Report to: General Committee Date Report Authored: January 31, 2011

SUBJECT: Revised Board & Committee Appointment Policy

PREPARED BY: Andrew Brouwer, Deputy Clerk (ext. 8220)

Laura Gold, Council/Committee Coordinator (ext. 4930)

RECOMMENDATIONS:

1) That the report entitled “Revised Board & Committee Appointment Policy” be received; and,

2) That Council approve the revised “Board & Committee Appointment Policy” (attached as Appendix A); and,

3) That Council establish a Sub-Committee of Council referred to as the Striking Committee and approve the Terms of Reference for the Striking Committee (attached as Appendix B); and,

4) That Council appoint two (2) Members of Council to the Striking Committee for a term to be determined by Council; and further,

5) That Staff be authorized and directed to do all things necessary to give effect to this resolution.

PURPOSE:

The purpose of this report is to obtain Council’s approval of a Revised Policy for the appointment of individuals to the Town of Markham boards and committees, including the establishment of a Sub-Committee of Council referred to as the Striking Committee. The revised policy replaces board and committee appointment guidelines adopted by Council on May 24, 1994 (attached as Appendix C).

BACKGROUND:

The Town has established a variety of boards and committees for the purpose of providing recommendations and input on a variety of community, policy and strategic issues. Board and committees also assist with event planning and by undertaking statutory responsibilities, sometimes at arms length from the municipality. Volunteer service contributes to the quality of the Town’s decisions, programs, services and events and provides an altruistic opportunity for volunteers.

To ensure volunteer experiences are meaningful from the perspective of the Town and its volunteers, a clear, consistent and fair recruitment and selection process is important, and assists in ensuring the success and retention of volunteers.

Since the adoption of the current board and committee appointment guidelines in 1994, both Council and staff have identified a need to evolve the guidelines to better align with best practices in volunteer management and the Town’s current strategic directions, particularly with respect to. As a result, the Revised Policy was developed.

OPTIONS/ DISCUSSION:

A chart outlining the objectives of the Revised Policy and how they compare with the current appointment guidelines is attached as Appendix D. An earlier version of the Revised Policy was circulated to current Board and Committee chairs to discuss with their members. The Revised Policy was well received by Boards and Committees, and their feedback was incorporated into the version presented in the attached.

Subject to Council’s direction, recruitment for boards and committees active in the previous term of Council will proceed following adoption of the Revised Policy. Given that the Accessibility Advisory Committee, Committee of Adjustment, Heritage Advisory Committee, Property Standards Committee and Public Library Board are required to be established by statute, recruitment has been initiated.

Subject to the success of recruitment efforts and the availability of applicants and the Striking Committee, board and committee appointments should come forward for consideration by General Committee in April or May, 2011.

The Revised Policy indicates that should a conflict exist between the requirements of the Revised Policy and any statute or statutory instrument, the latter will prevail. Therefore, the Revised Policy will not apply to the appointment of directors of the Friends of the Markham Museum Foundation and Varley-McKay Art Foundation, and the appointment of directors of Town-affiliated corporations including Markham District Energy Inc., Markham Enterprises Corporation and PowerStream Inc.

Staff will continue to introduce other volunteer management best practices, some of which will be considered by Council over the next few months, including such things as:

- A workshop with boards and committees with respect to volunteer management improvements;

- Recommended changes to board and committee terms of reference; and,

- Improvements to existing and new policies related to board/committee governance and operations.

FINANCIAL CONSIDERATIONS:

Costs associated with the implementation of the Revised Policy are accommodated within the existing Legislative Services Department budget.

HUMAN RESOURCES CONSIDERATIONS

None.

ALIGNMENT WITH STRATEGIC PRIORITIES:

The Revised Policy supports the Town’s strategic priorities related diversity, in particular the objective of promoting diversity on its boards and committees.

BUSINESS UNITS CONSULTED AND AFFECTED:

Mayor’s Office, CAO’s Office, Legal Department and offices of the Commissioners of Community Services & Fire, Corporate Services and Development Services.

RECOMMENDED BY:

ATTACHMENTS:

Appendix A – Revised Board & Committee Appointment Policy

Appendix B – Striking Committee Terms of Reference

Appendix C – Board & Committee Appointment Guidelines (May 24, 1994)

Appendix D – Revised Board & Committee Appointment Policy Objectives