HomeMy WebLinkAboutCLD-012-15 Clarington
Clerk's
Report
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Report To: General Purpose and Administration Committee
Date of Meeting: May 25, 2015
Report Number: CLD-012-15 Resolution Number:GP�\
File Number: COO.GE By-law Number: C
Report Subject: Standing Committee Structure and Meeting Schedules
Recommendations:
1. That Report CLD-012-15 be received;
2. That Option 4, as detailed in Report CLD-012-15, be adopted as the standing Committee
Structure and corresponding meeting schedule protocol for the Municipality of Clarington;
and
3. That the proposed amendments to the new draft procedural By-law (tabled at the April 27,
2015 Council Meeting) be approved (Attachment 1 to Report CLD-012-15).
Municipality of Clarington
Report CLD-012-15 page 2
Report Overview
Clarington's current single standing Committee Structure and traditional Council / Committee
meeting schedule has been in place since 1981. From an administrative, meeting
management perspective the current process proves to be very efficient. In response to
Council's request, this report explores four viable options for altering the meeting cycle such
that Planning items and public meetings are held in the evening, to facilitate improvements to
Clarington's public consultation process, and to optimize staff resources while maintaining
timely decisions.
1 . Background
Clarington currently operates under a single, Committee of the Whole, Standing
Committee, being the General Purpose and Administration Committee (GPA). The
current meeting cycle is a 2-week cycle with GPA and Council alternating weeks. This
current structure was established in 1981 as a solution to resolve the issues associated
with the multiple Standing Committees, including:
• administration challenges of producing the volume of agendas;
• timing of report writing, review and approval, and
• the number of hours staff were spending attending the meetings which took them
away from their other responsibilities.
In 2009 Council considered Report CLD-012-09, wherein three options were presented
in an effort to address the issues of:
• difficulties faced by staff and Council for investigation and preparation for
meetings under the existing meeting and reporting cycle; and
• valuable senior staff resources being tied up attending committee meetings
regarding issues not pertaining to their portfolio.
By Resolution #GPA-410-09 Council resolved to continue with the existing Committee
Structure and traditional 2-week meeting cycle.
On April 27, 2015, Council passed Resolution #C-0147-15 to consider various meeting
schedules. While the resolution did not expressly state the parameters for meeting
schedule options, when developing the proposed meeting schedule options staff
considered comments expressed by Members of Council regarding the challenges
faced by the public in attending day meetings and the challenges raised in 2009 which
still exist today. This schedule cycle, and any changes to it, affects Council, staff,
residents, and stakeholders (most particularly developers and vendors).
Municipality of Clarington
Report CLD-012-15 Page 3
2. Objectives and Implications
2.1 Obiectives for and Challenges of Change
While no solution is perfect for everyone, in assessing options, the following objectives
should be contemplated:
i. Improve public consultation / participation process
ii. Optimize staff resources
iii. Maintain timely decisions
Staff undertook significant research to determine "best practices" throughout Ontario,
and concluded that each municipality has adopted a meeting cycle and corresponding
standing committee structure which may be similar to others but has been customized
to suit their individual needs. While there are a myriad of options, the options detailed
below, were modelled somewhat on what another municipalities do, but have been
customized to suit Clarington. The following options have been evaluated according to
the objectives detailed above and are submitted to Council for consideration because
they have been deemed to be viable.
Note also that during the evaluation process of viable options, staff determined that, in
some cases, the option affects the standing committee structure. Where the standing
committee structure would be impacted, the details are discussed below.
2.2 Procedural By-law Implications
Each option impacts the new draft procedural By-law. Depending on the option
selected, the necessary amendments to standing committee structure and mandates,
meeting schedules, and Order of Business will be incorporated. More specifically, any
provisions currently provided for which speak to GPA will continue to apply to GPA or
will be applied as applicable to any newly proposed standing committee(s).
Municipality of Clarington
Report CLD-012-15 Page 4
2.3 Options
2.3.1 Option 1 — Status Quo
Details Maintains existing cycle and structure. Meetings are
scheduled on a rotating basis.
In the event that the regular meeting date falls on a public
holiday, there is no meeting scheduled for that week and the
schedule bumps to the next week — thus leaving a "gap"
week. The proposed schedule maintains Council's tradition
of not meeting during the months of July and August or
during March Break or between Christmas and New Year's.
Depending on how the meeting schedule works out in a
given year, there may be 1 meeting held at the beginning of
July.
