Revised Council Meeting Schedule
The Striking Committee recommends:
(1)the adoption of the report (March 12, 1999) from the City Clerk, subject to:
(i)amending Appendices "A" and "F", referred to in Recommendation No. (1), to
provide that:
(a)the day before a Council meeting be designated for meetings to commence in the
morning for the Audit Committee and the Budget Advisory Committee, when required,
on the understanding that such Committees would report through the following cycle of
meetings, unless directed otherwise; and
(b)the week before Council meetings, when no Standing Committee meetings are
shown in the Schedule of Meetings, be reserved for meetings of the City's agencies,
boards and commissions, as well as the various Council-appointed task forces, special
committees and sub-committees; and
(ii)amending Recommendation No. (3) to now read as follows:
"(3)the adjournment time for the third day of Council meetings be extended from 4:00
p.m. to 6:00 p.m., subject to the City Clerk being directed to:
(a)review the results of Council's decision at its meeting held on March 2, 3 and4,
1999, to eliminate on a trial basis, for the next two regular meetings of Council (to be
held on April13,14and15, 1999, and on May 11, 12 and 13, 1999), the dinner break and
extend the afternoon session until 7:30 p.m., at which time Council will recess until the
next morning; and
(b)submit a report thereon to the Striking Committee for submission to the meeting of
Council scheduled to be held on June9, 1999.
The Striking Committee reports, for the information of Council, having requested the City
Clerk to:
(i)revise the aforementioned Appendices "A" and "F" to reflect the foregoing recommended
amendments thereto by the Striking Committee, and submit such revised version to Council
for consideration with the foregoing matter; and
(ii)submit a report to the next meeting of the Strategic Policies and Priorities Committee on
whether the Province of Ontario plans to change the date of the City of Toronto municipal
election in 2000 to the third Monday in October.
The Striking Committee submits the following report (March 12, 1999) from the City
Clerk:
Purpose:
To recommend a revised 1999-2000 schedule of meetings for Council, its Standing
Committees and Community Councils, in consideration of the new Council-Committee
structure adopted by Council.
Funding Sources, Financial Implications and Impact Statement:
There are no funding implications.
Recommendations:
It is recommended that:
(1) option 1(a) (Appendix "A"), based on a monthly meeting cycle for City Council and
Committees, be approved and that the revised 1999-2000 schedule of meetings, commencing
on June 14, 1999, and submitted as Appendix "F" to this report, be adopted;
(2) a copy of the revised 1999-2000 schedule of meetings be circulated to the City's
agencies, boards, commissions, Council-appointed task forces, special committees and
sub-committees with a request that wherever possible, they avoid scheduling meetings which
conflict with City Council meetings and the Standing Committees to which they report;
(3) the adjournment time for the third day of Council meetings be extended from 4:00 p.m. to
6:00 p.m.; and,
(4) the appropriate City Officials be authorized and directed to take the necessary action to
give effect to these recommendations, including bringing forward a by-law introducing
necessary amendments to the Procedural By-law.
Council Reference/Background/History:
On November 16, 1998, the Striking Committee considered a report from the City Clerk
(November12, 1998) on the 1999 schedule of meetings. The staff recommendation was to
adopt a meeting schedule based on a two and three-week meeting cycle for Council, based on
the current hierarchical committee structure (i.e., Standing Committee - Budget Committee -
Strategic Policies and Priority Committee relationship), and that the Clerk would report
further on a revised schedule once a revised Council-Committee structure is adopted. The
Striking Committee recommended to Council the adoption of the staff report
recommendations, as amended by the Committee.
In consideration of the fact that the Council-Committee structure had not yet been resolved,
City Council subsequently approved a schedule of meetings, based on the current four-week
meeting cycle, to the end of July 1999, or until the new Council-Committee structure was
adopted by Council, whichever is sooner. At its February 2, 3 and 4, 1998, meeting, Council
adopted a new governance structure for implementation in June 1999.
