May 5, 1998

 To:Corporate Services Committee

From:City Clerk

Subject:Resolution Policy

Purpose:

To establish a protocol to advise Members of Council and staff electronically of the receipt of resolutions from other municipal councils and responses to decisions of Toronto City Council, and other general correspondence.

Recommendations:

It is recommended that:

(1)Council recognize the Federation of Canadian Municipalities (FCM) and/or the Association of Municipalities of Ontario (AMO) as the appropriate forums for municipalities to present resolutions for endorsement; and

(2)Council approve the policy and process pertaining to Council resolutions, resolutions received from other municipalities, responses to decisions of Council, and other general correspondence, set out in Appendix AA@.

Background:

The Chief Administrative Officer requested the City Clerk to propose an appropriate policy and process with respect to the receipt of resolutions from other municipal councils.

Discussion:

Traditionally, municipalities adopt resolutions and then seek the support of other municipalities for such resolutions.

The Federation of Canadian Municipalities or the Association of Municipalities of Ontario, as appropriate, is also usually notified.

As a matter of policy, many municipalities now automatically forward resolutions they receive to the Federation of Canadian Municipalities or the Association of Municipalities of Ontario. The role of FCM and AMO in providing an important forum for the discussion of common municipal concerns and for representing municipal interests at the federal and provincial levels is acknowledged by these municipalities and should be by this Council.

The policy set out in Appendix AA@ closely mirrors policies of the former Toronto area municipalities.

Conclusions:

Given the evolving workload of Committees and Council and the need to deal with matters expediently, effectively and economically without bogging down in correspondence, it is appropriate to implement a policy and process.

This report recommends that Council recognize the Federation of Canadian Municipalities and the Association of Municipalities of Ontario as the appropriate forums for municipalities across Ontario and Canada to submit resolutions for endorsement. This is consistent with the increasingly common practice of municipalities not to consider resolutions or simply refer resolutions to the Federation of Canadian Municipalities and/or the Association of Municipalities of Ontario. The policy proposed addresses Council=s concern over the types of matters coming before it, and allows us to streamline and reduce paper flow at Committee and Council meetings.

 Contact Name:

 Ralph Walton,

Interim Lead - Secretariat

392-8670.

City Clerk

Appendix AA@

Resolution Policy and Process.

 (A)Resolutions from other Municipalities:

(1)Members of Council, the Chief Administrative Officer and Heads of Departments and Divisions will be provided electronically, by the City Clerk on a bi-weekly basis, with a summary of any resolutions received. Interested Members or Executives can then obtain a copy of the resolution, and, if it is deemed necessary, request the appropriate Standing Committee, in writing and within ten business days of receipt of the resolution, to give consideration to it.

(2)If no request is received by the City Clerk after ten business days, the City Clerk would advise the municipality originating the resolution that all Members of Council have been advised of the resolution. Where appropriate, the City Clerk would provide the municipality with information on Council=s current position on the matter.

(B)Resolutions from City Council:

Unless specifically instructed by Council, resolutions from City Council seeking general endorsement from municipalities will only be sent to the Federation of Canadian Municipalities, and/or the Association of Municipalities of Ontario, for endorsement.

(C)Acknowledgement from other Municipalities, other Levels of Government, Citizens, Public or Private Organizations, Pertaining to Clauses or Resolutions adopted by Council:

(1)Comments or responses received from other municipalities, requested by the City, will automatically be forwarded to the appropriate staff, Standing Committee or Council, for consideration.

(2)Members of Council and appropriate Heads of Departments will be provided, electronically by the City Clerk on a bi-weekly basis, with a summary of all other acknowledgements (responses) received. A copy of the acknowledgement will be provided, upon request.

(D)General Correspondence:

(1)Any correspondence that pertains to a subject matter that is currently under review by the City will automatically be forwarded to the appropriate Standing Committee; Special Committee; Agency, Board or Commission or Council for consideration.  (2)Other Correspondence or newsletters from the public or other organizations for the attention, or for the information of Members of Council in general, will be summarized and distributed electronically to Members of Council and the Chief Administrative Officer and Department and Division Heads, where appropriate. Interested Members may request a hard copy of the correspondence from City Clerk=s if and when required.