Review of Sub-Committees, Special Committees

and Task Forces

The Administration Committee recommends that the present Office Consolidation Committee, referred to in the report (July 20, 1999) from the Chief Administrative Officer and the report (June 28, 1999) from the City Clerk, be disbanded.

The Administration Committee reports, for the information of Council, having:

(1)reconstituted the Personnel Sub-Committee and having appointed the following Members thereto:

Councillor Gerry Altobello

Councillor Lorenzo Berardinetti

Councillor Sandra Bussin; and

Councillor David Miller;

(2)established a new Office Consolidation Sub-Committee of the Administration Committee composed of the following Members:

Councillor John Adams

Councillor Lorenzo Berardinetti

Councillor Minnan-Wong; and

Councillor Ron Moeser (Chair);

such Sub-Committees to report through the Administration Committee;

(3)requested the Chief Administrative Officer to submit a report to the September 7, 1999, meeting of the Administration Committee on the revised Terms of Reference for the aforementioned Sub-Committees; and

(4)requested the Chairs of the Task Forces established by the Mayor (namely the Safer City Task Force, the Single City Savings Task Force and the Task Force on ABCs) to provide to the Administration Committee:

(1)their membership;

(2)meeting dates and

(3)meeting agendas.

The Administration Committee submits the following report (July 20, 1999) from the Chief Administrative Officer:

Purpose:

To respond to the Administration Committee's request for comments on a motion by Councillor Moeser to disband various committees tabled at its July 13, 1999 meeting.

Funding Sources, Financial Implications and Impact Statement:

There are no financial implications arising from the recommendations in this report.

Recommendations:

It is recommended that this report be received for information.

Council Reference/Background/History:

The Administration Committee, at its meeting on July 13, 1999, deferred consideration of a report dated June 28, 1999 from the City Clerk on sub-committees, advisory committees and task forces until its special meeting scheduled to be held on July 21, 1999; and referred the following motion to the Chief Administrative Officer for report thereon, in consultation with the City Clerk, to the aforementioned special meeting of the Committee:

Moved by Councillor Moeser:

"The Committee recommends to Council that:

(A)the following Sub-Committees, Special Committees and Task Forces listed below be disbanded;

(B)the Chief Administrative Officer, in consultation with the City Clerk, be requested to review any reports or initiatives that may be underway and report to the Administration Committee on the status of such reports or review; and

(C)the City Clerk, in conjunction with the Chief Administrative Officer be requested to report on a schedule to disband the following Sub-Committees, Special Committees and Task Forces appearing in Schedule 1 attached to the aforementioned report:

(1)School Tax Sub-Committee (Page 1);

(2)Toronto Hydro Electric Commission Steering Committee (Page 2);

(3)Municipal Grants Review Committee (Page 3);

(4)Special Committee to Consider the Issue of Pay Duty Policing (Page 4);

(5)User Fee Committee (Page 5);

(6)Task Force on Community Safety (Original - Page 5);

(7)Caribana Festival Support Group (Page 7);

(8)Special Committee to Develop Public Education Campaign Outlining the Impacts on Provincial Downloading on the City of Toronto (Page 8);

(9)Personnel Sub-Committee (Page 10);

(10)Task Force to Examine Implications Inherent to Bill 108 (Page 10);

(11)Task Force on Community Access and Equity (Page 11);

(12)Office Consolidation Sub-Committee (Page 12); (Report to Administration Committee directly);

(13)Seniors Task Force - after Final Report is presented to Council (Page 14);

(14)Sub-Committee on Social Housing Program Reform (Page 16);

(15)Working Group on Fire and Ambulance Service Issues (Page 22);

(16)Soccer and Amateur Sports Needs Committee to Review (Page 30);

(17)Sub-Committee on Pro Transit Initiatives (Page 32);

(18)Sub-Committee on Gambling (Page 32);

(19)Task Force to Review the Taxi Industry (Page 32);

(20)Working Group on the Spadina Streetscape Design (Page 33);

(21)Steeles Avenue Sub Committee (Page 34);

(22)Two Working Groups to Monitor the Work of the Service Review Teams (Page 36);

(23)Budget Working Group of the Emergency and Protective Services Committee Toronto Licensing Commission (Page 39);

(24)Pedestrian Working Group (Page 40);

(25)Parking Committee (Page 40);

(26)Staff Working Group on the Ward Boundary Review Process (Page 42);

(27)Advisory Group on Planning Issues (Page 47);

(28)Road Allowance Sub-Committee (Page 52);

(29)Biosolids Multi-Stakeholder Committee (Page 53);

(30)Biosolids Independent Review Committee (Page 55);

(31)Keele Valley Landfill Site Liaison Committee (Page 59)."