It should also be noted that Council, at its meeting held on March 2, 3 and 4, 1999, adopted a
motion to revise the Council meeting times for the next two regular Council meetings (April
13, 14 and 15 and May 11, 12 and 13) such that the meeting time for the first two days of the
meeting will be 9:30 a.m. - 12:30 p.m. and 2:00 p.m. - 7:30 p.m., instead of 9:30 a.m. - 12:30
p.m., 2:00 p.m.- 6:00 p.m. and 8:00 p.m. - 10:00 p.m.
This report recommends a revised meeting schedule for the remaining term of City Council
(June 1999 - October 2000).
Comments and/or Discussion and/or Justification:
The Revised Committee Structure:
The revised committee structure adopted by City Council is comprised of nine committees, in
addition to the Community Councils, including:
-Policy and Finance Committee,
-Administration Committee,
-Planning and Transportation Committee,
-Economic Development and Parks Committee,
-Works Committees,
-Community Services Committee,
-Striking Committee,
-Nominating Committee, and
-Audit Committee.
The new structure incorporates a number of characteristics that will influence the revised
meeting schedule, including:
-a "flatter" non-hierarchical structure,
-fewer Standing Committees, and
-mutually exclusive membership on the standing committees (except for the Finance and
Policy Committee).
It is assumed that under the new structure there will be far fewer referrals between
Committees since the functional responsibilities will be more clearly delineated (through the
Procedural By-law). The new structure also establishes a Budget Advisory Committee to
assist the Policy and Finance Committee in developing the annual capital and operating
budgets. The CAO and Treasurer are preparing a report on a budget protocol and schedule for
the 2000 capital and operating budget process. Therefore, the Budget Advisory Committee has
not been factored into the meeting schedule.
The City Clerk's and Chief Administrative Officer's (CAO) offices will be organizing
orientation sessions for Members and senior staff for the new Standing Committees prior to
the structure's implementation in June.
Schedule Assumptions and Principles:
In designing a schedule of meetings, a number of key assumptions and considerations are
necessary.
Committee Assumptions:
-the Council meeting schedule is established for City Council, Community Councils, and
those Standing Committees established through the Procedural By-law and which need to
meet on a regular basis;
-the Audit, Striking, Nominating and Budget Advisory Committees meet on a less regular
basis and thus, are not included in this schedule;
-the Board of Health is a special purpose body and not a Standing Committee of Council
and is not included in this schedule, although it reports directly to City Council; and
-special purpose bodies of the City and discretionary committees of City Council, including
special committees, sub-committees and task forces, are not included in the City Council
meeting schedule and are expected to make their own meeting arrangements in consideration
of the adopted Council meeting schedule.
Meeting Considerations:
-the need for frequent enough City Council meetings to permit decision-making that is not
over duly delayed;
-the need for Members to be able to attend other Standing Committee meetings which,
therefore, generally should not be scheduled concurrently, or if they are, should ensure
adequate time for other Councillors to attend a portion of the meeting;
-the Community Councils can meet concurrently and may require up to two days per cycle
for meetings;
-the need to ensure adequate time to permit report preparation by City staff, committee
agenda and report management by the Secretariat staff, and review by Members, staff and the
public;
-the provision of time for Members to tend to constituency matters and attend other
meetings;
-the need to accommodate a summer break;
-the recognition of days and times of religious significance;
-the general principle of not scheduling meetings on Friday's to allow for the scheduling of
agency, board and commission meetings (e.g., TRCA, GTSB), unless necessary as a result of
statutory holidays and religious days; and,
-the recognition of the preeminence of Council meeting days and that other meetings should
not be scheduled during the three Council days per month.
Principles are required to guide the development of options and assist the selection of a
preferred schedule. The following principles are to be used for the revised meeting schedule.
-The schedule should facilitate a timely procedural process for effective decision-making by
City Council.
-The schedule should be easy to understand and follow by Members, the public and staff.
-The schedule should provide enough flexibility and free time to allow Members to address
their other responsibilities (e.g., task forces, special purpose bodies, constituency work).
