(City Council at its Special Meeting on April 28 and May 1, 1998, deferred consideration of this Clause to the next regular meeting of Council to be held on May 13, 1998.)

(City Council on April 16, 1998, deferred consideration of this Clause to the Special Meeting of Council to be held on Tuesday, April 28, 1998.)

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

(1) the adoption of the report (March 27, 1998) from the Chief Administrative Officer, subject to striking out the Recommendations embodied therein and inserting in lieu thereof the following:

"It is recommended that:

(i) the Committee be named the Economic Development Committee;

(ii) the Economic Development Committee be composed of 9 Members of Council plus the Mayor, ex-officio; and that the City Clerk be requested to canvass Members of Council to determine their interest in sitting on the proposed Economic Development Committee; and report thereon to the Striking Committee respecting the membership of the aforementioned Committee;

(iii) the membership of the Strategic Policies and Priorities Committee be expanded to include the Chair of the Economic Development Committee;

(vi) the City Clerk be requested to report to the Special Committee on strategies to resolve the implementation issues related to establishing the membership and meeting schedule for the Economic Development Committee; and

(v) the appropriate officials be authorized to take the necessary action to give effect thereto;";

(2) that the mandate and Terms of Reference of the proposed Economic Development Committee read as follows:

"The Economic Development Committee shall be responsible for:

(i) recommending policies and plans for the promotion of economic growth of the City of Toronto;

(ii) managing the City's Arts, Culture and Heritage policies;

(iii) establishing economic development policies that enhances the growth of existing businesses and attracts new business to Toronto;

(iv) developing a job creation and enhancement strategy recommending tourism policies for Council's consideration, including involvement in major event bids, such as the Olympic Games, and other events, where there is demonstrated economic development benefit;

(v) monitoring and reporting on economic activity; and

(vi) recommending tourism policy including major event bids;";

(3) that Parks and Recreation continue to report to the Community and Neighbourhood Services Committee, except as it relates to major events programming;

(4) that Tourism, Culture and Heritage report to the proposed Economic Development Committee;

(5) that liaison with the Greater Toronto Marketing Alliance be one of the responsibilities of the proposed Economic Development Committee;

(6) that the following Agencies Boards and Commissions report to the proposed Economic Development Committee on budget and corporate policy matters only:

(a) the Toronto Zoo;

(b) Exhibition Place;

(c) Business Improvement Area Boards of Management;

(d) the Toronto Harbour Commissioners;

(e) the Toronto Arts Council;

(f) the Toronto Historical Board;

(g) the Hummingbird Centre for the Performing Arts;

(h) the St. Lawrence Centre for the Performing Arts;

(i) the Ford Centre for the Performing Arts; and

(j) economic development corporations incorporated by or within the City of Toronto or the former municipalities, including but not limited to: The Toronto Economic Development Corporation, Trade Link, and The New Media Village Growth Corporation;

(7) that the Procedural By-law be amended to reflect the changes proposed in Recommendations Nos. (1), (2), (3), (4), (5) and (6) above;

(8) that the proposal submitted by Councillor Mario Silva embodied in his communication dated March 17, 1998, be referred to the proposed Economic Development Committee for consideration of the role of citizens with respect to Economic Development; and

(9) that the issue of Cultural Grants policies be referred to the Municipal Grants Review Committee.

The Special Committee to Review the Final Report of the Toronto Transition Team submits the following report (March 27, 1998) from the Chief Administrative Officer:

Purpose:

To propose Terms of Reference for the Economic Development Committee.

Funding Sources, Financial Implications and Impact Statement:

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

Recommendations:

It is recommended that:

(1) the Economic Development Committee be renamed the Economic Development, Culture, Parks, Recreation and Tourism Committee;

(2) the proposed mandate for the Economic Development, Culture, Parks, Recreation and Tourism Committee, outlined in the Appendix to this report, be adopted;

(3) the Economic Development, Culture, Parks, Recreation and Tourism Committee be composed of 9 Members of Council plus the Mayor, ex-officio;

(4) the membership of the Strategic Policies and Priorities Committee be expanded to include the Chair of the Economic Development, Culture, Parks, Recreation and Tourism Committee;

(5) the Procedural By-law be amended to reflect the changes proposed in Recommendations Nos (1), (2), (3) and (4) above;

(6) the City Clerk be requested to report to the Special Committee on strategies to resolve the implementation issues related to establishing the membership and meeting schedule for the Economic Development, Culture, Parks, Recreation and Tourism Committee; and

(7) the appropriate officials be authorized to take the necessary action to give effect thereto.

