JOINT MEETING Finance and Economic Development Committee Governance Renewal Sub-Committee MINUTES 2 Thursday, 30 August 2012, 9:30 a.m. Champlain Room, 110 Laurier Avenue West Present: Chair : Mayor J. Watson Councillor: P. Clark (Vice-Chair, FEDCO ), Councillor: A. Hubley (GRSC) Councillors R. Chiarelli, D. Deans, K. Egli, K. Hobbs, P. Hume, S. Moffatt, M. Taylor, M. Wilkinson Regrets: Councillors M. McRae, D. Thompson CONFIRMATION OF MINUTES Minutes 1 – Joint Finance and Economic Development Committee and Governance Renewal Sub-Committee meeting of 6 July 2012 CONFIRMED DECLARATIONS OF INTEREST There were no declarations of interest. CITY MANAGER’S OFFICE CITY CLERK AND SOLICITOR DEPARTMENT 1. ADVISORY COMMITTEE RENEWAL TO SUPPORT COUNCIL’S TERM OF COUNCIL PRIORITIES ACS-2012-CMR-CCB-0032 CITY-WIDE REPORT RECOMMENDATIONS 1. At its meeting of 30 August 2012, that the Joint Meeting of the Finance and Economic Development Committee and the Governance Renewal Sub-Committee recommend Council approve the following: A) The revised structure for Advisory Committees, as outlined in this report, as follows: i. Accessibility Advisory Committee ii. Arts, Culture, Heritage and Recreation Advisory Committee iii. Community Services Advisory Committee iv. Environmental Stewardship Advisory Committee v. French Language Services Advisory Committee B) The establishment of a Built Heritage Sub-Committee, reporting to Planning Committee, composed of four (4) Members of Council and three (3) citizen members as described in this report. C) The establishment of a Seniors Round Table as described in this report. 2. That the City Clerk and Solicitor Department be directed to implement the revisions to the Advisory Committee structure as outlined above, including a new recruitment process for relevant citizen members. 3. The selection panels for the Advisory Committees and Built Heritage Sub Committee as outlined in the report. 4. The Terms of Reference related to the new Advisory Committee structure found in Documents 1-6. 5. That the City Clerk and Solicitor be directed to revise the relevant administrative policies to reflect Council’s approved changes and submit revised By-laws to Council for approval where required. Mr. Rick O’Connor, City Clerk and Solicitor, and Ms. Leslie Donnelly, Deputy City Clerk, spoke to a PowerPoint presentation, which served to provide Committee with an overview of the report. A copy of their presentation is held on file. Committee then heard from the following public delegations: * Christine Santele and Euphrasie Emedi, City for All Women Initiative (CAWI)*; * Essam Samné, French Language Services Advisory Committee*; * Margaret Dunn, Seniors’ Advisory Committee*; * Penny Leclair, Accessibility Advisory Committee*; * Chris Mulholland, Ottawa Built Heritage Advisory Committee*; * Heather Hamilton, Ottawa Forests & Greenspace Advisory Committee*; * Terry Otto, Rural Issues Advisory Committee*; * Sharon Jeannotte, Arts, Heritage and Culture Advisory Committee*; * Leslie Maitland, Heritage Ottawa*; * Patrick Quealey, Environmental Advisory Committee*; * Teresa Whitmore, Business Advisory Committee; * Sheila Perry, Parks & Recreation Advisory Committee*; * Todd Sloan, Poverty Issues Advisory Committee; * Peter van Boeschoten, resident*; * Bob Brocklebank, resident; * Linda Hoad, Hintonburg Community Association*; * Iola Price, resident*; * Don Stewart and James O’Grady, Federation of Community Association (FCA)*; * Jane Brammer, Rothwell Heights Property Owners Association*; * Nancy Miller Chénier, Lowertown Community Association Heritage Committee*; and * David Jeanes, Transport Action*. Written submissions were received from all those marked above with an asterisk (*) and are held on file with the City Clerk. Committee also received the following written submissions, copies of which are held on file with the City Clerk: * Submission from the Roads and Cycling Advisory Committee; * Memo from the Pedestrian and Transit Advisory Committee; * Submission from the Glebe Community Association; * Submission from the New Edinburgh Community Assocation; * Submission from the Rockcliffe Park Residents’ Association; * E-mail from the Société franco-ontarienne du patrimoine et de l’histoire d’Orléans (SFOPHO); and * E-mail from Alayne McGregor, resident. After hearing from the public delegations, staff responded to questions from Committee members. In particular, they touched on how staff had arrived at the current proposal, new member orientation and training, the fact that this report had no impact on existing departmental working groups, continuity with respect to Advisory Committee members’ terms going forward, and the fact that all members of the Built Heritage Sub-Committee would have full voting rights because it would be a sub-committee of the Planning Committee rather than an Advisory Committee. Following these exchanges, Committee considered the following motions: MOTION FED/GRSC 02/01 Moved by Councillor D. Deans That the “Mandate” and the “Responsibilities” sections of the draft Terms of Reference for the Accessibility Advisory Committee be amended by adding the words “persons with disabilities” before the word “seniors”. CARRIED MOTION FED/GRSC 02/02 Moved by Councillor D. Deans That the draft Terms of Reference for the Accessibility Advisory Committee be amended by reducing the age limit for the two (2) senior representatives from “65 years of age or older” to “60 years of age or older”. CARRIED MOTION FED/GRSC 02/03 Moved by Councillor D. Deans WHEREAS the “Mandate” section of the proposed French Language Services Advisory Committee states the following: “The mandate of the French Language Services Advisory Committee is to advise Ottawa City Council on issues that impact official languages in the City.” AND WHEREAS the French Language Services Advisory Committee has a role in helping the City’s administration in implementing the Council-approved Bilingualism Policy, as stated in section R.1.19 of that Policy; THEREFORE BE IT RESOLVED that the “Mandate” section of the new French Language Services Advisory Committee be amended with the following wording, in order to clarify the Committee’s role in this regard: “The mandate of the French Language Services Advisory Committee is to advise Ottawa City Council on issues that impact the implementation of the Bilingualism Policy and its application to the City's services, programs, policies and initiatives." CARRIED The report recommendations were then put to Committee and CARRIED, as amended by Motions FED/GRSC 02/01, FED/GRSC 02/02 and FED/GRSC 02/03. DIRECTION TO STAFF That staff conduct a review of the new structure after 1 year of its implementation to determine what is working, what is not working and whether the new structure could benefit from some modifying and report back to Standing Committee and Council on same. ADJOURNMENT The Committee adjourned the meeting at 12:45 p.m. Original signed by Original signed by D. Blais Mayor J. Watson Committee Coordinator Chair FINANCE AND ECONOMIC DEVELOPMENT COMMITTEE MINUTES 15 6 DECEMBER 2011 ii COMITÉ DES FINANCES ET DU DÉVELOPPEMENT ÉCONOMIQUE PROCES-VERBAL 15 LE 6 DÉCEMBRE 2011 PAGE Notes: 1. Please note that these Minutes are to be considered DRAFT until confirmed by Committee. 2. Please note that any written or verbal submissions (including your name but excluding personal contact information) will form part of the public record and be made available to City Council and the public. 3. Unless otherwise indicated, Council will be requested to consider all items at its meeting of 12 September 2012 in Joint Finance and Economic Development Committee and Governance Renewal Sub-Committee Report 2. FINANCE AND ECONOMIC DEVELOPMENT COMMITTEE AND GOVERNANCE RENEWAL SUB-COMMITTEE MINUTES 2 30 AUGUST 2012 5