Committee of the Whole

 

 

 

 

 

TO:

Mayor and Members of Council

 

 

 

 

FROM:

Sheila Birrell, Town Clerk

 

 

 

 

PREPARED BY:

same as above

 

 

 

 

DATE OF MEETING:

2004-12-14

 

 

 

 

SUBJECT:

General Committee Schedule

 

 

 

 

RECOMMENDATION:

That meetings of the General Committee be scheduled on Mondays and Tuesdays as illustrated on Schedule “A”;

 

And that the 2005 calendar of Council, Committee of the Whole and Standing Committees attached as Schedule “C” be approved.

 

PURPOSE:

To provide information to Members of Council on the two options presented for scheduling the General Committee meetings.

 

BACKGROUND:

At the Finance & Administrative Committee meeting held on December 6, 2004, Committee recommended a General Committee System.  The recommendation and necessary amending by-law are included on today’s open Council agenda for approval.  The first option presented provides for all meetings to be held on Mondays and Tuesdays and the second option provides for all meetings to be held on Tuesdays.  Committee deferred the scheduling decision requesting further information from staff.

 

OPTIONS/DISCUSSION:

Option 1 is the preferred option for two reasons: first: the volume is balanced over two days, and secondly it would provide for all items from both the General Committee and the Development Services Committee to be approved by Council within one week.  (Schedule “A”)  Option 2 (Schedule “B”) schedules all meetings on Tuesdays which could result in time sensitive issues going forward to Council the same night.  Matters at Committee level receiving Council approval on the same night may not provide reasonable notice to Markham residents.  It could also eliminate an opportunity for sober second thought.  This option would also result in final approval of certain matters potentially being delayed for two weeks, and that is one week longer than under the current system.  Schedule “C” is a draft 2005 calendar for the Monday/Tuesday schedule and Schedule “D” is a draft 2005 calendar for the Tuesday schedule.

OPTIONS/DISCUSSION:  (cont’d.)

2004 Average Hours per Meeting

 

Committee                                                                                                      Hours

Community Services & Environment                                                                   2.5

Finance & Administrative                                                                                    3

Transportation                                                                                                    2

 

In order to assist Members of Council with their decision on scheduling, staff have prepared a draft schedule based on the average length of the 2004 meetings.  Lunch and dinner breaks are included as required. 

 

General Committee – Monday and Tuesday

Commence Finance & Administrative Issues Discussion                        11:00 a.m.

Lunch Break                                                                                         12:30 -  1:00 p.m.

Complete Finance & Administrative Issues Discussion                 1:00 -  2.30 p.m.

Break                                                                                                     2:30 -  2:45 p.m.

Commence Community Services Issues Discussion                                  2:45 – 5:15 p.m.

Adjournment                                                                                          5:15 p.m.

 

General Committee – Tuesday Only

Commence Finance & Administrative Issues Discussion                        11:00 a.m.

Lunch Break                                                                                         12:30 -  1:00 p.m.

Complete Finance & Administrative Issues Discussion                 1:00 -  2.30 p.m.

Break                                                                                                     2:30 -  2:45 p.m.

Commence Community Services Issues Discussion                                  2:45 – 5:15 p.m.

Break                                                                 5:15 -  5:30 p.m.

Committee of the Whole                                                                         5:30 -  7:00 p.m.

Council                                                                                       7:00 p.m.

 

Phase 2 of this project, which is a comprehensive review of the advisory and other committees, will be the subject of a report to the Committee of the Whole early in 2005.

 

FINANCIAL CONSIDERATIONS:

None

 

ENGAGE 21ST CONSIDERATIONS:

Engage 21st organizational values and service principles include innovation continually striving to develop and apply new ideas, products and services, technologies and skills.

 

Engage 21st also identifies the Town’s corporate goals of organizational excellence to achieve excellence in managing and delivering quality services through quality people.

 

The General Committee System would meet the above Engage 21st principles.

 

BUSINESS UNITS CONSULTED AND AFFECTED:

None

 

ATTACHMENTS:

Schedule “A” – Monday/Tuesday Schedule

Schedule “B” – Tuesday Schedule

Schedule “C” – 2005 Monday/Tuesday Schedule Calendar

Schedule “D” – 2005 Tuesday Schedule Calendar

 

 

 

 

 

 

 

 

 

Sheila Birrell,

Town Clerk.

 

Andy Taylor,

Commissioner of Corporate Services

Schedule “A”

 

OPTION 1

General Committee/Development Services/Committee of the Whole/Council Schedule

 

 

                        Mondays                                Tuesdays

 

Week 1           General Committee                   Development Services and Public Meetings

                        (Finance, Administrative

                        & Community Services

                        Issues)

 

Week 2 -                                                         Committee of Whole and Council

 

Week 3           General Committee                   Development Services and Public Meetings

                        (Finance, Administrative

                        & Transportation Issues)

 

Week 4                                                           Committee of Whole and Council

 

 

 

 

 

Schedule “B”

 

 

 

OPTION 2

General Committee/Development Services/Committee of the Whole/Council Schedule

 

TUESDAYS

Week 1                       Development Services Committee and Public Meetings

 

Week 2                       General Committee (Finance and Community Services) and

                                    Committee of the Whole and Council

 

Week 3                       Development Services and Public Meetings

 

Week 4                       General Committee (Finance and Transportation) and

                                    Committee of the Whole and Council