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CITY OF

CITY COUNCIL COMMITTEES

PURPOSE

CC46 ncv-September 3, 20 1 9

2023

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l. l The Council of the City of Lethbridge has a broad mandate to provide godd government, develop and maintain a safe and viable community, and to supply desirable and/or necessary services to the community.

1.2 The purpose of this policy is to define the circumstances for the establishment of City Council Committees, as well as, the appointment of City Council members and citizens. The creation, amendment and dissolution of committees and appointments to committees shall be conducted in a fair and equitable manner and in accordance with applicable legislation and procedures.

PERSONS AFFECTED

2.1 City Council/ Administration/Citizens/Committees

POLICY STATEMENT

3.1 The purpose of this policy is to provide the framework and guidelines, regulations for City Council to establish City Council committees to define the procedures and conduct, to establish the membership of committees and appointments. City Council has the authority under the Municipal Government Act to establish committees and to participate with other persons or organizations.

3.2 City Council supports and acknowledges the value of committees. Committees may carry out specific duties and/or responsibilities or act as a source of information and/or advice.

3.3 Council Committees shall be established by City Council bylaw or resolution, whether mandated by legislation or by need.

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3.4Committees shall be of six types: 4.1 Terms of Reference are to be established by City Council resolution and/or

bylaw before the Committee is operational, including at a minimum: 1. Committee of the Whole - ongoing committee established by City

Council consisting of the entire City Council membership for a specific purpose

2. Standing - ongoing committee established by City Council that shall continue in force until terminated by a City Council resolution

3. Special Purpose - a committee, board, or commission which is established under the legislated powers of the City but has their own constitution or bylaws, current ones being Galt Museum & Archives, Library, and Regional Police Commission

4. Ad Hoc - short term committee which is specific in purpose and has a clearly defined life span

5. joint - a committee that is created through agreement with one or more other bodies.

6. External - a committee not established by City Council but to which City Council members and/or citizens may be appointed by City Council

General 4.1 Terms of Reference are to be established by City Council resolution and/or

bylaw before the Committee is operational, including at a minimum: 1. Name 2. Statement of purpose 3. Composition and appointments (voting members and non voting

members) 4. Process and/or designation of Chair and Vice-Chair 5. Term of appointment (appointments should be staggered where

possible in order to maintain a Committee's organizational memory and continuity)

6. Duties and responsibilities 7. Quorum 8. Required resources (financial and/or staff) 9. Annual objectives of the committee

1 0. The reporting , review and evaluation dates and processes for the committee

4.2 All committee meetings are considered to be public unless specifically exempted by the Municipal Government Act or the enacting Bylaw.

4.3 Committees shall give a minimum of 24 hours' notice of a meeting to the members and to the public.

4.4Appointed committee members are expected to adhere to applicable corporate policies.

4.5 City Council member appointments to Committees shall be: 1. Made annually at the Organizational Meeting of City Council 2. Terminated immediately if the member ceases to be a member of City

Council

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4.6 Citizen appointments to Committees: 1. Shall be by resolution of City Council stating the length of the

appointment 2. May be renewed or ratified at the end of the term providing that they

have not exceeded the maximum allowed. Members that are expiring but eligible to serve another term must reapply and complete the application form

3. Will be considered at the Organizational Meeting of City Council 4. Members resigning mid-term will be replaced in accordance with the

procedures identified in this policy. These appointments are to be approved at a regular meeting of City Council

5. Appointed for a maximum of six consecutive years. 6. City Council may on a two-thirds vote, reappoint a person on a

committee to which they have served for the preceding six consecutive years if City Council in its sole discretion determines that extraordinary conditions warrant such an appointment

7. Appointment of selected applicants, both public members and Members of Council, to the Police Commission, are subject to a Police Information Check

8. Personal information collected during the application process is collected pursuant to the Freedom of Information and Protection of Privacy Act and will be used to conduct the appointment process and, in the case of an individual's appointment, in carrying out Committee business.

