2.       MEMBER SERVICES COMMITTEE

 

COMITÉ DES SERVICES AUX MEMBRES

 

 

Committee RecommendationS as amended

 

That Council approve:

 

1.         The establishment of the Member Services Sub-committee with a panel of seven (7) members of Council, a minimum of four (4) of which shall also be members of the Corporate Services and Economic Development Committee;

 

2.         That four (4) members of this panel shall form quorum for the Member Services Sub-committee;

 

3.         That the members of the Members Services Sub-committee be Councillors Eli El-Chantiry, Rainer Bloess, Diane Deans, Rick Chiarelli, Christine Leadman, Alex Cullen and Peggy Feltmate; and

 

4.         That the Member Services Sub-committee be tasked with establishing clarity around a Code of Conduct for Members of Council; and report back to the Corporate Services and Economic Development Committee and Council.

 

 

RecommandationS modifiées du comité

 

Que le Conseil approuve ce qui suit :

 

1.         Que soit formé un sous-comité des services aux membres composé d’un groupe de sept (7) membres du Conseil, dont au moins quatre (4) devront aussi être membres du Comité des services organisationnels et du développement économique;

 

2.         Que quatre (4) membres de ce groupe constituent le quorum pour les réunions du sous-comité des services aux membres;

 

3.         Que les membres du sous-comité des services aux membres soient les Conseillers Eli El-Chantiry, Rainer Bloess, Diane Deans, Rick Chiarelli, Christine Leadman, Alex Cullen et Peggy Feltmate; et

 


 

 

 

4.         Que le sous-comité des services aux membres se voie confier la tâche d’apporter des clarifications au sujet du Code de conduite pour les membres du Conseil et fasse rapport au Comité des services organisationnels et du développement économique et au Conseil.

 

 

 

 

 

Documentation

 

1.   City Clerk’s report dated 9 November 2007 (ACS2007-CMR-CCB-0023).

 

2.   Extract of Draft Minute, 19 November 2007.

 


Report to/Rapport au :

 

Corporate Services and Economic Development Committee

Comité des services organisationnels et du développement économique

 

and Council / et au Conseil

 

9 November  2007 / le 9 novembre 2007

 

Submitted by/Soumis par : Pierre Pagé, City Clerk/Greffier municipal

 

Contact Person/Personne ressource : Leslie Donnelly, Deputy City Clerk

City Clerk’s Branch/Direction du greffe

(613) 580-2424 x28857,  Leslie.Donnelly@Ottawa.ca

 

CCity Wideity Wide / À l'échelle de la ville

Ref N°: ACS2007-CMR-CCB-0023

 

 

SUBJECT:

MEMBER SERVICES COMMITTEE

 

 

OBJET :

Comité des services aux membres

 

 

REPORT RECOMMENDATIONS

 

That the Corporate Services and Economic Development Committee recommend Council approve:

 

1.      The establishment of the Member Services Sub-committee with a panel of five (5) members of Council, a minimum of three (3) of which shall also be members of the Corporate Services and Economic Development Committee;

 

2.      That three (3) members of this panel shall form quorum for the Member Services Sub-committee;

 

3.      That the members of the Members Services Sub-committee be recommended at the November 20, 2007 meeting of the Corporate Services and Economic Development Committee for approval by City Council at its meeting on November 28, 2007; and

 

4.      That the Member Services Sub-committee be tasked with establishing clarity around a Code of Conduct for Members of Council; and report back to the Corporate Services and Economic Development Committee and Council.

 

 


RECOMMANDATIONS DU RAPPORT

 

Que le Comité des services organisationnels et du développement économique recommande au Conseil d’approuver ce qui suit :

 

1.      Que soit formé un sous-comité des services aux membres composé d’un groupe de cinq (5) membres du Conseil, dont au moins trois (3) devront aussi être membres du Comité des services organisationnels et du développement économique;

 

2.      Que trois (3) membres de ce groupe constituent le quorum pour les réunions du sous-comité des services aux membres;

 

3.      Que le nom des personnes devant faire partie du sous-comité des services aux membres fasse l’objet d’une recommandation à la réunion du 20 novembre 2007 du Comité des services organisationnels et du développement économique, pour approbation à la réunion du 28 novembre 2007 du Conseil municipal; et

 

4.      Que le sous-comité des services aux membres se voie confier la tâche d’apporter des clarifications au sujet du Code de conduite pour les membres du Conseil et fasse rapport au Comité des services organisationnels et du développement économique et au Conseil.

