June 22, 1998

   TO:Striking Committee

 FROM:City Clerk

 SUBJECT:STANDING COMMITTEE MEMBERSHIPS

 Purpose:

 This report responds to Council's request for a report on the distribution of Standing Committee memberships in light of the addition of the Economic Development Committee and Council's direction that each Member of Council sit on one Standing Committee only. Two options to implement the revised memberships are submitted for the consideration of the Striking Committee.

 This report also includes the results of a recent survey of Members of Council who wish to be considered for appointment to the Economic Development Committee and proposes a schedule of meetings for the Economic Development Committee for the balance of 1998.

 Funding Sources, Financial Implications and Impact Statement:

 Not applicable.

 Recommendations:

 It is recommended that:

 (1)in accordance with Council's direction that each Member of Council sit on one Standing Committee only, the membership of each of the six Standing Committees be no less than 9, and not more than 10, plus the Mayor, ex-officio;

 (2)the Striking Committee recommend to Council one of the following options in order to implement the revised Standing Committee memberships:

 Option A:

 (i)The revised memberships be effective the next round of appointments in May 1999;

   (ii)in accordance with Council's direction, the Striking Committee give consideration to Members' preferences listed in Schedule 1 and recommend to Council the appointment of 10 Members of Council to the Economic Development Committee; and

 (iii)Members of Council who are appointed to the Economic Development Committee also retain their existing Standing Committee memberships until the current 18-month term of office expires in May 1999;

 Option B:

 (i)The revised memberships be implemented as soon as they are approved by Council; and

 (ii)the City Clerk be requested to canvass all Members of Council for their Standing Committee preferences based on the revised memberships and report thereon to the Striking Committee;

 (3)the proposed schedule of meetings for the Economic Development Committee for 1998 be approved, as indicated in Schedule 2, on the understanding that should Option B be chosen, the proposed schedule will be adjusted to commence once the revised memberships of each of the Standing Committees have been implemented;

 (4)the City Clerk be requested to review the schedule of meetings for Standing Committees and Council and report thereon to the Corporate Services Committee prior to implementation of the 1999 schedule of meetings;

 (5)leave be granted for the introduction of any necessary bills in Council to give effect thereto; and

 (6)the appropriate City Officials be authorized and directed to take any necessary action to give effect thereto.

 Council Reference/Background/History:

 City Council at its meeting held on May 13 and 14, 1998, established an Economic Development Committee composed of 10 City Councillors, plus the Mayor, ex-officio.

 City Council also directed that Option 2 of the City Clerk's survey indicating that each Member of Council will belong to only one Standing Committee be included, and the City Clerk be requested to submit a report to the Striking Committee outlining any necessary amendments that would be required to the Council Procedural By-law to reduce the membership of the Standing Committees in order to give effect thereto.

 Survey of City Councillors:

 In an effort to facilitate the establishment of the Economic Development Committee, the City Clerk sent a communication dated May 5, 1998, to all Members of Council seeking their preferences for appointment to the Committee, together with their preferences on various implementation options. The results of the survey are included in Schedule 1.

 A total of 39 Councillors responded to the Clerk's survey on membership options. Of those who responded, 21 prefer to see Members who serve on the Economic Development Committee continue to also serve on their existing Standing Committees, and 17 prefer to see Members serve on one Standing Committee only. One member who responded did not choose any of the membership options.

 A total of 23 Councillors have indicated an interest in serving on the Economic Development Committee. Of these 23 Councillors, 10 wish to retain their existing Standing Committee membership in addition to the Economic Development Committee, and 13 prefer to sit on the Economic Development Committee only.

 Comments and/or Discussion and/or Justification:

 Membership Options:

 There are currently five Standing Committees of Council, i.e. Urban Environment and Development Committee, Community and Neighbourhood Services Committee, Emergency and Protective Services Committee, Corporate Services Committee and Works and Utilities Committee.