4.7 Citizen appointments shall be residents of the City of Leth bridge . Appointees can only serve on one committee at a time.

4.8A member is disqualified from the Committee if the member has three consecutive unexcused absences from regular meetings.

4.9A majority of the voting members appointed to a Committee shall constitute a quorum unless the Bylaw or resolution establishing such body specifies differently.

4.10 Meetings of Committees may be called by the Chair whenever it is considered necessary to do so in accordance with Section 4.3.

4.11 A majority of the Members of the Committee may by written request require the Chair to call a Meeting and it shall be the duty of the Chair, or in their absence, the duty of the Vice-Chair, to call such Meeting.

4.12 City Councillors will not normally participate in subcommittee activities but may do so at their discretion

4.1 3 Members of the City Council may attend Meetings of Committees of which they are not Members, but shall not take part in any discussion or debate in such Committee Meeting, except by permission of a majority of the Members of the Committee present. This right does not extend to Special Purpose, Joint, or External Committees.

4.14 A record shall be kept of all Meetings. 4.1 5 Joint and External Committees may vary from these rules provided the

terms they operate under are specified in the Agreement or Terms of Reference.

4.16 Unless otherwise provided in a higher governing authority, Chairs and Vice Chairs will be elected at the first meeting by the membership.

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4.1 7 Applicants may apply for up to two Committees in order of preference.

TYPES OF COMMITTEES

Committee of the Whole 5.1 Shall consist of all members of City Council with the Chair being the Deputy

Mayor 5.2 Shall include:

l. Finance Committee - which is established to review the budget and financial matters

2. Community Issues Committee - which is an information gathering Committee relating to community issues, actively involving citizens, community organizations and businesses on issues that affect them

Standing 6.1 Shall meet on a regular basis and carry out their assigned duties and

responsibilities in a manner that is consistent with the goals, objectives, and principles of the City

6.2 May be disbanded by City Council Resolution or rescinding of the Bylaw 6.3 Quasi-judicial Standing Committees may also have the power to make

decisions

Special Purpose 7.1 Shall have a Bylaw outlining its goals, objectives, and composition of the

governing body 7.2 Shall be independent from City Council, but act within the City's policy

framework 7.3 May have members of City Council serving on the Committee 7.4Purpose of the appointed City Council members is to act as a representative

of City Council

Ad Hoc 8.1 Shall be established as the need arises 8.2 Shall have a sunset clause described in the Terms of Reference 8.3 Shall cease to exist when their mandate is completed and have provided City

Council with a final report 8.4 Purpose of the appointed City Council members is to act as a representative

of City Council

joint 9.1 Shall be established through a written agreement 9.2 Participation is at the discretion of City Council 9.3 Council may choose to delegate the responsibility of membership to

Administration 9.4 Council does not approve the Terms of Reference unless required by

agreement 9.5 Purpose is to act as a representative of City Council and act as a liaison

between the Committee and City Council

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External 10.1 Composition, appointment, and dissolution of the Committee is by another

body 10.2 Council membership is not required by legislation 10.3 Participation is at the discretion of City Council 10.4 Council may choose to delegate the responsibility of membership to

Administration 1 0.5 Council does not approve the Terms of Reference unless required by

agreement 1 0.6 Purpose is to act as a representative of City Council and act as a liaison

between the Committee and City Council

RESPONSIBILITIES

City Council to: 11 .1 Create, amend, and dissolve Committees as required 11.2 Approve bylaws and/or terms of reference for all Committees 11.3 For each Committee, review all applications in panels of three consisting of

two Members of Council (preferably those that serve on the Committee of the applications being reviewed) and the Chair from each respective Committee, interview (if required) all or shortlisted applicants and recommend selected applicants to Council. If the Chair is a Member of Council or unable to attend then the Vice Chair. If the Vice Chair is a Member of Council or unable to attend then a member of the Committee

