Committee of the Whole

 

 

TO:

Mayor and Members of Council

 

 

FROM:

Sheila Birrell, Town Clerk

 

 

PREPARED BY:

same as above

 

 

DATE OF MEETING:

2004-02-10

 

 

SUBJECT:

Committee Review

 

 

 

RECOMMENDATION:

That the current five Standing Committee System be retained;

 

And that the current seven Statutory Committees be retained;

 

And that the Advisory Committees to the Standing Committees listed on Schedule “A” be maintained with the current composition;

 

And that the following new Advisory Committees to the Standing Committees be established to take effect April 1, 2004, based on the consolidation of committees as outlined in Schedule “B”:

 

Community Services and Environment Committee

Advisory Committees:                      

Arts & Culture Committee

Beautification Committee

Building and Parks Construction Committee

Community Issues Committee

Environmental Issues Committee

Kyoto Task Force

 

Transportation Committee

Traffic Management Advisory Committee;

 

And that the terms of reference for the newly established Advisory Committees and the Rural Markham Liaison Committee, the Cycling and Pedestrian Advisory Committee and the Safe Streets Task Force attached as Schedule “C” be adopted;

 

And that those newly established Advisory Committees that require citizen appointments be comprised of five members of the public and two elected appointees;

RECOMMENDATION:  (cont’d.)

And that all Advisory Committees and Boards listed in Schedule “D” be dissolved;

 

And that the terms of reference for the Finance & Administrative Committee be expanded to assume the role of the current Audit Committee and By-Law No. 2002-1 (Procedural By-Law) be amended to reflect the change;

 

And that the Markham Task Force for Special Constable Review be re-established as a subcommittee of the Finance & Administrative Committee; it being understood that this group would dissolve upon completion of its mandate;

 

And that the Race Relations Committee be requested to take a stronger role in community activities and events, such as Black History Month;

 

And that quorum for the Building and Parks Construction Committee be established at three.

 

PURPOSE:

To reduce the workload of the Councillors, streamline efficiencies, reduce costs and facilitate better decisions.

 

BACKGROUND:

The Town of Markham currently operates with a five Standing Committee System.  There are seven Statutory Committees and 51 advisory/other committees.  In addition, there are six Community Centre Boards and 18 various boards/commissions to which Council makes elected appointments.  Copies of the complete listing is attached as Schedule “E”.

 

OPTIONS/DISCUSSION:

All Members of Council participate in all Development Services Committee, Committee of the Whole and Council meetings.  Members of Council are appointed to at least one additional Standing Committee.  This participation alone represents approximately 40 hours per month for each Councillor.  Members of Council also participate on advisory and other committees and are appointed to outside boards/commissions.  The appointments range from 15 to 25 per Council

Member, depending upon their interest and availability.  Regional Councillors have a heavy workload at the regional level as well.  A reduction in the number of advisory and other committees would reduce the workload of the individual Councillors and result in streamlined efficiencies as provided for in the Town of Markham’s corporate goals.  It would also contribute to better decision-making.

The proposal is to create fewer Advisory Committees that would assume responsibility for the workload of a larger number of current committees, as identified in Schedule “B”.  As a result of the consolidations, and due to a number of inactive committees, committee dissolutions are being recommended as per Schedule “D”.


OPTIONS/DISCUSSION:  (cont’d.)

Schedule “C” comprises the terms of reference for the new Advisory Committees and for the Cycling Pedestrian Advisory Committee, the Kyoto Task Force, the Safe Streets Task Force, the Rural Markham Liaison Committee.  The terms of reference for the Knowledge Advisory Committee will be the subject of a report from the Director of Economic Development on February 16, 2004.

 

Meetings were held with the Commissioners and Directors and discussions included the necessity to balance efficiencies, workload and the outside expertise that is derived through community committees.  In addition staff involvement in numerous committees and on various

outside boards and commissions was discussed.  The consensus was that community involvement is paramount.  However, some reduction would be beneficial to both elected officials and members of staff without the risk of losing the expertise community members bring to the table.

 

Council also discussed this issue at the two-day retreat in January and a further presentation was made to the Committee of the Whole on January 27th.  At that time, some modifications were requested.  Committee also directed that the Race Relations Committee be requested to take a stronger role in community activities and events, such as Black History Month.   At the January 27th meeting, the question of quorum for the Building and Parks Construction Committee was raised.  A quorum of three is being recommended for that group.

.

 

Appointments to the Advisory and Statutory Committees to be retained will occur in March, following the ongoing interview process.  Appointments to the Advisory Committees to be maintained have been extended to April 30 2004.  An advertisement for vacancies for the newly established advisory committees will be placed in the paper following approval of the report and it is recommended that interviews be held during the month of March.  All 2004 Advisory Committee appointments shall be completed before April 30, 2004.  Appointments to the Community Centre Boards and the 18 various boards and commissions to which Council makes elected appointments will be made on February 10, 2004.

 

SUMMARY:

A reduced advisory committee system would reduce Councillor workload, increase staff efficiencies, streamline workflow and facilitate better decision-making.  The proposal reduces the number of individual Councillor appointments each year by approximately 60 and the number of advisory/other committees by 30. 

 

FINANCIAL CONSIDERATIONS:

None.

 

BUSINESS UNITS CONSULTED AND AFFECTED:

This proposal was presented at the CCC level and a decision was made to proceed to Council.

 

ATTACHMENTS:

 

Schedule “A” – Listing of Committees to be Maintained

Schedule “B” – Proposed Consolidation of Advisory/Subcommittees

Schedule “C”  - Listing of Committees to be Dissolved

Schedule “D” – Terms of Reference

Schedule “E” – Complete Listing of all Committees

 

 

 

 

 

 

 

 

 

Sheila Birrell

Town Clerk

 

Andy Taylor

Commissioner, Corporate Services