Council Reference/Background/History:

The Final Report of the Toronto Transition Team recommended a political structure for the City of Toronto comprising a Strategic Policies and Priorities Committee, a Budget Committee, six Community Councils and five Standing Committees: Urban Environment and Development; Works and Utilities; Community and Neighbourhood Services; Emergency and Protective Services; and Corporate Services. The Transition Team recommended that the Strategic Policies and Priorities Committee should include the Mayor, the Deputy Mayor, and the Chairs of the Budget Committee, Community Councils and Standing Committees.

On January 2, 6, 8 and 9, 1998, Council adopted the Transition Team's recommendations as the interim political structure for the new City and established the Special Committee to Review the Final Report of the Toronto Transition Team and report thereon to Council. Council directed that all motions that come forward with respect to the Transition Team's Final Report be referred to the Special Committee.

On January 2, 6, 8 and 9, 1998, Council also adopted a recommendation that a new Standing Committee, named the Economic Development Committee, be established and requested the Special Committee to develop Terms of Reference for the Economic Development Committee. Council requested the Special Committee to consider the merits of including urban planning as a responsibility of the Economic Development Committee.

Among the motions referred to the Special Committee by Council was a proposal by Councillor Layton that the "Economic Development Committee shall be responsible for developing policy and co-ordinating programs across the city which relate to economic development and job creation, including:

(1) developing and recommending job creation strategies to Council;

(2) monitoring trends in economic activity and reporting these to Council and the citizenry on a regular basis;

(3) ensuring that public consultation on economic development initiatives is a frequent and effective part of the mandate of the City;

(4) monitoring policies and programs of other orders of government in Canada and abroad in order to establish Council policies which may be required as well as to identify opportunities; and

(5) supervising the policies, programs and budgets of the major organizations owned or operated by the municipality which have a primary job creation or economic development aspect, including: the Toronto Harbour Commissioners, the Toronto Zoo, Exhibition Place, the Economic Development Division of the Civic Service, the Business Improvement Areas, and community economic development initiatives."

This report responds to Council's request for the development of Terms of Reference for the Economic Development Committee.

Comments and/or Discussion and/or Justification:

Mandate:

On February 4, 5 and 6, 1998, Council approved a structure for the City's Administration. The structure includes the senior management position of Commissioner of Economic Development, Culture and Tourism with responsibility for: Arts, Culture and Heritage; Economic Development; Parks and Recreation; Special Events; and Tourism. The integration of these responsibilities into a common portfolio recognizes the significant relationships between them. Cultural and recreational assets, services and programs have an obvious bearing on tourism and all are major components of the City's economy. In addition, most major special events in Toronto are cultural, historical or sports-related and attract many of the City's tourists. It is appropriate that the economic significance of culture and tourism and the linkages between economic development, culture and tourism be recognized at the policy level in the mandate of the Economic Development Committee.

Cultural matters also relate to urban planning, for example, public art and heritage preservation. In addition, there is a clear relationship between urban planning and quality of life, which has been one of Toronto's economic advantages. At the same time, urban planning has a much broader purpose and focus than the facilitation of economic development. Furthermore, consideration of urban planning matters by the Economic Development Committee could divert the Committee's time and attention away from economic development matters. Finally, the incorporation of urban planning into an Economic Development Committee would have major implications for the role and responsibilities of the Urban Environment and Development Committee.

The Special Committee is reviewing the overall political decision-making structure and, as part of that review, is considering which policy areas fit best within common Committee portfolios. Until that review is completed, it is appropriate for the Urban Environment and Development Committee to continue to focus on citywide planning policies and issues and for development review to be the responsibility of the Community Councils.

To more accurately reflect the scope of the Economic Development Committee's mandate as defined in this report, it is recommended that the Economic Development Committee be renamed the Economic Development, Culture, Parks, Recreation and Tourism Committee.

It is further recommended that the proposed mandate for the Economic Development, Culture, Parks, Recreation and Tourism Committee, outlined in the Appendix to this report, be adopted.