11.4 Appoint members to Committees as required 11.5 Ratify the appointment of agency representatives recommended for

appointment to Committees for a term to be determined by Council 11 .6 Determine the role and extent of City Council membership on external

committees 11.7 Consider the creation of ad hoc committees to address specific issues 11 .8 Recognize and appreciate the efforts of the members appointed by City

Council

City Clerk's Office to: 12.1 Coordinate the appointment of individuals to committees 12.2 Develop and communicate the process to appoint individuals to

committees 12.3 Maintain City Council membership records 12.4 Prepare letters to all applicants from the Mayor and communicate the

status of appointments to the agencies, applicants, Board Chairs and resource staff including respective policies, TOR, skills matrix, orientation and training session information, and resource contact information

12.5 Communicate with the Chairs to receive membership feedback and updated skills matrices each year on behalf of Council

12.6 Conduct an annual recruitment and advertising campaign seeking applicants interested in being appointed to Committees with public member vacancies

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12.7 Communicate with members that are expiring but eligible to serve another term ('renewals'), just prior to the campaign advising to reapply if interested in serving another term

12.8 Provide sorted applications without names to respective panels for review 12.9 Provide support and facilitate all duties in relation to preparation and

distribution of applications to the panels and prepare reports to Council from the panels with recommendations of the selected applicants

12.10 Assist with the drafting of new or amended Terms of Reference 12.11 Provide orientation and training for chairs, members and resource staff 12.12 Support the Committees with guidance on governance matters, procedure

and reporting to Council 12.1 3 City Clerk or designate shall attend all meetings of the Committee and

record the Minutes and reports 12.14 Organize an annual Committee Day at a Community Issues Committee

Meeting for all Committees to present to Council

Committees to: 13.1 Carry out their responsibilities in a manner, which is consistent with the

goals, objectives and principles of the Committee as defined in the Terms of Reference

13.2 Report on a regular basis to City Council on the activities of the City Committees, as required, and annually on Committee Day

13.3 Participate in the recruitment of members by completing a skills matrix and updating it annually

13.4 Recommend the dissolution of the Committee when the mandate is fulfilled

Committee Chairs to: 14.1 Preside at every meeting and vote on all questions submitted 14.2Chair meetings in accordance with the Procedure Bylaw 14.3 Participate in the recruitment and appointment process 14.4Participate in succession planning 14.5Manage the performance evaluation of Public Members 14.6Speak on behalf of a Committee when required by Council 14.7Coordinate with the City Clerk's Office for additional orientation and

training of Members 14.8Notify the City Clerk's Office in writing of a mid-term vacancy and advise if

a replacement member is required 14.9Any other duties as directed by Council

PROCEDURES 1 5.1 Creation of a new committee may be triggered by the following: Shall

include: 1. Legislated requirement or provincial mandate 2. Community projects or issues 3. Administrative requirement

15.2 When City Council determines a new committee is required, the Administration shall prepare draft Terms of Reference for consideration of City Council

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15.3 Revisions to Terms of Reference requires City Council approval and may be determined as a result of:

l. New issues or changing priorities 2. Staff recommendations 3. New or amended legislation 4. Potential to modify existing Committee instead of creating a new one 5. New term of City Council

16. l A recommendation for the dissolution of a Committee may be initiated by City Council, the Committee, or Administration. Upon completion of its mandate a recommendation for dissolution of the committee shall be submitted for City Council's approval. The following issues may trigger the dissolution or completion of a committee:

l. Completion of mandate 2. Merger with another committee 3. Annual review process

REFERENCES • Procedure Bylaw

REVISION HISTORY • November 13, 2012: New Document (City Council Committees) • April 24, 2017: Added requirement for citizens to be residents of the City of

Lethbridge and can only serve on one committee at a time • September 3, 2019: Process for selection of candidates expanded; role of

Committee Chair itemized

Purpose Persons Affected Policy Statement General Rules Types of Committees

Table of Contents

• Committee of the Whole • Standing • Special Purpose • Ad Hoc • Joint • External

Responsibilities • City Council • City Clerk's Office • Committees • Committee Chairs

Procedures References Revision History

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