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HomeMy WebLinkAboutADMIN 42-81,._ ~" ~1%Y/.II tMA.~p ~ ` ~ ~~ + >~; °. ` E k:', %i; CORPORATION OF THE TOWN OF NEWCASTLE REPORT TO COUNCIL ADMIN. N0. 42-81 SUBJECT: RECOMMENDRTIONS: 40 TEMPERANCE STREET BOWMANVILL E, ONTARIO Ll C 3A6 TELEPHONE 6233379 MEETING OF DECEMBER 14 1981 COMMITTEE SYSTEM 1982 SCHEDULE OF 1982 MEETINGS 1. That this report be received; and 2, That Council endorse the single Standing Connnittee system (The General Purpose and Administration Committee and Council) for use in 1982; and 3. That~Council receive the attached schedule of 1982 Council and General Purpose and Administration Committee meetings for information; and 4. That Council request the Clerk to bring forward a by-law for appointing a Chairman for the General Purpose and Administration Cormnittee for 1982 as outlined in the "notes" to the schedule. .,r BACKGROUND AND COMMENT: As members of Council are aware, the General Purpose and Administration Committee and Council structure was introduced in October on an experimental basis until the end of the year. Staff Committee has disr_ussed the single Standing Committee system and are agr>~ed that the system has worked well and should be continued in 1982. ..2 -2- ADMIN. N0. 42-81 Report To Council The General Purpose and Administration Committee has met a total of five times and has, in the opinion of Staff, the following advantages: 1. Reports 1:o Connnittee arc more easily reviewed and are better co-ordinated; 2. Staff activities are more easily co-ordinated; staff time is saved; 3. There is a better exchange of information between elected officials and between 4. The amount of time sepnt by Council on detailed Committee level discussions has been reduced; 5. The amount of time spent by Council on discussions of procedure appears to have been reduced; 6. The response time to external agencies appears to have been reduced. The single Standing Committee system has in the opinion of staff some weaknesses; 1. Committee m@etings tend to he considerably longer than when the "four standing Committees" system. 2. The total volume of reports to Committee has been reduced. Staff feel that some changes to the procedure and the format of meetings may help to overcome the disadvantages of the single Committee. .,r Staff propose to include on the Committee Agenda, a suggested timetable for the meeting; such as: Convene 9:00 a.m. to 12:DD a.m. (morning se s ion) Recess 12:00 a.m. to 1:15 p.m. (noon) Convene 1:15 p.m. to 4:30 p.m. (afternoon session) Recess (evening) 4:30 p.m. to 7:OD p.m. Convene 7:00 p.m. to 10:00 p.m. (evening session) • -3- • ADMIN. ND. 42-81 Report to Council It is proposed that each department head be present during the Committee meeting up until the time that their reports have been considered. At that time department heads could be excused from the meeting. It is also proposed that senior staff reserve two hours on Friday afternoons (1 p.m. to 3 p.m.) to discuss upcoming agendas with interested Councillors in the Committee Library. This would give staff an opportunity to brief members of Council on an inforrual basis. Respectfully submitted, DNS:nof D. N. Smith, M.C.I.P. Administrator .s SCHEDULE OF COMMITTEE AND COUNCIL MEETINGS 1982 JANUARY 4 18 25 FEBRUARY 8 15 22 .s MARCH 1 8 15 22 Inaugural Meeting of Council 1982 Court Room 1, 7 p.m. General Purpo~,~~ and Adrninistrat.ion Committee Court Room 2, 9:30 a.m. Council P1eeting Court Room 1, 7 p.m. General Purpose and Administration Committee Court Room 2, 9:30 a.m. Council Meeting Court Room 1, 7 p.m. e• General Purpose and Administration Committee Court Room 2, 9:30 a.m. Council Meeting Court Room 1, 7 p.m. General Purpose and Administration Committee Court Room 2, 9: 3U a.m. Council Meeting Court Room 1, 7 General Purpose Court Room 2, 9 Council Meeting Court Room 1, 7 General Purpose Court Room 2, 9 p.m. and Administration Committee 30 a.m. p.m. and Administration Committee 30 a.m. _ ..~ -_ --- - - •~ _2 • Schedule of Committee and Council meetings 1982 APRIL 5 Council Meeting Court Room 1, 7 p.m. 13 (Tuesday after Easter Monday) General Purpose and Administration Committee Court P.oom 2, 9:30 a.m. 19 Council Meeting Court Room 1, 7 p.m. 26 General Purpose and Administration Committee Court Room 2, 9:30 a.m. MAY 3 Council P~eeting Court Room 1, 7 p.m. 10 General Purpose and Administration Committee Court Room 2", 9:30 a.m. U Council Meeting Court Room 1, 7 p.m. 25 (Tuesday after Victoria Day) General Purpose and Administration Committee ..sCourt Room 2, 9:30 a.m. JUNE 7 Council Meeting Court Room 1, 7 p.m. 14 General Purpose and Administration Committee Court Room 2, 9:30 a.m. 21 Council Meeting, Court R om 1, 7 p.m. 28 General Purpose and Administration Committee Court Room 2, 9:30 a.m. k Schedule of Committee and Council meetings 1982 JULY 5 Council Meeting Court Room 1, 7 12 General Purpose Court Room 2, 9 1!) Counr:il ME~etinq Court Room 1, 26 General Purpose Court itooru "l_, 9 p.m. and Administration Committee 30 a..m. p.m. and Administration Committee 30 a.m. AUGUST 3 (Tuesday after Civic Holiday) Council Meeting Court Room 1, 7 p.m. 9 General Purpose and Administration Committee Court Room 2, 9:30 a.m. 16 Council Meeting Court Room 1, 7 p.m. 23 General Purpose and Administration Committee Court Room 2, 9:30 ~.m. SEPTEM6EP. 7 (Tuesday after Labour Day) Council Meeting Court Room 1, 7 p.m. 13 General Purpose and Administration Committee Court Room 2, 9:30 a.ni. 20 Council Meeting Court Room 1, 7 p.m. 27 General Purpose and Administration Committee Court Room 2, 9:30 a.m. .' -4- Schedule of Conunittee and Council meetings 19£32 4 Council Meeting Court Room 1, 7 p.m. 12 (Tuesday after Thanksgiving Day) General Purpose and Administration Committee Court Room 7, 9:30 a.m. 18 Council Meeting Court Room 1, 7 p.m. 25 General Purpose and Administration Committee Court Room 2, 9:30 a.m. NOVEMBER 1 Council Meeting Court Room 1, 7 p.m. 15 General Purpose and Administration Connnitte~e Court. Room :', 9:;t0 a.n(. 22 Council Meeting Court Room 1, 7 p,m. 6 .s General Purpose and Administration Committee Court Room 2, 9:30 a.in. 13 Council Meeting Court Room 1, 7 p.m. :. NOTES 1. Committee Chairman January/F"ebruary (:ouncillor Cowman March/April Councillor Hamre May/June Councillor hlubbard July/August Councillor Prout September/October Councillor Taylor November/December Councillor Woodyard 2. The "inaugural" meeting of Council in 1982 would convene to establish the Committee Chairman by by-law and for the Mayor and Members of Council~to address the public and staff. d