Composition:

In an effort to achieve balanced and manageable Councillor workloads, each Member of Council is a member of one Community Council and one Standing Committee. The Mayor is an ex-officio Member of all Committees. Currently the Corporate Services Committee has 12 Members plus the Mayor. The other four Standing Committees have 11 Members each plus the Mayor. With the addition of the Economic Development, Culture, Parks, Recreation and Tourism Committee, maintenance of the principle of each Member of Council serving on one Standing Committee would result in Standing Committees each having a composition of 9 or 10 Members of Council plus the Mayor. Consistent with this formula, it is recommended that the Economic Development Committee be composed of 9 Members of Council plus the Mayor, ex-officio.

At present, the composition of the Strategic Policies and Priorities Committee includes the Chairs of the Standing Committee. Consistent with this principle, it is recommended that the membership of the Strategic Policies and Priorities Committee be expanded to include the Chair of the Economic Development, Culture, Parks, Recreation and Tourism Committee.

Conclusions:

On January 2, 6, 8 and 9, 1998 Council clearly expressed its intention to establish a Standing Committee that will focus on economic development matters. This report sets out Terms of Reference for an Economic Development, Culture, Parks, Recreation and Tourism Committee, including the Committee's proposed responsibilities and composition. These Terms of Reference, if adopted by Council, will result in the realignment of responsibilities among Committees and changes to the composition of Committees as currently defined in the Procedural By-law. It is recommended that the Procedural By-law be amended to reflect the changes proposed in this report's recommendations.

The creation of a new Standing Committee of Council gives rise to two immediate implementation issues:

(1) establishing the membership of the Economic Development, Culture, Parks, Recreation and Tourism Committee has implications for the membership of the other five Standing Committees and/or the workloads of individual Members of Council; and

(2) a cycle of meetings for the new Standing Committee must be scheduled and incorporated into what is already an extremely full calendar of Council, Committee, Community Council and ABC meetings.

It is recommended that the City Clerk be requested to report to the Special Committee on strategies to resolve the implementation issues related to establishing the membership and meeting schedule for the Economic Development, Culture, Parks, Recreation and Tourism Committee.

Proposed Mandate for the Economic Development, Culture, Parks, Recreation and Tourism Committee.

The Economic Development, Culture, Parks, Recreation and Tourism Committee shall be responsible for:

(a) recommending policies and plans for, and management of, economic growth of the City of Toronto, as well as the Greater Toronto Area;

(b) reporting to Council on matters related to plans to establish, acquire, construct and maintain parks and recreational facilities and related recreational policies, programs and fees;

(c) proposing recommendations on the arts, culture and heritage policies and cultural grants policies;

(d) recommending, monitoring and updating an economic development and job creation strategy for the City that enhances the growth of existing businesses and attracts new business to the City from outside the City boundaries and outside Ontario; and

(e) recommending tourism policies for Council's consideration including; involvement in major event bids, such as the Olympic Games, and other events, where there is demonstrated economic development benefit including significant tourism potential from outside Toronto.

The Economic Development, Culture, Parks, Recreation and Tourism Committee shall consider reports from and make recommendations on budget and corporate policy matters only for:

(a) the Toronto Zoo;

(b) Exhibition Place;

(c) Business Improvement Area Boards of Management;

(d) the Toronto Harbour Commissioners;

(e) the Toronto Arts Council;

(f) the Toronto Historical Board;

(g) the Boards of Management of Recreational Facilities;

(h) the Hummingbird Centre for the Performing Arts;

(i) the St. Lawrence Centre for the Performing Arts;

(j) the Ford Centre for the Performing Arts; and

(k) economic development corporations incorporated by or within the City of Toronto or the former municipalities, including but not limited to: The Toronto Economic Development Corporation, Trade Link, and The New Media Village Growth Corporation.

The Special Committee to Review the Final Report of the Toronto Transition Team submits the following communication (March 17, 1998) from Councillor Mario Silva, Trinity Niagara:

I would like to begin by stating my belief the Economic Development Committee is truly one of the most important Committees of Council.

As the former Chair of Toronto's Economic Development Committee, I take this opportunity to offer several suggestions as to the Terms of Reference for the establishment of this new committee.

I would begin by recommending that the Economic Development Committee be comprised of 16 members, eight from Council and eight citizen members.

The eight Council Members should be represented as follows:

(1) Mayor or designate;

(2) Deputy Mayor;

(3) Chair (chosen by Council); and

(4) Five members (one of each standing committee).

As you well know, the citizen members on the Economic Development Committee have played an important role and made a significant contribution. The critical dimension related to their impact is their individual characteristics and not the organization to which they belong. The members' knowledge of the issues of the sector for which they are representative, the degree of commitment, insight, and the level of interest are most important.