 

 

BACKGROUND

 

The former Member Services Committee was first established during the 2001-2003 term of Council under Section 80 of By-law 2002-247, the City’s Rules of Procedure by-law.  Section 80 set out the role of the Committee as follows:

 

80.              MEMBER SERVICES COMMITTEE

 

(1)        The Member Services Committee shall be composed of three members of Council.

 

(2)        The Member Services Committee has jurisdiction regarding:

 

(a)                the administration of the offices of the Councillors;

(b)               expenditures by Councillors;

(c)        entitlement of Councillors to City facilities and resources for the performance of their duties; and

(d)        personnel matters related to:

a)         the offices of the Councillors, or

b)         the performance by the Councillors of their duties.

 

(3)        The Member Services Committee shall meet at the call of its Chair in accordance with the notice provision in Section 79.

 

(4)        A decision of the Member Services Committee may be forwarded directly to Council but only upon written request of two members of Council.

 

In December 2003, City Council approved the 2003-2006 Council Governance Review, which recommended that, in the interest of accountability, public participation, and effective and efficient governance, the items addressed by the Member Services Committee become part of the mandate of the Corporate Services and Economic Development Committee.  It was further recommended that these items might be considered by a sub-committee of the Corporate Services and Economic Development Committee (i.e. the Member Services Sub-Committee).

 

In January 2005, the Corporate Services and Economic Development Committee approved a motion to establish the Member Services Sub-Committee as well as a Terms of Reference for the Sub-Committee.  The Corporate Services and Economic Development Committee also appointed four members to the Sub-Committee including Councillors R. Bloess, M. McRae, R. Chiarelli, and R. Jellet. 

 

 

DISCUSSION

 

With the post-election transition period complete, staff recommends that the Member Services Sub-committee be established in order to deal with a number of emerging administrative matters. 

 

Responsibilities

 

The Member Services Committee has traditionally met as required, and it is recommended that its Terms of Reference be based on what had been enshrined in a previous Procedure By-law, as indicated above.  Over the 2001-2003 term of Council, the Member Services Committee considered reports on the following issues:

·          Councillors’ Assistants – Job Evaluation Review

·          Telephone Systems and Fax Services

·          Councillors’ Assistants Severance Pay

·          Councillors’ Office Manual

·          Report of the Citizen’s Task Force on Ward Boundaries – Transitional Arrangements for Workload Support – Growth Wards

·          Naming of Councillors’ Boardrooms

 

It is anticipated that a new Members Services Sub-committee will deal with similar matters, including:

·          Elected Official office matters;

·          Involvement of Councillors in other Councillors’ wards; and

·          Staff policy matters.

 

In July 2007, City Council approved as part of its strategic directions, the following objective:

 

Establish clarity around conflict of interest and code of conduct policies for elected representatives.

 

Given that a Code of Conduct for Members of Council is closely linked with the mandate of the Member Services Committee, staff recommends that the Member Services Sub-committee be tasked to work with City staff to make recommendations to establish clarity around a code of conduct and report back to the Corporate Services and Economic Development Committee and Council.  With the establishment of the Member Services Sub-committee, this item will be placed on the agenda of a meeting early in the new year, where staff will be bringing forward a recommended process to examine the whole Code of Conduct issue for Committee’s consideration.

 

Meetings of the Member Services Sub-committee will be convened on an “as needed basis” with the agenda issued and notice provided as per the City ‘s Procedure By-law. 

 

Membership

 

At this point in time, it is appropriate and necessary to review the composition of the Member Services Sub-committee and that members be appointed to serve on the Sub-committee.

 

To facilitate the scheduling and completion of Member Services Committee business, and giving due consideration to the extent and nature of commitments of Council members, it is proposed that a group of five (5) members of Council be established from which to draw to serve on the Member Services Sub-committee and that three (3) of those must be members of the Corporate Services and Economic and Development Committee, which is mandated for the review, consideration and approval of issues relating to elected representatives and specifically their office and salary budgets and operation.  Quorum will, therefore, be three (3) members.

 

Upon publication of the Corporate Services and Economic Development Committee Agenda, staff will circulate a request for expressions of interest from Councillors regarding serving on the Members Services Sub-committee.

