COMMITTEE OF THE WHOLE
	TO:	Mayor and Members of Council
	FROM:	Sheila Birrell, Town Clerk
	PREPARED BY:	Pat Miller, Manager, Secretariat Services
	DATE OF MEETING:	2003-November-25
	SUBJECT:	2004 COUNCIL/COMMITTEE MEETING CALENDAR

RECOMMENDATION:

That the 2004 calendar for council and standing committee meetings attached hereto, be approved.

PURPOSE:

To facilitate approval of the 2004 council and standing committee schedule.

BACKGROUND:

Each year a calendar of council and standing committee meetings for the upcoming year is prepared for the consideration and approval of Council.

OPTIONS/DISCUSSION:

The proposed 2004 calendar mirrors the 2003calendar:

· All Monday meetings to commence at 1:00 pm.

· Finance and Administrative Committee to meet on the first and third Monday of each month.

· Community Services and Environment Committee to meet on the second Monday of each month.

· Transportation Committee to meet on the fourth Monday of each month.

· Development Services Committee to continue to meet on the first and third Tuesday of each month.

· Council and Committee of the Whole to continue to meet on the second and fourth Tuesday of each month.

· Licensing Hearings have be scheduled regularly every second Friday from 9:00 am to 4:00 pm with the exception of July and August.

The following are exceptions:

· The January 12th Community Services and Environment Committee meeting has been rescheduled to 9:00 am January 5th because of an all-day Licensing Committee Hearing on January 12th.

· Only one Development Services Committee, one Finance and Administrative Committee, and no Community Services and Environment Committee meeting will be held in January.

· March Break - March 15th to 19th - has been kept clear and meetings have been rescheduled to the following two weeks.

· The April 12th Community Services and Environment Committee meeting has been rescheduled to 9:00 am April 5th as Easter Monday falls on April 12th.

· The May 24th Transportation Committee meeting has been rescheduled to 9:00 am May 17th as Victoria Day falls on May 24th.

· There are three Finance and Administrative Committee meetings in May.

· The June Community Services and Environment Committee meeting is scheduled at 1:00 pm on the first Monday - June 7th.

· The June Finance and Administrative Committee meetings are scheduled on the second and fourth Mondays at 1:00 pm.

· The June Transportation Committee meeting is scheduled at 1:00 pm on the third Monday - June 21st.

· There are three Development Services Committee meetings in June preparing for the summer recess.

· July and August have been kept reasonably clear to accommodate the summer recess.

· The September 6th Finance and Administrative Committee meeting has been rescheduled to September 7th at 9:00 am as Labour Day falls on September 6th.

· The October 11th Community Services and Environment Committee meeting has been rescheduled to October 4th at 9:00 am as Thanksgiving Day falls on October 11th.

· Traditionally, the December Committee of the Whole and Council meetings are held at 11:30 am and 1:00 pm, respectively. This has been maintained.

Licensing Committee

On September 16, 2003, Council adopted the following Finance and Administrative Committee recommendation:

"That the Licensing Committee be established as a Standing Committee of Council, and the composition be comprised of all Members of Council, with a quorum of three;

And that participation by the Members of Council be on a rotating basis alphabetically, with a Chair of the Committee being appointed for administrative purposes and a Chair being appointed for each hearing;

And that regular one-day meetings be scheduled every month and cancelled in the event they are not required;

And that Councillors make their own arrangements for alternates if they are unable to attend a specific hearing date as indicated on the approved schedule of attendance;

And that prior to the 2004 appointments, all current Members of Council be appointed as members of the Licensing Committee and that three constitute a quorum."

The January 12 to 15, 2004 hearings are already committed. The Clerk's Department will be preparing a schedule for the remaining 2004 hearings. In addition, a protocol on the process for hearings will be made available prior to January 1, 2004. These will both be distributed to all Members of Council.

FINANCIAL CONSIDERATIONS:

None.

ACCESSIBILITY CONSIDERATIONS:

None.

ENGAGE 21ST CONSIDERATIONS:

To provide enhanced customer service and achieve organizational excellence.

BUSINESS UNITS CONSULTED AND AFFECTED:

All departments. Members of the senior management team provided comments that have been included.

ATTACHMENTS:

Draft 2004 calendar.

Sheila Birrell Town Clerk

Andy Taylor Commissioner of Corporate Services

Q:\Finance and Administration\Clerks\Secretariat\PAT\REPORT to F&A November 25-03 - 2004 Council Calendar.doc