I believe the eight Citizen Members should be represented as follows:

(1) Labour - Metro Toronto Labour Council, major unions.

(2) Financial and Business Services - Board of Trade, Canadian Bankers Association.

(3) Commercial and Industrial - Chambers of Commerce, Industrial Advisory Committee.

(4) Information Technology - Toronto Technology Network, SMART Toronto, Information Technology Association of Canada for Ontario (ITAC Ontario), Connect.IT.

(5) Retail/Small Business - Toronto Association of Business Improvement Areas (TABIA), Canadian Federal of Independent Business, Retail Council of Canada.

(6) Arts and Culture - Toronto Arts Council, Toronto Theatre Alliance, major institutions and arts organizations, commercial theatre.

(7) Entertainment and Hospitality - Tourism Toronto, Ontario Restaurant Association, Toronto Hotel Association, Events Toronto, WHERE Toronto, major attractions.

(8) Land Development/Real Estate - Urban Development Institute, Toronto Real Estate Board.

I trust these suggestions are helpful in your considerations in regards to the formation of this Committee. I look forward to discussing this matter with you in the near future.

The Special Committee to Review the Final Report of the Toronto Transition Team reports, for the information of Council, also having had before it the following communications:

(i) (January 22, 1998) from Ms. Joice Guspie, Manager, Old Cabbagetown Business Improvement Area, registering concerns respecting moving the responsibilities for Business Improvement Areas from Economic Development to the Planning Department.

(ii) (January 21, 1998) from Mr. Mark Crowe, Chair, Parkdale Village BIA, expressing concern regarding moving the responsibilities for Business Improvement Areas from Economic Development to the Planning Department.

(iii) (undated) from Mr. John Wakulat, Chairman, Roncesvalles Village BIA, expressing concern regarding moving the responsibilities for Business Improvement Areas from Economic Development to the Planning Department.

(iv) (September 2, 1998) from Mr. Alex Ling, Chairman, Toronto Association of Business Improvement Areas, respecting the management of BIAs in the New City of Toronto.

(v) (January 20, 1998) from Ms. Lois Greenspoon, The Eglinton Way BIA, expressing concern regarding moving the responsibilities for Business Improvement Areas from Economic Development to the Planning Department.

The following persons appeared before the Special Committee to Review the Final Report of the Toronto Transition Team in connection with the foregoing matter:

(1) Mr. Alex Ling, President, Toronto Association of Business Improvement Areas; and

(2) Ms. Doreen Smyth, Executive Director, Scarborough Chamber of Commerce.

The following Members of Council appeared before the Special Committee to Review the Final Report of the Toronto Transition Team in connection with the foregoing matter:

- Councillor Brian Ashton, Scarborough Bluffs; and

- Councillor Mario Silva, Trinity - Niagara.

(City Council, on April 28 and May 1, 1998, amended this Clause by adding thereto the following:

"It is further recommended that the report (undated) from the Toronto Public Library Board, be adopted, subject to adding to the criteria for selecting Board Members of the Toronto Public Library Board the provision that Board Members must possess a valid library card.")

(City Council on April 16, 1998, deferred consideration of the foregoing Clause to the Special Meeting of Council to be held on Tuesday, April 28, 1998.)

The Special Committee to Review the Final Report of the Toronto Transition Team recommends the adoption of the report (March 30, 1998) from the Chief Administrative Officer:

The Special Committee to Review the Final Report of the Toronto Transition Team reports, for the information of Council, having requested the Chief Executive Officer of the Toronto Library Board to report:

(1) directly to Council for its meeting scheduled to be held on April 16, 1998, on a criteria for the appointment of citizens to the Library Board; and

(2) to theSpecial Committee to Review the Final Report of the Toronto Transition Team, on the need to preserve the Central Reference Library, and more specifically the Urban Affairs Library, and whether the latter should remain wherever the City of Toronto Council resides.

The Special Committee to Review the Final Report of the Toronto Transition Team submits the following report (March 30, 1998) from the Chief Administrative Officer:

Purpose:

To recommend a new structure for the Toronto Library Board, a proposed by-law to establish the Board in accordance with the Public Libraries Act and the process for appointing members for the current term.

Funding Sources, Financial Implications and Impact Statement:

No financial implications.