 

 

CONSULTATION

 

Given the administrative nature of the recommendations, no consultation was required for this report.

 

 

 

FINANCIAL IMPLICATIONS

 

All administrative costs associated with the Member Services Committee will be absorbed within the City Clerk’s budget.

 

 

SUPPORTING DOCUMENTATION

 

Document 1 – Member Services Committee Terms of Reference

 

 

DISPOSITION

 

Upon Committee approval, the City Clerk’s Office will organize the first meeting of the Member Services Committee in conjunction with the appointed members. 

 

 


DOCUMENT 1

 

TERMS OF REFERENCE FOR THE

MEMBER SERVICES SUB-COMMITTEE

 

of the

Corporate Services and Economic Development Committee

 

MANDATE

 

The Member Services Sub-committee of the Corporate Services and Economic Development Committee shall have an ongoing mandate that is related to and responsible for the review, consideration and approval of administrative issues with respect to elected representatives and their staff, Councillors’ office and salary budgets, and the overall operation of their offices.

 

 

MEMBERSHIP

 

Membership of the Member Services Sub-committee shall consist of three (3) members of the Corporate Services and Economic Development Committee, as approved by the Corporate Services and Economic Development Committee and two (2) members-at-large from City Council.  The Member Services Sub-committee will appoint its Chair at the beginning of each term of Council, or on an as required basis.  The Mayor shall be an ex officio member of the Sub-committee.

 

 

GENERAL RESPONSIBILITIES

 

The Member Services Sub-committee shall:

 

1.                 Be responsible directly to the Corporate Services and Economic Development Committee for those applicable items emanating from:

a)     the City Clerk’s Office;

b)     the offices of the Members of Council;

c)     all other Departments / Branches in the City of Ottawa having to do with matters pertaining to the responsibilities of this sub-committee.

 

2.         Have responsibility for the review, consideration and approval of administrative issues with respect to elected representatives and their staff, Councillors’ office and salary budgets, and the overall operation of their offices. 

 

3.         Review and recommend to the Corporate Services and Economic Development any applicable matters that require funding or human resources support above and beyond the Council-approved office and salary budgets for elected representatives.

 

4.         Review and recommend to the Corporate Services and Economic Development Committee revisions to the Member Services Sub-committee Terms of Reference, inclusive of membership, as required.

 

 

SPECIFIC RESPONSIBILITIES

 

The Member Services Sub-committee shall have final jurisdiction regarding:

 

a.   The administration of the offices of the Councillors;

b.   The expenditures incurred by Councillors;

c.   The entitlement of Councillors to City facilities and resources for the performance of their duties; and

d.   Personnel matters related to:

i.          the offices of the Councillors;

ii.                   the performance by the Councillors of their duties; and

iii.                  concerns pursuant to the City’s Hiring and Employment of Family Members Policy, as they may relate to Councillors or their staff.

 

 

AUTHORITY, DECISION-MAKING AND REPORTING RELATIONSHIP

 

By-law No. 2003-5892006-462, a by-law of the City of Ottawa to govern the proceedings of the Council and its Committees, shall govern the Member Services Sub-committee meetings and committee administration.

 

The Member Services Committee shall meet at the call of its Chair in accordance with the notice provision of above-noted Procedure By-law.  All Members of Council will receive meeting notices, agendas and meeting documentation for this Committee.  All Members of Council, and/ or their office staff, are permitted to attend meetings of the Committee.

 

A decision by the Member Services Sub-committee shall be forwarded to the Corporate Services and Economic Development Committee and Council for review, but only upon written referral of two Members of Council.

 

 



           

Corporate Services and Economic Development Committee

Report 17

28 november 2007

 

Comité des services organisationnels et du développement économique

rapport 17

le 28 novembre 2007

 

 

 

Extract of draft Minutes 18

19 november 2007

 

Extrait de l’ébauche du procès-verbal 18 – le 19 novembre 2007

 

 

MEMBER SERVICES COMMITTEE

COMITÉ DES SERVICES AUX MEMBRES

ACS2007-CMR-CCB-0023                               CITY-WIDE / À L'ÉCHELLE DE LA VILLE

 

Councillor McRae referenced the report recommendation for five (5) members, three (3) from the Corporate Services and Economic Development Committee (CSEDC) and two (2) at large.  She noted that seven (7) members of Council had expressed an interest in sitting on this Sub-committee, four (4) from the CSEDC and three (3) at large.  She inquired as to the possibility of appointing all seven (7) members.  She noted Councillor Jellett had prepared a motion to that effect and she expressed her support for it.  She felt that if seven members of Council were willing to give of their time to serve on the Committee, they should be allowed to do so.  She noted the interested members were Councillors Bloess, Chiarelli, Deans, El-Chantiry, Cullen, Feltmate and Leadman.  She believed this group provided a good balance. 