Committee Structure 1 Committee being General Purpose and Administration
Committee (GPA)
Week 1 — Monday, 9:30 AM — GPA
Week 2 — Monday, 7:00 PM — Council
(repeat)
Meeting Cycle 2 week cycle with alternating Mondays between GPA and
Council
# of Meetings per 18 GPA / 18 Council
Year (based on 2015)
Objectives & This option requires staff to often sit through very lengthy
Challenges agenda items which do not pertain to their scope of
Discussion responsibility which does not therefore optimize staff
resources. That said, however, this existing structure, from a
meeting management perspective, is a finely oiled machine
and optimizes staff resources there is only 1 committee
agenda, 1 committee report to council and 1 council agenda.
This option provides challenges for public consultation /
participation as the public meeting and development related
matters are debated during the day. As well, they are often
required to sit through very lengthy agenda items to wait for
Committee to deliberate their matter of interest. This results
in the public meetings essentially being carried over to the
following week, for those who cannot attend the daytime
meeting.
Sample Schedule See Attachment 1
Municipality of Clarington
Report CLD-012-15 Page 5
2.3.2 Option 2— Split Committee Meeting
Details Maintains existing cycle and structure but splits GPA meetings
into a morning part and an evening part of the same meeting on
the same day (ie. the meeting would recess until the appointed
evening hour to resume).
In the event that the regular meeting date falls on a public
holiday, there is no meeting scheduled for that week and the
schedule bumps to the next week —thus leaving a "gap" week.
The proposed schedule maintains Council's tradition of not
meeting during the months of July and August or during March
Break or between Christmas and New Year's. Depending on
how the meeting schedule works out in a given year, there may
be 1 meeting held at the beginning of July.
Standing 1 Committee being General Purpose and Administration
Committee Committee (GPA)
Structure
Meeting Cycle 2 week cycle with alternating Mondays between GPA and
Council
Week 1 — Monday, 9:30 AM — GPA Part I
-- all GPA Agenda items (except Public Meetings
and Planning Services
Week 1 — Monday, 6:30 PM — GPA Part II
(Public Meetings and any Planning Services
agenda items — including any related delegations
Week 2 — Monday, 7:00 PM — Council
(repeat)
# of Meetings per 18 GPA / 18 Council
Year (based on 2015)
Objectives & This option meets all three objectives of improving the public
Challenges consultation and participation process because the planning
Discussion matters are being considered during the evening, it allows for
Department Heads to attend only that portion of the meeting
which pertains to their portfolio, and it maintains the timely
decision making process.
This option provides continuity with the existing meeting
management process and therefore has very little impact on the
publication of 1 committee agenda, 1 report to council and 1
council agenda.
This Option could prove to be an extremely long day for Council
and staff required to attend both meetings.
With Public Meetings and Planning matters being held in the
evening, the meeting length could conceivably be longer. With
Municipality of Clarington
Report CLD-012-15 Page 6
staff working beyond 4:30 PM on a regular basis, there would be
associated overtime. While the Clerk's Department would
attempt to staff the evening meeting with the existing staff,
should it prove to be problematic, there could be additional
staffing requirements.
Sample Schedule See Attachment 1
2.3.3 Option 3 — Two Standing Committees with Two Week Rotation
Details The existing one standing committee (ie. GPA) is split such that
there are two standing committees; being General Government
(GG) and Planning and Development (PD).
This Option maintains the existing two week cycle and
incorporates a Tuesday evening meeting.
In the event that the regular meeting date falls on a public
holiday, there is no meeting scheduled for that week and the
schedule bumps to the next week — thus leaving a "gap" week.
The proposed schedule maintains Council's tradition of not
meeting during the months of July and August or during March
Break or between Christmas and New Year's. Depending on
how the meeting schedule works out in a given year, there may
be 1 meeting held at the beginning of July.
Standing 2 Committees being GG and PD
Committee
Structure GG Mandate: The GG shall make recommendations to Council
on levels of service and operational policy and budgetary
matters.
PD Mandate: the PD shall be mandated with holding public
meetings required under the Planning Act, and any other
planning and development matter or matter deemed to require
public consultation and such other matters as may be referred to
the Committee by Council.
Meeting Cycle 2 week cycle alternating between Committee week and Council
week as follows:
Week 1 — Monday, 9:30 AM — GG
Week 1 — Tuesday — 6:30 PM — PD
Week 2 — Monday— 7:00 PM — Council
(repeat)
# of Meetings per 18 GG / 18 PD / 18 Council
Year (based on 2015)
Objectives & This option meets all three objectives of improving the public
Challenges consultation and participation process because the planning
Discussion matters are being considered during the evening, it allows for
Department Heads and the public to attend only that committee
Municipality of Clarington
Report CLD-012-15 Page 7
meeting which pertains to them, and it maintains the timely
decision making process.