Recommendations:

It is recommended that:

(1) the Toronto Public Library Board be comprised of 15 members appointed by Council:

(a) seven of whom shall be Members of Council including the Mayor or his designate and at least one member of the standing committee to which the Toronto Public Library Board reports;

(b) two of whom shall be nominated by the Toronto District School Board;

(c) one of whom shall be nominated by the Toronto District Separate School Board; and

(d) five citizens nominated by the Nominating Committee of Council;

(2) the Chief Executive Officer of the Toronto Public Library Board be given authority through Council by-law to call the first meeting of the Board in each term;

(3) the City Clerk be requested to review the desirability of instituting limits on the terms served by citizen appointees to local boards and to review the process of receiving nominations by external bodies with a view to adding flexibility to the process and facilitating the balancing of qualifications of citizen members;

(4) the school boards be requested to nominate the representatives of the predecessor school boards who are currently members of the Interim Board as their representatives for the current term expiring on November 30, 2000, or until their successors are appointed;

(5) Council re-appoint the current Councillor and citizen members of the Interim Board;

(6) the Striking Committee be requested to nominate six additional Members of Council, including the Mayor or his designate, as members of the new Toronto Public Library Board;

(7) the Clerk be authorized to initiate the process of citizen appointments for an additional two citizens for the Toronto Library Board, during the next round of citizen appointments through the Nominating Committee;

(8) leave be granted for the introduction of the By-Law attached as Appendix 1 to this report which establishes the new Toronto Public Library Board in accordance with the Public Libraries Act; and

(9) the appropriate officials be authorized to take the necessary actions to give effect thereto.

Council Reference/Background/History:

The City of Toronto Act, 1997 (No. 2) established one consolidated Library Board for the City as of January 1, 1998, and dissolved the library boards of the former municipalities. The City Council was given the authority to establish the size and composition of the new Board within the parameters of the Public Libraries Act. Until Council determined the structure of the new Board, the legislation established an interim structure consisting of the seven Chairs of the former boards.

A Library Board Transition Committee was established to advise the Toronto Transition Team on the board composition. The Provincial Government tabled Bill 109 which was to revise the Public Libraries Act to permit majority Councillor representation and eliminate the requirement for school board representation. The Library Board Transition Committee developed two options for the size and composition of the Board, anticipating this legislative change. However, Bill 109 was withdrawn. The Committee revised its recommendation to comply with the unchanged legislation and the Interim Board considered this recommendation at its meeting of January 29, 1998.

The Interim Board amended the recommendation of the Library Board Transition Committee and forwarded its report to the Special Committee to Review the Toronto Transition Team Report. The Special Committee referred the report from the Interim Board to the Chief Administrative Officer for a further report. This report complies with that request.

This report considers all of the recommendations made by the Toronto Transition Team, the Library Board Transition Committee, and the Interim Board, as well as the legislative constraints and the general policies for appointment of citizens. The structure and composition of the former Boards were also reviewed. The Framework for Determining the Composition of Boards which was attached to the Terms of Reference of the Task Force on Agencies, Boards, and Commissions approved by Council on March 11, 1998 was also used in formulating the recommendations in this report. The senior management team of the Library and the Chair of the Interim Board concur with this report.

Under existing legislation, it is necessary for Council to pass a by-law establishing the size and composition of the new Board. In addition, a by-law is necessary to give authority to the Chief Executive Officer of the Library Board to call the first meeting of the Board in each term, failing which the City Clerk would be required to call the first meeting of the Toronto Library Board. The draft by-law which satisfies these two requirements is attached to this report as Appendix 1.

This report also makes recommendations for the next steps in the process of appointing members to the new Board.

Comments and/or Discussion and/or Justification:

(1) Board Size and Composition:

The Public Libraries Act, as it applies to the City of Toronto, specifies that a municipal library system must be governed by a Board at arms' length from the core municipal government. Council may determine the size and composition of the governing Board within the following parameters:

(i) Board must be comprised of between 9 and 15 members;

(ii) Council Members must form a minority on the Board;

(iii) two members shall be nominated by the Toronto District School Board and one by the Toronto District Separate School Board; and

(iv) no member shall be an employee of the City or of the Library Board.

The Public Libraries Act also specifies that the term of appointment be the same as the term of the Council which appoints them.

Recommendation No. (82) of the Toronto Transition Team recommended that the majority of members of the Library Board be citizens (as is required by the legislation) and that the "citizens reflect the diversity of their communities and a variety of skills and expertise". No specific composition was recommended.

