September 1, 1998
To:Board of Health
From:Dr. Sheela V. Basrur, Medical Officer of Health
Subject:Selection Process for Appointing Citizen Members to the Board of Health
Purpose:
This report is intended to set in motion a process for selecting citizen members to the Board of Health in accordance with
City Council's directive.
Source of Funds:
Not applicable unless the outreach process is determined to include placing advertisements in daily, community and ethnic
newspapers.
Recommendation:
It is recommended that:
(1)the Board of Health establish a Nominating Sub-Committee with an expanded mandate to include the selection of one
elected school board representative in addition to the selection of six citizen members and presentation of a slate of names
to the Board of Health and subsequent transmittal to the City of Toronto's Nominating Committee and thereon to City
Council for appointment;
(2)three members of the Board of Health be appointed to the Nominating Sub-Committee; and
(3)the Suggested Nominating Process appended to this report be forwarded to the first meeting of the Nominating
Sub-Committee for consideration.
Background:
City Council, at its meeting on July 29, 30 and 31, 1998 (Clause 3 Report 10 of the Committee to Review the Final Report
of the Toronto Transition Team refers) adopted the Board of Health's recommendation that the Board establish a
sub-committee with a mandate to screen citizen applicants and nominate a slate of citizen appointees to the Board of Health
and thereon to the Nominating Committee and City Council for appointment.
In addition, City Council, on July 29, 30 and 31, 1998 (Clause 3 of Report No. 10 of the Board of Health refers) adopted
the Board's recommendation that Council representation on the Board of Health be reduced to six members and that the
remaining Board composition consist of one elected school board representative and six citizen members, to a total
membership of 13.
Comments:
As Council has authorized the Board of Health to conduct its own nominating process and select six citizen members, it is
necessary to begin the nominating process immediately to enable the six citizen members to be in place for the Board's first
or second meeting in 1999.
In order to begin the process, it is recommended that the Board of Health establish a Nominating Sub-committee with an
expanded mandate to include the selection of one elected school board representative. I am suggesting the Sub-Committee
consist of three members of the Board of Health, and if any of these three members are citizen members then only those
citizen members who do not intend to apply for future appointment to the Board of Health be appointed to this
sub-committee.
Attached is a suggested Selection Process which outlines an outreach process to invite applications, a process for
conducting the nominating process and a suggested time frame. This process is modelled on the present City of Toronto's
Nominating Process.
Contact Name:
Christine Archibald, Interim Contact, Board of Health
Ph: 392-7039
Fax: 392-1879
E-mail: carchiba@city.toronto.on.ca
Dr. Sheela V. Basrur
Medical Officer of Health
SUGGESTED PROCESS FOR CONDUCTING THE SELECTION PROCESS OF CITIZEN MEMBERS OF THE
BOARD OF HEALTH VIA THE NOMINATING SUB-COMMITTEE OF THE BOARD OF HEALTH
Established:
By City Council at its meeting on July 29, 30, and 31, 1998 Clause 3 of Report 10 of the Special Committee to Review the
Final Report of the Toronto Transition Team entitled "Selection process for Appointing citizen Members to the current
Board of Health".
Membership:
To be determined (at Board's September 15, 1998 meeting)
Mandate:
To screen citizen applicants for membership on the Board of Health and nominate a slate of citizen appointees for
presentation to the City of Toronto's Nominating Committee and thereon to City Council.
Selection Process:
Outreach
The following Outreach Strategy will be implemented to inform citizens of available positions on the Board (see June 15,
1998 report from the Medical Officer of Health:
(a)a "Notice to Potential Board Members" will be sent to:
- all former members of Boards of Health in the former six municipalities
- members of all advisory committees to former Boards of Health and health units
- agencies and committees, including ethno-racial alliances, connected to all former Boards of Health and health units
(b)the "Notice", will also be:
- posted on the City of Toronto website
- issued over the wire service in the form of a press release
- posted on all City facilities
- posted in all public libraries
(c)advertisements and notices will be placed by the Nominating Committee in newspapers if feasible;
(d)people who have expressed an interest in becoming a member of the Board of Health will be notified
Process
The "Notice" will include the following:
- number of positions available
- background on the Board of Health
- term of appointment
- number of meetings per year - time commitment
- residency requirement
- importance of attending an Information Seminar
Citizen Selection Criteria - potential members should demonstrate the following:
- a reflection of the demographic profile of the City, including gender balance, ability in languages other than English,
populations representing ethno-racial and/or cultural groups, disability, sexual orientation
- an interest and/or background in issues affecting municipal public health programs and services
- an interest and/or skills in planning and policy development leading to a comprehensive municipal public health agenda
that meets local community needs
- experience in organizational activities, such as committees, non-profit groups, voluntary societies, occupational
associations
- skills in leadership and management and/or experience in administration and budget development
- demonstrated skills in conflict management, negotiation and mediation
- ability to make a commitment to monthly involvement in Board of Health meetings and related committee or other
activities
Information Seminar
- An Information Seminar will be arranged approximately 2-3 weeks after the "Notices" have been mailed and posted. This
Seminar will be held in Metro Hall and will consist of a presentation by Dr. Sheela Basrur and Councillor John Filion who
will outline the anticipated responsibilities and expectations of a member of the Board of Health, the type of member they
would like to attract, the time constraints, term of appointment, requirements for application - eg: mandatory attendance at
this Seminar; date of application receipt; nominating process; shortlisting; interviewing.
- After these brief presentations, questions from the audience are invited. At the conclusion of the Seminar, those attendees
who are still interested in applying will then be given an application form. This will be the only opportunity to receive
application forms and attendance at these Seminars will be mandatory.
Nominating Sub-Committee process
- As there are likely to be a large number of applications, it is suggested that the Nominating Sub-Committee hold a
shortlisting meeting. The members will have received a copy of each application and attachments in advance of the
meeting, and will meet to shortlist the applications. This meeting will be conducted in-camera.
- Each shortlisted applicant will then be invited to an interview conducted by members of the Nominating Sub-Committee.
- At the conclusion of the interviews, the Nominating Committee will be formally, as a Committee, meet to consider the
applications and select six persons.
- This slate will then be forwarded to the next meeting of the Board of Health for approval and then sent to the Nominating
Committee and thereafter to City Council for appointment.
Timeframe
The process could be completed by the end of the year and citizen members could be in place for the first meeting or 2nd
meeting of 1999. The following is a suggested schedule and is subject to confirmation of Committee Members schedules,
room availability and scheduling of City of Toronto's Nominating Committee meeting:
- September 15, 1998 Identification of members of Nominating Sub-Committee at Board of Health's September 15, 1998
meeting
- Week of September 21, 1998First meeting of Nominating Sub-Committee to review and approve selection process
- Week of September 28, 1998Outreach commences
- Week of October 19, 1998Information Seminar
- Week of November 2, 1998Deadline within this week identified for receiving application Sub-Committee members
- Week of November 9, 1998Shortlisting meeting
- Week of November 23, 1998Interviews and selection of slate
- December 8, 1998Board of Health meeting
- To be determinedNominating Committee Meeting
- Approval by City CouncilDecember 1998, or January 1999 - dependent upon Nominating Committee Meeting
