Council has now approved a change in Governance to be effective January 2024.
Standing Committee Structure
Four Standing Committees
- Strategic Initiatives and Policy
- Corporate, Finance and Legislative
- Public Works Planning & Development
- Community Services, Protection and Economic Development
Standing Committees are affiliated with municipal divisions and overall municipal priorities and policy decisions.
- Three (3) Members of Council on each Committee - an exception is the Strategic Initiatives and Policy committee which has all councillors - like the previous Committee of the Whole.
- Mayor sitting on each Standing Committee making one of the three (3) members. If Mayor cannot attend, the Deputy Mayor will be the alternate.
- Municipal Clerk, Deputy Clerk and CAO on each Standing Committee, and the appropriate Divisional Director and Staff based on Standing Committee area only. Staff do not sit on each Committee.
- The Chair and Vice-Chair of each Standing Committee will be determined by Members and will rotate on an annual basis
- Council Members will be given the choice mid-way through the Council Term to change Standing Committees during the review.
- Other Members of Council may attend other Standing Committees which they are not members of to ask questions and hear information to prepare for Regular Council Meetings.
Details of Responsibilities
Decision Making Process
- All staff reports to be submitted to their respective Standing Committee for deliberation. Members vote to recommend that Council approve the suggested course of action, or they could make alternate proposals through amendments.
- Standing Committee decisions and recommendations from Advisory Committees and Task Forces will be reported to the respective Standing Committee with a recommendation and then if endorsed sent on to Council. If more information is needed, Council may receive more information on a recommendation from Staff to be brought back to the Committee, or prior to being brought back before the Regular Council Meeting.
- Correspondence will be separated and organized between Standing Committees and actions, or recommendations discussed if necessary and then forwarded on for action to Regular Council if not just received for information purposes.
- At a Regular Council meeting, a vote will be taken to approve the recommendation of the standing committee, or of staff, and then embody the decision in a Resolution or By-law.
- The Regular Council Meeting Agenda will have consent agendas with Standing Committee recommendations that will be passed in a single resolution. If there is more information needed or a vote was not unanimous, these items will be placed on the Regular Agenda for a separate vote.
- To increase the Town's accountability and transparency staff have introduced the concept of a "Speaker" at a Council meeting and clarified the requirements of a Delegation. Speakers address items on the Agenda whereas Delegations bring up a new subject.
- Historically, members of the public have not been provided with an opportunity to speak at Council regarding a staff report directly before being deliberated by Council.
- A Delegation is defined as a person or group who has made a written request to address Council on a subject that is not on the Council agenda.
- If a member of the public would like to speak to a matter not on the Council Agenda they may register as a Delegation with the Clerk's Office, prior to the distribution of the agenda - 9 days in advance. This provides greater transparency for the public as anyone viewing the agenda upon publishing will receive ample notice of all matters for Council's consideration.
- If an urgent delegation request is received outside of the prescribed timelines, it may be included on the Agenda at the Clerk's discretion.
- A Speaker is defined as a member of the public who wishes to speak or submit comments to Council on a staff report that is included on a Council Agenda.
- Speakers would be able to speak directly after staff present their Staff Report and prior to Council deliberation on the matter.
- The introduction of the Speaker will allow members of the public attending in person to register at the beginning of the meeting to voice their comments to Council at the time the report is being considered. Notice required is right up to the day of the Council meeting.
- A Speaker can also submit correspondence relating to a Staff Report by noon, seven (7) days prior to the meeting and it will be included on the agenda as correspondence from the public with the applicable staff report.
- To provide greater accountability and transparency while balancing the intent to streamline Council Meetings, Task Forces will rplace most Advisory committees.
- Council may constitute a Task Force to consider and report on a specific subject, project, or undertaking.
- When a Task Force has been appointed by Council, the Members will be appointed by By-law.
- When a Task Force has completed its work and made its final report to Council, the Task Force shall be deemed to be discharged.
- If the Standing Committee Structure is implemented, Council would maintain the set Statutory Local Boards and Advisory Committees being the Accessibility Advisory Committee and Heritage Advisory Committee and others which may be mandated from time to time.
- Council may enact Citizen Advisory Committees to Council and consider the creation of Task Forces and Ad Hoc Committees based on the Council Strategic Plan with a specific mandate to achieve Council goals and initiatives during the Council Term.