February 9, 1998

To: Special Committee to Review the Final Report of the Toronto Transition Team

From: Councillor David Miller

Chairman, Special Committee

Subject: Workshop on Community Councils= Roles and Responsibilities

Purpose:

This report outlines a number of activities designed to assist the Special Committee in its review of the roles and responsibilities of the Community Councils.

Funding Sources, Financial Implications and Impact Statement:

The activities described in this report will be accommodated within existing budget allocations.

Recommendations:

It is recommended that the Special Committee receive this report for information.

Council Reference/Background/History:

On January 28, 1998 the Special Committee adopted my report on the ASpecial Committee=s Priorities and Workplan.@ The workplan proposes that the Special Committee begin to consider the roles and responsibilities of Community Councils at its meeting on February 26, 1998.

Comments and/or Discussion and/or Justification:

Ever since the passage of the ACity of Toronto Act, 1997@ in April 1997, there has been considerable public interest in and debate about the role that the Community Councils should play in the City of Toronto=s governance structure. This debate was reflected at the first meeting of the new City Council during consideration of the Transition Team=s Final Report and the Procedural By-law and again at the January meetings of the Community Councils themselves.

The range of opinions articulated throughout the debate signals the complexity of determining the Community Councils= roles and responsibilities and requires an appreciation of:

$ the opportunities and limits provided in the legislation;

$ the principles that guide the balance between centralization and decentralization in municipal government decision-making;

$ the availability of options to facilitate public access to City government and ensure government sensitivity and responsiveness to the needs of Toronto=s diverse communities; and

$ the logistics of managing Council=s work load.

Because of the complexity of this issue, staff will benefit from a discussion with Members of the Special Committee. Consideration of the matter by the Special Committee will be aided, too, if Members of the Committee share a common understanding of the issues, opportunities and constraints. Therefore, I have requested staff to organize a workshop for Members of the Special Committee and the Chairs of the Community Councils prior to the Special Committee=s meeting on February 26^th. The session will enable us to explore the legislative parameters and to discuss with staff the practicalities of making the Community Councils function as meaningful and effective parts of the City=s governance structure. The content of the workshop is being prepared by a cross-section of staff representing the Corporate Policy, Planning, Building and By-Law Enforcement, Transportation, Parks and Recreation and Legal functional areas. A draft outline of the workshop is appended to this report.

Staff are currently attempting to establish a date and time for the workshop. I appreciate how full Councillors= schedules are but would urge Members of the Special Committee to regard this event as a priority.

In addition, because of the level of public interest in the issue, the Special Committee will want to benefit from public input before it draws its conclusions. Therefore, it is my expectation that, following the workshop, staff will prepare a draft discussion paper on the roles and responsibilities of Community Councils for review and discussion at the Special Committee=s meeting on February 26, 1998. That discussion paper, incorporating any changes that the Committee makes to it, will be distributed and members of the public will be provided with the opportunity to comment on it through public meetings in the community and deputations to the Special Committee before the Committee forwards its recommendations to Council.

Conclusions:

Council has directed the Special Committee to report on the roles and responsibilities of Community Councils to the March 4^th meeting of Council. Given the process outlined above, the March 4^th Council meeting will receive the results of the first part of this process, the draft discussion paper. A further report will proceed to Council after the consultations. It is essential that the Special Committee take the time to understand the potential of Community Councils and also receive public input before making its recommendations to Council. The workshop and public consultation described in this report will help the Special Committee reach informed conclusions.

Councillor David Miller

Appendix

Draft Outline B Workshop on Community Councils= Roles and Responsibilities

Participants:

$ Members of the Special Committee to Review the Final Report of the Toronto Transition Team;

$ Chairs of Community Councils will be invited to participate;

$ All Members of Council will be advised of the time and location;

$ CAO and senior staff;

$ Staff working group on Community Councils.

Objectives:

$ to facilitate a common understanding of the issues, opportunities and constraints regarding the roles and responsibilities of Community Councils;

$ to facilitate an open dialogue between Councillors and senior staff;

$ to equip Councillors for informed discussion at the Special Committee.

Format and Content:

The workshop will be:

$ a think tank designed to help the Special Committee Members:

- develop a clearer understanding of the legislative framework;

- develop common language and reference points;

- discuss key issues related to the role and responsibilities of Community Councils, including functions already assigned, potential additional functions and the relationship of Community Councils to the rest of the City=s governance structure;

$ a high level discussion directed at policy rather than operational issues, although operational examples might provide useful illustrations.

Possible Key Program Components:

$ presentation on the legislative framework for Community Councils (defining the Astatutory box@);

$ presentation on principles related to Community Councils;

$ workshop discussion among Councillors and senior staff focussing on:

- maximizing effectiveness of currently assigned functions;

- potential for expansion of roles and responsibilities within the existing Astatutory box;@

- expansion beyond the Astatutory box..@