The Library Board Transition Committee recommended the maximum number of members permitted under the legislation (15) to be comprised of seven Council Members, including the Mayor or his designate, three school board representatives required by legislation, and five citizens. The Interim Board amended the recommendation to six Council Members and six citizens, but otherwise concurred with the Committee's recommendation.

The former municipal library board compositions were as follows:

Given the previous representation, the size of the combined budget, staffing, and value of assets and the high visibility and use of the library system within the community, it is recommended that the size of the Toronto Library Board be 15 members, the maximum permitted by legislation.

The framework for determining the size and composition of boards, which has been proposed for use by the Task Force on ABC's, suggests that the balance between Councillor and citizen representatives on a board should primarily be determined by the percentage of the budget funded municipally and the degree to which municipal policy is impacted or established by the board's decisions.

In the case of the Toronto Library Board, more than 90 per cent. of funding comes from the municipal tax base. The budget is set annually by Council and spending is monitored quarterly.

Strategic policies might include the balance of reference and circulation services, the magnitude of user fees and/or fines and the topical and linguistic balances of the collection. In addition, the decision to invest in and retain rare or valuable collections may be considered a strategic policy. These policy decisions affect a very high percentage of taxpayers who are library users.

Council has the means to control spending through means other than board membership, but the policy decisions do not generally require Council approval. Council should therefore be strongly represented on the Board through the maximum Councillor membership permitted. Since a majority is not permitted under the legislation, it is recommended that 7 of the 15 members be Council Members.

The Board has also recommended that, of the seven Council Members appointed by Council, one be the Mayor or his designate. As indicated above, the head of Council or designate was a member of the Library Board in only two of the seven municipalities, North York and Metro. Given the number of Boards and committees of the new city, specifying that the Mayor be a member may be impractical, but as long as a designate is permitted, this is not an issue.

It would also be beneficial to ensure that there is some overlap between the Board membership and the membership of the standing committee to which the Library Board reports.

This proposal would result in the following recommended composition of the Toronto Library Board:

15 members appointed by Council comprised of:

(i) the Mayor or his designate;

(ii) six Councillors nominated by the Striking Committee, one of whom is a member of the standing committee to which the Library Board reports;

(iii) two nominees of the Toronto District School Board;

(iv) one nominee of the Toronto District Separate School Board; and

(v) five citizens nominated by the Nominating Committee.

(2) Terms and Sunset Clauses:

The Interim Board has recommended that Council approve a policy which limits the number of terms any individual citizen may serve on the Board to two consecutive terms (six years) and that half of the citizen appointments be automatically renewed for a second term. This provides the desirable continuity deemed necessary to ensure a continually effective decision-making process.

In specifying the term for citizen appointees as being the same as the term of the Council which appoints them, the legislation effectively prohibits automatic renewal of appointments. Each new Council must have the prerogative of selecting citizens which it believes will most effectively represent the public's and Council's interests. For Councillor representation on the Board, Council has requested that the legislation be amended to permit 18-month terms consistent with the terms of Councillor appointments to other boards. This will provide for some change of the Library Board during the term of Council.

The Interim Citizen Appointment Policy adopted by Council did not recommend any limit to the number of terms that a citizen may serve on the same board. Council always has the ability to re-appoint or not as the Council sees fit. However, instituting sunset clauses may expand the opportunity for broadening citizen involvement and may help to continually inject fresh ideas and dynamics into board decisions. It is recommended that the City Clerk be requested to consider instituting sunset clauses for board appointments in general.

(3) Nomination Process for School Board Representatives:

The Interim Board has recommended that the school boards submit a rank-ordered short-list of candidates to the Nominating Committee who will then make the final recommendation to Council and that the school boards be asked to refrain from recommending employees of the school boards.

Although not common practice for nominations made by external entities, the suggested process may be practical and desirable. Council's interim policy for citizen appointments states that no individual may serve on any more than one municipal board. If a school board nominee had also applied to other municipal boards, this process would permit the Nominating Committee to select the next short-listed candidate without having to request an alternative. It also provides the Nominating Committee with added flexibility to balance the skills and expertise, to select on the basis of geographical representation if desirable, and to reflect the cultural diversity of the community.

In the case of the Library Board, it may not be necessary to institute this process for 1998 if the recommendations of this report are approved, since the school boards would be asked to nominate existing members as discussed further in this report. However, the Clerk should explore the benefits of this suggested process and other means of expediting the selection process and facilitating the balancing of qualifications of citizen members on boards in general.