This option greatly impacts the meeting management process as
there would be 2 committee agendas and 2 reports to Council
and 1 Council Agenda every two weeks. The initial analysis
indicates a significant overlap of duties which are currently
performed by one staff person. Additional staffing resources
would be required to perform the additional meeting
management activities in order to meet the Council meeting
schedule deadlines.
Sample Schedule See Attachment 3
2.3.4 Option 4 — Two Standing Committees with Three Week Rotation
Details The existing one standing committee (ie. GPA) is split such
that there are two standing committees; being General
Government (GG) and Planning and Development (PD).
The meetings are scheduled on a rotating basis. In the event
that the regular meeting date falls on a public holiday, the
Council/Committee shall meet at the same hour on the next
day not being a public holiday. One meeting will be
scheduled on the first Monday of July (unless it is a public
holiday in which case it shall be held at the same hour on the
next day not being a public holiday) and no meetings will be
scheduled during the month of August or between Christmas
and New Year's.
Standing Committee 2 Committees being GG and PD
Structure
GG Mandate: The GG shall make recommendations to
Council on levels of service and operational policy and
budgetary matters.
PD Mandate: the PD shall be mandated with holding public
meetings required under the Planning Act, and any other
planning and development matter or matter deemed to
require public consultation and such other matters as may be
referred to the Committee by Council.
Meeting Cycle 3 week cycle with alternating Mondays between GG, PD and
Council as follows:
Week 1 — Monday, 9:30 AM — GG
Week 2 — Monday— 6:30 PM — PD
Week 3 — Monday— 7:00 PM — Council
(repeat)
# of Meetings per 15 GG / 14 PD / 14 Council
Year (based on 2015)
Municipality of Clarington
Report CLD-012-15 Page 8
Objectives & This option meets all three objectives of improving the public
Challenges consultation and participation process because the planning
Discussion matters are being considered during the evening, it allows for
Department Heads and the public to attend only that
committee meeting which pertains to them, and it maintains
the timely decision making process. Although a 3-week cycle
may initially appear to delay decisions, in particular those
pertaining to development related matters, the period
between the holding of a public meeting and the ratification of
the decision regarding the matter remains one week.
This option impacts the meeting management process as
there would be 2 committee agendas and 2 reports to
Council and 1 Council Agenda per every three weeks. The
initial analysis indicates a need for an adjustment of duties
between the Committee Coordinator and the Administrative
Assistant to the Clerk. With the impending shift to e-agendas
it is anticipated that this cycle should be able to be
accommodated with existing staff from a meeting
management perspective.
With Public Meetings and Planning matters being held in the
evening, there would be staffing costs associated with staff
regularly working beyond 4:30 PM. PD meeting length could
conceivably be longer with increased public participation. As
such, while the Clerk's Department would attempt to staff the
evening meeting with the existing staff, should it prove to be
problematic, there could be additional staffing requirements.
Sample Schedule See Attachment 3
3. Concurrence
This report has been reviewed by all Department Heads.
4. Conclusion
The existing meeting cycle has been in place since 1981. While many municipalities
hold their public meetings and any other matters deemed to require public consultation
in the evenings not all do. In fact the Region of Durham Council and Committee
meetings are all scheduled during the day. This report has detailed four options which
staff believe to be viable in addressing the desire to improve public consultation,
maintain timely decisions of Council and optimizing staff resources. However, as stated
above, some options create more administrative challenges than others. Should
Council wish to shift from the existing meeting cycle to provide for evening meetings for
planning and development matters, public meetings required under the Planning Act
Municipality of Clarington
Report CLD-012-15 Page 9
and any other matter deemed to require public consultation, staff recommends Option 4
being a 3 week meeting cycle with corresponding standing committees being General
Government and Planning and Development. Option 4 achieves all of the objective with
the least meeting management impact.
5. Strategic Plan Application
The recommendations contained in this report conform to the Strategic Plan.
FZ
r ,
Submitted by: -' Reviewed by:
C. nne Greentree ranklin Wu,
Municipal Clerk A4J Chief Administrative Officer
Staff Contact: Anne Greentree, Municipal Clerk, 905-623-3379 ext. 2102 or
agreentree @clarington.net
Attachments:
Attachment 1 — Option 1 and 2 Sample Schedule
Attachment 2 — Option 3 Sample Schedule
Attachment 3 — Option 4 Sample Schedule
There are no interested parties to be notified of Council's decision.
CAG
Attachment 1 to
Report CLD-012-15
2015 Options 1 & 2
January February March
Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa
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GPA Council ■Holiday
Attachment 2 to
Report CLD-012-15
2015 Option 3
January February March
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EGG IPD Council E Holiday
Attachment 3 to
Report CLD-012-15
2015 Option 4
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April May June
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EGG LJPD Council E Holiday