 Under the current Procedural By-law, each Councillor sits on one Standing Committee, and each Standing Committee consists of 11 members, plus the Mayor, ex-officio, except for the Corporate Services Committee which consists of 12 Members, plus the Mayor, ex-officio.

 In addition, City Council on May 13 and 14, 1998, by its adoption, as amended, of Clause No. 2 of Report No. 6 of The Special Committee to Review the Final Report of the Toronto Transition Team, headed "Organization of the Licensing Commission", approved the appointment of the current Mayor's designate on the Toronto Licensing Commission as an ex-officio member of the Emergency and Protective Services Committee.

 With the addition of the Economic Development Committee, and to comply with Council's direction that each Councillor sit on one Standing Committee only with the exception noted above, the membership of each Standing Committee must be adjusted.

 In order to give Council more flexibility in allocating Committee memberships and to better accommodate the preferences of Members of Council, it is recommended that the membership of each Standing Committee, including the Economic Development Committee, be set at no less than 9, and not more than 10, plus the Mayor, ex-officio.

  Implementation Options:

 Option A:

 Under this option, the revised membership of each Standing Committee will only be effective the next round of appointments in May 1999.

 As directed by Council, the Striking Committee will recommend to Council the appointment of 10 Members of Council to the Economic Development Committee.

 Members of Council appointed by Council to the Economic Development Committee will also retain their current Standing Committee memberships until their 18-month term of office expires in May 1999.

 This Option recognizes that a number of Council Members, under their existing Standing Committee memberships, have also taken memberships on task forces, sub-committees, agencies, boards and commissions which report directly to the Standing Committee. Any changes in memberships at this time may necessitate changes in the membership links that have already been established by Council.

 In addition, many Members have also gained experience and expertise relevant to their Standing Committees. Members of the public are also familiar with the memberships that are already in place. It would be beneficial to continue the experience and expertise on the Standing Committees.

 Option B:

 Under this option, the revised membership of each Standing Committee will be implemented as soon as they are approved by Council. Given the expanded Standing Committee structure and the reduced membership of each Standing Committee, it will be necessary to canvass Members of Council to seek their Committee preferences.

 This option gives every Member of Council an opportunity to reconsider their Committee preferences based on the revised structure and membership. Council will have to conduct another full-scale appointment process, and reconsider all Standing Committee appointments and membership links to task forces, agencies, boards and commissions.

 Schedule of Meetings:

 Of the responses received, there is an overwhelming support by Members to have the Economic Development Committee meet every four weeks, and the day of meeting be selected from those days that are not currently used by City Council, Community Councils or Standing Committees in the existing schedule of meetings.

 Given the meeting schedule and the schedules of the City's major Agencies, Boards and Commissions, it is recommended that the Economic Development Committee meet on the Monday before the meeting of the Strategic Policy and Priorities Committee. The attached schedule of meetings for the Economic Development Committee for the balance of 1998 has been prepared based on the limited days available in the schedule.

Should Council choose Option B, this proposed schedule will need to be adjusted to commence once the revised memberships of the Standing Committees have been implemented and the Members chosen for the Economic Development Committee.

 A complete review of the schedule of meetings of all Standing Committees and Council will be undertaken by the City Clerk and reported on prior to implementation of the 1999 schedule.

 Conclusions:

 This report recommends a revised membership for each Standing Committee and proposes a schedule of meetings in order to accommodate the newly established Economic Development Committee. Two options to implement the revised Standing Committee memberships have been submitted for the consideration of the Striking Committee.

 In summary, Option A allows Council to put into effect immediately the newly established Economic Development Committee. Members appointed to this Committee will retain their other existing memberships until the expiry of the current 18-month term of office. No change is necessary to other appointments already made by Council in January 1998.

 Option B calls for the implementation of the reduced memberships for the existing Standing Committees as soon as they are approved by Council. It will require another full-scale appointment process at this time in order to allow Members of Council an opportunity to submit their preferences under the revised memberships.

 Novina Wong

City Clerk