(4) Selection Process for the Current Term:

The Interim Library Board's current membership consists of the seven Chairs of the former municipal boards which were amalgamated. The Interim Board happens to be comprised of:

In order to maintain continuity over this period of significant change, it may be desirable to re-appoint the existing members and add the additional members needed to bring the membership up to the recommended number. The Interim Board reports that it is working effectively with the current membership. The members represent a geographic dispersion across the entire City since they represented the former municipalities. The membership, although experienced in Library Board matters have a new synergy and dynamic since they come from different boards. This strategy would also simplify the school board selection process during a period of transition for the school boards as well.

To pursue this strategy, the following actions are recommended:

(i) school boards be asked to nominate the school board representatives who are currently members of the Interim Board;

(ii) citizen members be re-appointed;

(iii) the current Councillor appointment be re-affirmed;

(iv) the Striking Committee be requested to nominate another six Members of Council, including the Mayor or his designate; and

(v) the Clerk be authorized to begin the process to select an additional two citizens through the Nominating Committee.

(5) By-Law:

The By-law attached as Appendix 1 to this report was approved by the Interim Board at its meeting of January 29, 1998, and has been reviewed by the City Solicitor. The By-law sets out the recommended composition of the Toronto Public Library Board and authorizes the Chief Executive Officer of the Board to call the first meeting of the Board in each term.

Conclusions:

This report recommends the composition of the new Toronto Public Library Board in accordance with the Public Libraries Act to replace the Interim Board established by Provincial Legislation and the proposed supporting By-law. The recommendations were developed in consultation with the Library CEO Team and the Chair of the Interim Board and are consistent with the Framework for Determining the Composition of Boards and the structure recommended by the Library Board Transition Committee. This report also recommends that the members of the Interim Board be re-appointed to maintain the desirable continuity on the Board during its amalgamation process and provide the flexibility to add new members with new perspectives. This report also outlines the next steps necessary to implement these recommendations.

The following persons appeared before the Special Committee to Review the Final Report of the Toronto Transition Team:

- Ms. Gabriele Lundeen, Chief Executive Officer, Toronto Library Board; and

- Dr. Maureen Rudzik, Chairman, Toronto Library Board.

(City Council on April 16, 28 and May 1, 1998, had before it, during consideration of the foregoing Clause, the following report (April 15, 1998) from Ms. G. Lundeen, Member, Library Transition Team, Toronto Public Library:

Purpose:

To recommend criteria for selecting citizen members of the Toronto Public Library Board.

Funding Sources, Financial Implications and Impact Statement:

None

Recommendation:

It is recommended that City Council adopt the criteria for selecting citizen members of the Toronto Public Library Board, set out at Appendix 1 to this report.

Council Reference/Background/History:

The Special Committee to Review the Final Report of the Toronto Transition Team is concurrently presenting recommendations to Council concerning the composition and membership of the Toronto Public Library Board.

The Special Committee asked the Board's Chief Executive Officer to report directly to Council on April 16, 1998, on criteria for the appointment of citizen members. The criteria at Appendix 1 have been endorsed by the current Board members.

Contact name:

Gabriele Lundeen, Library Transition Team, Toronto Public Library, (416) 393-7550.

Appendix 1

Legal qualifications required by the Public Libraries Act, 1990:

(i) at least 18 years of age;

(ii) a Canadian citizen;

(iii) a resident of the City of Toronto; and

(iv) not employed by the Library Board or the City of Toronto.

Criteria recommended by the Toronto Public Library Board:

Board Members should reflect the diversity of their communities and bring a variety of skills and expertise to the table. Members should therefore:

(v) demonstrate a strong interest in libraries and a desire to serve as advocates for the library;

(vi) reflect the cultural, educational and social diversity of the city, to ensure that all members of the community are considered in planning library services;

(vii) live in neighbourhoods and communities across the city, to provide balanced geographical representation;

(viii) participate in the community, to establish partnerships and support fund-raising;

(ix) possess a variety of expertise, including leadership and communication skills, to contribute to the library and facilitate decision-making; and

(x) be prepared to commit time and effort to the library. Board membership involves a minimum of one Board meeting per month plus preparation time, some committee meetings, attendance at library functions and events, and presentations to city council and committee meetings.)

(City Council at its Special Meeting on April 28 and May 1, 1998, received this Clause for information.)

(City Council on April 16, 1998, deferred consideration of this Clause to the Special Meeting of Council to be held on Tuesday, April 28, 1998.)