 

Although he understood the purpose of such a motion, Councillor Bloess felt less would be better in this case.  He noted that in the last two terms, this Sub-committee had very effective and efficient meetings and he feared that increasing membership to that extent would cause it to get bogged down.  Therefore, he indicated his preference was to support the staff report and approve five members.

 

Councillor Jellett acknowledged Councillor Bloess’ concerns and sought comments from staff with respect to whether or not a larger membership would cause the Sub-committee to become unwieldy.  Ms. L. Donnelly, Deputy City Clerk, indicated that because the Members Services Sub-committee was an adhoc committee, scheduling could be a challenge, though she submitted it was not impossible. 

 

Councillor Harder echoed Councillor Bloess’ concerns, noting that during the two previous terms of Council, Member Services Committee worked well.  She submitted this Committee was more about hearing from the respective Council members, that a smaller membership was better, and that any member of Council was welcome to attend meetings and speak to the Committee.  She referenced the Deputy Clerk’s comment about meetings being a challenge to schedule and she urged Committee to limit the membership.  

 

Councillor McRae applauded Councillor Jellett’s motion and indicated she had no problem increasing the membership to seven.  She noted that when Council appointment members to the Corporate Services and Economic Development Committee, a membership of nine was being recommended but because more Councillors wanted to sit on the Committee, its membership was expanded to 11.  She re-iterated her belief that the members who had expressed an interest in sitting on the Member Services Sub-committee represented a balance in terms of geographic representation, skills, experience and strengths and she was confident that, as a team, they would do a good job.

 

Councillor Jellett felt that if seven Councillors wanted to sit on the Sub-committee, they should be allowed to do so. 

 

Councillor El-Chantiry indicated that if there was consensus to approve an increase in membership, he would support it, but that if there was to be a discussion about eliminating some of the names from the list, he would recommend referring the matter to Council for a vote in order to be fair to Councillor who were not present to speak to the matter. 

 

At this juncture, Mayor O’Brien called for a vote on Councillor Jellett’s motion.

 

Moved by Councillor R. Jellett

 

That the Member Services Sub-committee consist of seven (7) members; four (4) members of the Corporate Services and Economic Development Committee and three (3) At-Large, and that the following membership be recommended to City Council:

 

Councillor Eli El-Chantiry (CSEDC member)

Councillor Rainer Bloess (CSEDC member)

Councillor Diane Deans (CSEDC member)

Councillor Rick Chiarelli (CSEDC member)

Councillor Christine Leadman

Councillor Alex Cullen

Councillor Peggy Feltmate

 

                                                                                                            CARRIED

 

Immediately following the vote, Councillor Bloess asked that his name be removed from the list. 

 

The Deputy City Clerk cautioned that because this was a Sub-committee of the CSEDC, a majority of its membership had to be members of the CSEDC.

 

In light of this intervention and the Committee’s vote, Mayor O’Brien suggested that the matter be resolved when the report was considered at Council.

 

That the Corporate Services and Economic Development Committee recommend Council approve:

 

1.         The establishment of the Member Services Sub-committee with a panel of seven (7) members of Council, a minimum of four (4) of which shall also be members of the Corporate Services and Economic Development Committee;

 

2.         That four (4) members of this panel shall form quorum for the Member Services Sub-committee;

 

3.         That the members of the Members Services Sub-committee be Councillors Eli El-Chantiry, Rainer Bloess, Diane Deans, Rick Chiarelli, Christine Leadman, Alex Cullen and Peggy Feltmate; and

 

4.         That the Member Services Sub-committee be tasked with establishing clarity around a Code of Conduct for Members of Council; and report back to the Corporate Services and Economic Development Committee and Council.

 

                                                                                                            CARRIED as amended