Comments and/or Discussion and/or Justification:

The motion recommends disbanding 31 committees listed in Schedule 1 of the Clerk's original report.

First, it should be noted that where the Clerk has indicated in Schedule 1 that the sub-committee or special committee has completed its mandate, the committee is deemed to be disbanded. No further action is required on the part of Council, unless it wants to reconstitute the committee for some purpose.

Second, the Clerk's original report containing Schedule 1 is currently before each standing committee, each of which will submit their own reports on sub-committees and special committees under its jurisdiction to the next meeting of Council. As a result, it would be inappropriate for the Administration Committee to make recommendation on matters currently before other standing committees.

Of the 31 sub-committees and special committees in the foregoing motion, four relate to the Administration Committee:

(1)Personnel Sub-Committee;

(2) Task Force to Examine Implications Inherent to Bill 108;

(3)Task Force on Community Access and Equity; and

(4)Office Consolidation Sub-Committee.

A discussion of the current activity and possible future dissolution of each committee follows herein.

Personnel Sub-Committee:

The Personnel Sub-Committee was intended to be an ongoing sub-committee allowing for the detailed review of the many, complex human resource policies facing the City. If the committee wishes to continue to have such a forum, then the reconstitution of the sub-committee should be recommended. If the Committee chooses not to have a personnel sub-committee, human resource policies would be considered, of course, by the full Administration Committee.

Task Force to Examine Implications Inherent to Bill 108:

The task force was established by Council to review the terms of the transfer of responsibility for the prosecution and administration of provincial offenses as set out in Bill 108 and provided for in the Local Services Realignment (LSR) exercise of the Province. It has a work plan, timetable and terms of reference. The task force is active and is expected to make formal recommendations to the Administration Committee in September or October based on its detailed review of the legal, human resource, facilities and other issues. It will also make recommendations to committee before the end of the year on the form and nature of the legal agreements the City is required to enter into with the Ministry of the Attorney General before the transfer can be completed. Disbanding the task force at this time would prevent this detailed review from taking place and is therefore not recommended.

The task force will be disbanded with the adoption, by Council, of a legal agreement with the Ministry of the Attorney General regarding the transfer of responsibilities for provincial offenses administration.

Task Force on Community Access and Equity:

The task force submitted its final report, but at its meeting of June 6, 1999, Council deferred consideration of the recommendations pending a report from the CAO to the Policy and Finance Committee on the human resource and cost implications therein. This report is expected to be before the Policy and Finance Committee this fall. The task force should not be formally disbanded until then so that its chair and members can be available to answer any questions or make comments at that time.

The task force will be disbanded once Council has given final consideration to the report of the task force in the context of the CAO's forthcoming report on human resource and financial implications.

Office Consolidation Sub-Committee:

As indicated in the Clerk's report, despite its name, the Office Consolidation Sub-Committee is not a sub-committee under the Procedural By-law. It is a special committee reporting to the Administration Committee. As a result, the committee continues to exist under its current terms of reference until Council decides otherwise.

If Council wants to change the current arrangement, there are at least three options to be considered:

(1)Disband the committee and direct staff to report on office consolidation issues directly to the Administration Committee;

(2)Reconstitute the committee as a sub-committee of the Administration Committee, requiring its membership to be drawn from the Administration Committee members; and

(3)Maintain its status as a special committee reporting to the Administration Committee and amend the terms of reference or membership as deemed necessary.

Conclusions:

Of the 31 committees recommended for disbanding, twelve can already be deemed to have been disbanded by virtue of the completion of their mandates. Of the rest, all but four are the subject of review by other standing committees of Council, and accordingly, it would not be appropriate for the Administration Committee to make recommendations on those committees.

Of the four identified committees under the mandate of the Administration Committee:

(1)the Personnel Sub-Committee was established as an ongoing committee, which, depending on Council's preferences, could or could not be reconstituted to provide for detailed review of human resource policies;

(2)the Task Force on Bill 108 (Provincial Offenses transfer) will disband with the completion of a legal agreement governing the transfer before the end of 1999;

(3)the Task Force on Access and Equity will end with the approval of their final report; and

(4)three options have been provided for consideration with respect to the Office Consolidation Sub-Committee.

This report has been prepared in consultation with the City Clerk.

The Administration Committee also submits the following report (June 28, 1999) from the City Clerk:

Purpose:

To provide for the information of the newly-formed Standing Committees a list of the various sub-committees, special committees, advisory committees and task forces, which were formed under the previous Council-Committee structure and are now grouped under each Standing Committee in accordance with the new Committee Structure.

Funding Sources, Financial Implications and Impact Statement:

Not applicable.