(a) Conceptual Options for the Relocation of all

Members of Council to City Hall.

The Special Committee to Review the Final Report of the Toronto Transition Team reports having:

(1) deferred consideration of the following communication until its meeting scheduled to be held on April 24, 1998, and in the interim, reports having requested the Chairman of the Special Committee to Review the Final Report of the Toronto Transition Team, the Chairman of the Corporate Services Committee and the Chairman of the Sub-Committee for the Relocation of All Members of Council to City Hall, to meet with the Commissioner of Corporate Services, members of the Renovation Project Team, and the Chief Administrative Officer, to ensure that any problems respecting the relocation project are addressed; and

(2) referred the following motions to the Sub-Committee for the Relocation of All Members of Council to City Hall:

Moved by Councillor Johnston:

"(1) That the issues outlined in her communication (March 16, 1998) addressed to the Sub-Committee for the Relocation of All Members of Council to City Hall, specifically as it relates to the Ontario Building Code (Section 3.6.4.2), be referred to the Commissioner of Corporate Services for report thereon to the Sub-Committee for the Relocation of All Members of Council to City Hall;

(2) that the Commissioner of Corporate Services, in consultation with the appropriate officials of the Urban Affairs Library, Representatives of the Union, and Representatives of the appropriate Management Association, be requested to report to the Sub-Committee for the Relocation of All Members of Council to City Hall, on the issue of the day care centre and the Urban Affairs Library; and

(3) that the persons appointed to the Renovation Project Team be those who have experience with the move from 390 Bay Street to Metro Hall."

Moved by Councillor Moeser:

"(1) That the Chairman of the Sub-Committee for the Relocation of all Members of Council to City Hall be requested to review the security and parking issues with the Toronto Parking Authority and report thereon to the Sub-Committee;

(2) that a monthly newsletter be produced to advise Members of Council of the progress of the renovation at City Hall and that the newsletter be co-ordinated by the Chairman of the Sub-Committee and Mr. Lawrence Quinn, the City official appointed as the lead official respecting the renovations at City Hall; and

(3) that Mr. Lawrence Quinn be recognized as the lead City Official for the renovations at City Hall."

Moved by Councillor King:

"That the Sub-Committee for the Relocation of All Members of Council to City Hall continue to discuss the configuration of the Council Chamber at City Hall and take the following into consideration:

"That Option 1(b) respecting the Council Chamber be referred back to the Commissioner of Corporate Services with a request that she:

(1) explore the feasibility of expanding the floor space for the Councillors;

(2) reorganize the Councillors' seating in order to permit Councillors to face staff when asking questions of staff; and

(3) report back to the Special Committee to Review the Final Report of the Toronto Transition Team, on whether or not the timetable for the relocation of Members of Council to City Hall is realistic."

Moved by Councillor Miller:

"That the foregoing motions by Councillors Moeser, Johnston, and King be referred to the Commissioner of Corporate Services for report thereon to the next meeting of the Special Committee to Review the Final Report of the Toronto Transition Team."

(March 25, 1998) from the City Clerk advising that the Special Committee for Relocation of All Members of Council to City Hall on March 19, 1998, during its consideration of floor plans respecting Conceptual Options for the Relocation of All Members of Council to City Hall:

"(1) authorized staff to proceed on the following options:

(a) with respect to the third floor mezzanine - Option 2;

(b) with respect to the second floor - Option 1; and

(c) with respect to the Council Chamber - Option 1(b) with the directive that the space between Councillors be widened and the Mayor's seat be closer to the full Council;

(2) requested the Commissioner of Corporate Services to canvas Members of Council on options on Councillors' office configurations;

(3) recommended to the Special Committee to Review the Final Report of the Toronto Transition Team that the Terms of Reference of the Sub-Committee be amended to permit it to review the long-term options for the Civic Centre proposal and its processes; and

(4) requested the Commissioner of Corporate Services to report on discussions to date with respect to the lease of Old City Hall."

Respectfully submitted,

DAVID MILLER,

Chair

Toronto, April 3, 1998

(Report No. 4A of The Special Committee to Review the Final Report of the Toronto Transition Team, including additions thereto, was adopted, as amended, by City Council at its Special Meeting on April 28 and May 1, 1998.)

Clause Page

1 Terms of Reference for the
Economic Development Committee 3385

2 Toronto Library Board Structure 3395

6 Other Items Considered by the Committee 3404