-The schedule must be achievable by Clerk's Secretariat staff given current and projected
resources.
Meeting Schedule Options:
Various meeting cycle options were reviewed, including a four-week, three-week, and
two-week Council meeting cycle. The two and three-week Council meeting cycle previously
recommended in the Clerk's report is no longer under consideration since it was designed to
address the current hierarchical committee structure which will be replaced with the new
structure. Appendices "A" through "E" show typical two month schedules for these options.
No options were examined in any detail which extended the meeting cycle longer than four
weeks as this would begin to undermine the ability of Council to conduct City business in a
timely manner given the volume of work flowing through the legislative process.
(a)Four-Week Council Meeting Cycle:
This option generally replicates the existing meeting schedule which is now familiar to
Members, staff and the public. Community Councils, Standing Committees and City Council
would all continue to meet on monthly basis. This is shown as option 1(a) in Appendix "A".
The new Standing Committees were assigned meeting days based largely upon the current
days assigned to their existing counterparts while recognizing that referrals between
Committees, although minimal, need to be accommodated. City Council would continue to
meet for up to three days per session starting on a Tuesday. The Tuesday starting day, under
the current schedule, has presented a challenge to the Secretariat staff to prepare and distribute
the Council agenda with one fewer day to do so, but the "free" week prior to the Council
(under this option) could alleviate some of the pressure on the Secretariat. No committee
meetings would be scheduled for Fridays, unless religious and public holidays force a shift in
the schedule. This option would lead to six City Council meetings scheduled for
June-December 1999. Standing Committee meeting days would also total six days during this
time.
A variation on this option would schedule concurrent Standing Committee meetings to
provide more free time for other meetings and business. This is shown as option 1(b) in
Appendix "B". Mutually exclusive membership on the Standing Committee (except for
Finance and Policy Committee) will allow concurrent meetings to be accommodated within
the schedule. Concurrent meetings could have staggered start times on the same day to allow
Members of sitting committees to attend portions of another committees meeting.
(b)Three-Week Council Meeting Cycle:
In this option City Council, Standing Committees and Community Councils would meet every
three weeks and some committee meetings would be concurrent. This cycle is shown as
option 2 in Appendix "C". City Council would meet every three weeks for two days per
session starting on Wednesday. This option would lead to seven City Council meetings
scheduled for June-December 1999 (but fewer total hours of Council meeting time as
compared to the monthly schedule). Standing Committee meeting days would also total seven
days in the year.
This option would continue to put extraordinary pressure on the Secretariat Unit to
accommodate agenda preparation, production, printing and distribution time lines. The
three-week cycle would place Secretariat staff in a position of having to prepare agendas for
the next cycle of committee meetings while still preparing the Committee Report from that
last meeting cycle for the Council agenda. The re-organized Secretariat Unit could not meet
the agenda time lines suggested by this option.
Staff investigated a variation of this option with a three-week Council meeting cycle and
monthly Standing Committees and Community Councils meetings, but the schedule would
not be synchronized and would eventually lead to unacceptable delays between a Committee
meeting and a Council meeting.
(c)Two-Week Council Meeting Cycle:
In this option City Council would meet every two weeks to better distribute its total workload,
whereas the Standing Committees and Community Councils would continue to meet once per
month. This is shown as option 3(a) in Appendix "D". City Council would meet generally
every second and fourth week of the month. All the Standing Committees (shown shaded in
Appendix "D"), with the exception of the Administration Committee and Policy and Finance
Committee, would report to one Council meeting (also shown shaded in Appendix "D").
Similarly, all the Community Councils and the Administration and Policy and Finance
Committees would report to the second Council meeting. Based on a review of the last few
Council meetings, this split of reporting relationships would represent a relatively balanced
division of workload between the two sets of Council meetings with two Council days per
session being scheduled.