Recommendations:

It is recommended that the Standing Committees:

(1)determine whether the mandate and membership of those sub-committees listed under the column "Sub-Committees" in Schedule 1 attached should be continued; and

(2)receive for information the balance of Schedule 1 regarding special committees, advisory committees and task forces established by Council.

Council Reference/Background/History:

On February 2, 3 and 4, 1999, City Council adopted, as amended, Clause No. 1 of Report No. 1 of The Special Committee to Review the Final Report of the Toronto Transition Team, headed "Revisions to the Council-Committee Structure", which established a new Council-Committee structure effective June 14, 1999. As noted in this Clause, the new structure replaces existing Standing Committees and their sub-committees.

The previous interim Council-Committee structure was established by City Council on January 2, 6, 8 and 9, 1998. As part of this previous interim structure, numerous sub-committees, special committees and task forces were subsequently established under the purview of the various Standing Committees of Council.

The rules governing the establishment of special committees, task forces, advisory committees and sub-committees are set out in section 104 of the Council Procedural By-law, viz.:

"104.(1)A special committee, task force or advisory committee may be established by the Council in accordance with subsection (3).

(2)A sub-committee of a Standing Committee, consisting of members of the Committee only, may also be established by a Standing Committee, in accordance with subsection (3).

(3)Any recommendation to establish a special committee, task force, advisory committee or sub-committee shall include terms of reference outlining:

(a)the matters to be dealt with;

(b)a reporting date and a sunset date, beyond which Council approval is required for its continuation;

(c)the membership;

(d)the Standing Committee to which the special committee, task force, advisory committee or sub-committee shall report to;

(e)the reason why the work cannot be undertaken by an existing Standing Committee; and

(f)identification of the staff and other resources required to support the work of the special committee, advisory committee, task force or sub-committee, and a determination that they are available within existing resources.

(4)No further sub-groups of special committees or sub-committees referred to in subsections (1) and (2) above shall be established without approval by the Council or the Standing Committee, as appropriate."

Comments and/or Discussion and/or Justification:

The attached schedule presents a list of those sub-committees, advisory committees and task forces which have been established under the old governance structure and realigned in accordance with the new committee structure approved by Council. Special committees or task forces that have completed their mandates are also listed in the schedule for the information of each Standing Committee.

It is now necessary to determine whether the sub-committees, indicated under the column "Sub-Committees" in the attached Schedule 1, which were established as part of the interim structure, should be re-established and whether the membership should be revised in light of the membership of the newly-formed Standing Committees.

It should be noted that only those Sub-Committees which are true sub-committees of a Standing Committee (i.e., they are to include members of the Standing Committee only), are listed in the column headed "Sub-Committees" in Schedule 1. Other committees that include the term "Sub-Committee" in their name, but are not true sub-committees in that their membership is broad, are included under the heading "Advisory Committees and Special/Other Committees".

No action is required by the Standing Committees with respect to those advisory committees and task forces listed in the columns "Advisory Committees and Special/Other Committees" and "Task Forces" in Schedule 1 since they were established by Council on a project/issue basis and involve the participation of Members of Council from more than one Standing Committee.

Also attached, for reference purposes, is a copy of each of the following:

(a)Appendix "A"-List of page numbers in Schedule 1 by relevant Standing Committee; and

(b)Appendix "B"- Chart of the key functional areas assigned to the various Standing Committees under the new Council-Committee structure.

Conclusion:

The attached Schedule summarizes of all of the sub-committees, special committees, advisory committees or task forces that have been established under the old governance structure and are grouped under each new Standing Committee in accordance with the new committee structure. It is recommended that the Administration Committee receive the attached Schedule listing the aforementioned sub-committees, special committees and task forces.

Contact Name:

Joanne Hamill, Manager of Community Councils and Committees, 392-4339.

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Appendix "A"

  List of Page Numbers in Schedule 1 by

Relevant Standing Committee

  Page Nos. in

Name of Standing Committee Schedule 1

 Policy and Finance Committee1 - 9

Administration Committee10 - 13

Community Services Committee14 - 22

Economic Development and Parks Committee23 - 31

Planning and Transportation Committee32 - 51

Works Committee52 - 59

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The Administration Committee reports, for the information of Council, having also had before it a communication (July 13, 1999) from the City Clerk, advising that the Administration Committee on July 13, 1999, deferred consideration of the report (June 28, 1999) from the City Clerk; and referred a motion by Councillor Moeser to the Chief Administrative Officer for report, in consultation with the City Clerk, to the July 21, 1999, special meeting of the Committee.

(A copy of Appendices "B" and Schedule 1, referred to in the foregoing report (June 28, 1999) from the City Clerk, was forwarded to all Members of Council with the July 13, 1999, agenda of the Administration Committee and a copy thereof is also on file in the office of the City Clerk.)