll sets on committees tht re dissolved nd to come under the umbrell of one of the 3 new stnding committees. Stff would extend Council's pprecition to ll current members of these existing committees nd request tht they consider repplying for vcncies of interest to them on one of the 3 new stnding committees. Stff would lso dvertíse for public members on these committees. If Council wishes to dopt the proposed committee structure, there would be totl of 13 public member vcncies s follows: Bord/Committee Vcncies Tom Thomson Art Gllery Bord of Mngement 2 Owen Sound Municipl Non-Profit Housing Corportion & Owen Sound Housing Compny Cnd 150th & Owen Sound 160th Celebrtion Ad Hoc Committee 1 Corporte Services Committee 3 Com munity Services Committee 3 Opertions Committee 3 Report: 2Ot6 Bord nd Committee Review Pge 5 of I 1

6 The process of deeming existing ppointments vcnt would not pply to the continuing qusi-judicil Committee of Adjustment nd the sttutory Accessibility Advisory Committee. Stff recommend tht the 2 members cross-ppointed by other committees to the Accessibility Advisory Committee would not be reppointed by the newly formed umbrell Committees. Stff further recommend tht existing ppointments would continue for the 2 retined d hoc or specil purpose committees, being the Cnd 150th & Owen Sound 160th Celebrtion Ad Hoc Committee or the Tom Thompson Art Gllery Incorportion Ad Hoc Committee. Stff will dvertise for the 1 public member vcncy on the Cnd 150th & Owen Sound 160th Committee. If Council wishes to mintin the current committee structure, there would be totl of 17 public member vcncies s follows: Bord/Committee Vcncies Tom Thomson Art Gllery Bord of Mngement 2 Owen Sound Municipl Non-Profit Housing Corportion & Owen Sound Housing Compny Cnd 150th & Owen Sound 160th Celebrtion Ad Hoc Committee 1 Community Plnning nd Heritge Advisory Committee 3 Culturl Advisory Committee 1 Economic Development nd Tourism Advisory Committee 4 Finncil Advisory Committee 2 Opertions Advisory Committee 1 Recretion nd Prks Advisory Committee 2 Housekeeping Mtters Bv-lw Housekeepinq Stff recommend updting the Bord nd Committee By-lw to reflect:. new titles nd duties set out in the City's orgniztionl structure; o F rr'ìovl of the reference to the Municipl Freedom nd Protection of Privcy Act coordinting committee, which is not committee of Council nd is provided for in By-lw No , s mended, nd Policy CMA46; nd. rìy chnges to specific Bords or Committees pproved by Council s result of this report. Report: 2016 Bord nd Committee Review Pge 6 of I 1

7 Policv Housekeepinq In ddition to the Bord nd Committee By-lw, there re B policies relted to bords nd committees which Council hs dopted over time. Stff recommend tht Policy CrS-C37 "Council Seting nd Order for Bords & Committees Selection" be updted to reflect pst prctice in Council seting selection (s shown in Appendix E). Stff suggest tht the remining 7 policies listed below (nd show in Appendix F) be repeled nd the relevnt provisions be dded to either the Bord nd Committee By-lw or Clerk's Procedures CrS-C26 - "Bords nd Committees" o cofltins qulifictions of public members, length of service cp, term of office, ppointments nd deemed resigntion or termintion of n ppointment which will be set out in the Bord nd Committee By-lw. the reminder of the policy is procedurl nd will be trnsferred to Clerk's Procedures CrS-C32 - "Process respecting public ppointments by members of Council to vrious Bords nd CommÍttees" cohtins only processes nd procedurl mtters nd will be trnsferred to Clerk's Procedures CMA1 - "Minutes of Meetings - Bords nd Committees" o cofltins uthority to request tht minutes be provided to Council for pprovl or receipt, where Council pprovl is not required or permitted, nd wíll be set out in the Bord nd Committee By-lw CMA25 - "Bords/Committees/Agencies Record Keeping Structure" o outdted nd duplictes CMAl CMA33 - "City Stff - Voting on City Committees" r strictions on employees voting on City committees will be set out in the Bord nd Committee By-lw CMA46 - "Freedom of Informtion - (Appointment of Hed)". dupliction of By-lw , new by-lw will be pssed CMA47 - "Led Committee Policy" o ur'ìr'r cessrily duplictes Council's uthority Report: 20L6 Bord nd Committee Review Pge 7 of 8

8 Finncil/ Budget ImPlictions: The revised committee structure will hve no direct impct on the budget, however svings in dministrtive nd mngement time will result in net gin in orgniztionl cpcity. Costs of dvertising 20t6 bord nd committee vcncies in the Sun Times newspper would be limited. Communiction Strtegy: Should Council pprove the proposed committee structure, this will be communicted to existing committees, on the City's website nd will be included in dvertísing for bord nd committee vcncies. Bord nd committee vcncies will be dvertised vi the newspper, the City's website, posters in City fcilities nd socil medi' If dopted, the housekeeping mendments to by-lws nd policies will be updted in the City's shred computer drive nd on the by-lw website s required. Affected stff will be notified by emil. Consu lttion This report hs been submitted jointly by Directors nd Clerks stff. Attchments: Appendix A: Current vs Proposed Committee Structure Appendix B: Criteri for Estblishing Ad Hoc or Specil Purpose Committees Appendix C: Typicl Month Clendr - Council nd Proposed Committees Appendix D: FoNL Request letter for ongoing Council representtion Appendix E: Drft revisions to Council Seting Policy CrS-C37 Appendix F: Policies recommended for repel Prepred By: Desirée vn Djik Jeff Smith Crolyn Stobo Submitted By: WYne Ritchie Report: 2OL6 Bord nd Committee Review Pge I of I