This option would result in 12 City Council meetings between June - December 1999 (the
equivalent of six meetings when compared to the 4-week schedule option) and more total
hours of Council time in session (as compared to the monthly schedule). There would be six
Standing Committee meeting days between June - December 1999 (same as for the monthly
schedule).
A variation on this option would schedule concurrent Standing Committee meetings to
provide more free days for other meetings and business. This is shown as option 3(b) in
Appendix "E".
The two-week meeting cycle would mean fewer free days as compared to the monthly
schedule (unless the concurrent option is considered) and could, at first, be somewhat
confusing to Members, the public and staff. It would also place greater pressures on
Secretariat staff to produce two sets of Certificates of Amendments and Council Minutes
much more frequently. The division of reporting relationships to different Council meetings
could lead to confusion and could open up the legislative process to abuse by matters being
"fast-tracked" to Council by a Committee before its proper turn.
A Revised 1999 Meeting Schedule:
In considering the principles outlined earlier in this report, option 1(a), based on the monthly
schedule and shown in Appendix "A", best satisfies all the principles. Continuing the existing
schedule cycle facilitates an acceptable procedural time line, is familiar to Members, the
public and staff, and allows more free days for other City business. Given the changes to the
Council-Committee structure, time is needed to adjust to these changes before further changes
are introduced (i.e., a new meeting cycle). A concurrent meeting schedule is not recommended
since it will infringe upon Members ability to attend other committee meetings to follow and
participate in issues (even if a staggered starting time is used to permit Members to attend a
portion of the meeting).
The three-week meeting cycle option cannot be adequately supported by the Secretariat given
current resources. The option of two-week Council meetings would also be difficult on
Secretariat staff and would be confusing to Members, staff and the public, and could be
subject to procedural abuses that would undermine any benefits gained through this model.
Efforts are underway to reduce the length of Council meetings by removing unnecessary
business from the Council agenda (through Legal Services investigation of delegation
authorities) and improving the legislative process (under review by the City Clerk).
Section 11(5) of the Procedural By-law specifies that Council shall adjourn at 4:00 p.m. of the
third day of a meeting. Given that the Council has waived this provision at the last two
Council meetings, it is recommended that the by-law be amended to change the third day
adjournment time to 6:00 p.m.
Appendix "F" to this report sets out the revised meeting schedule for the remaining term of
Council (1999-2000) based on the monthly meeting cycle. The new schedule would
commence on June 14, 1999, to permit the completion of the Council cycle with the June 9,
10, and 11, 1999, Council meeting, under the existing structure. It is recommended that the
revised Council meeting schedule as shown in Appendix "F" be adopted by City Council.
The revised Council meeting schedule, as adopted by City Council, will be posted to the
City's Internet site. The City Clerk's Office is developing a comprehensive reference guide on
the Internet for the meetings of Council, Standing Committees, Community Councils, Special
Committees, sub-committees, agencies, boards and commissions, and task forces.
Conclusions:
The new committee structure makes it easier to schedule Council meetings and its various
committees. This report recommends the continuation of the monthly meeting schedule for the
balance of the current term of Council. This monthly meeting cycle is already familiar to
Members and the public, and will free up more days per month for other business.
Contact Name:
Peter Fay, Senior Policy and Planning Analyst, City Clerk's Division
Telephone: (416) 392-8668E-mail: pfay@toronto.ca
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The Striking Committee also submits the following communication (March 16, 1999) from
Councillor Pantalone, Trinity-Niagara, and a Member of the Striking Committee:
Recommendation:
That the December 14, 15 and 16, 1999, City Council meeting be moved back to
December7,8and9, 1999, and the Policy and Finance Committee be moved from
December7,1999, to December 6, 1999.
Background:
I have already sent my regrets for the Monday, March 22, 1999, Striking Committee meeting.
Yet, I would like to forward the above recommendation. This recommendation is necessary
due to the number of community seasonal celebrations City Councillors are expected to attend
at this time of the year. This complication could be avoided by moving the Council meetings
back one week.
Thank you in advance for your consideration of my recommendation.