TABLE OF CONTENTS
REPORTS OF THE STANDING COMMITTEES
AND OTHER COMMITTEES
As Considered by
The Council of the City of Toronto
on April 13, 14 and 15, 1999
STRIKING COMMITTEE
REPORT No. 4
1 Revised Council Meeting Schedule
2 Appointment of Member of Council
to the Toronto Cycling Committee
3 Acceptance of Resignation from
the Toronto Public Library Board
4 Other Item Considered by the Committee
City of Toronto
REPORT No. 4
OF THE STRIKING COMMITTEE
(from its meeting on March 22, 1999,
submitted by Councillor Case Ootes, Acting Chair)
As Considered by
The Council of the City of Toronto
on April 13, 14 and 15, 1999
1
Revised Council Meeting Schedule
(City Council on April 13, 14 and 15, 1999, amended this Clause:
(1) to provide that the Etobicoke Community Council will meet whenever possible on a Wednesday to facilitate local media
coverage, on the understanding that the said Community Council will commence its meeting on a Tuesday should two days
be required to accommodate a public meeting; and
(2) by adding thereto the following:
"It is further recommended that the City Clerk be requested to:
(1) include the regularly scheduled meetings of the Board of Health on the Schedule of Meetings, once the Board of Health
has determined its schedule; and
(2) forward the Schedule of Meetings to all Agencies, Boards and Commissions and request that their meetings be
scheduled so as not to conflict with the City's schedule of Council and Standing Committee meetings; and
(3) submit a report to the Striking Committee should any conflicts between the Schedule of Meetings of Council and the
Standing Committees and meetings of the Agencies, Boards and Commissions arise.")
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 and 4, 1999, to eliminate on a trial
basis, for the next two regular meetings of Council (to be held on April 13, 14 and 15, 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 June 9, 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 (November 12, 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) 392-8668 E-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 December 7, 8 and 9, 1999, and the Policy
and Finance Committee be moved from December 7, 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.
(City Council on April 13, 14 and 15, 1999, had before it, during consideration of the foregoing Clause, the following
communication (April 6, 1999) from the City Clerk:
The Etobicoke Community Council reports having, in considering the schedule of meetings for the remainder of 1999 and
for 2000, and having regard that generally the second scheduled day is not required, noted its preference to have its
meetings scheduled on a Wednesday to facilitate local media coverage; however, if two days are required to accommodate
public meetings, the public meetings may be held on Tuesdays.)
2
Appointment of Member of Council
to the Toronto Cycling Committee
(City Council on April 13, 14 and 15, 1999, adopted this Clause, without amendment.)
The Striking Committee recommends that Councillor Jack Layton be appointed to the Toronto Cycling Committee
for a term of office:
(a) commencing at such time as Council has appointed the 15 citizen members, and the 5 designated organizations
have named their representatives, as outlined in Clause No. 6 contained in Report No. 13 of the Urban Environment
and Development Committee, headed "Revised Terms of Reference for the Toronto Cycling Committee"; and
(b) expiring on November 30, 2000, and until his successor is appointed.
The Striking Committee submits the following report (March 10, 1999) from the City Clerk:
Purpose:
The purpose of this report is to provide Members of Council with a list of Members' preferences for appointment to the
Toronto Cycling Committee.
Funding Sources, Financial Implications and Impact Statement:
Not applicable.
Recommendation:
It is recommended that the Striking Committee give consideration to Members' preferences outlined in Schedule 1 and
recommend to City Council the appointment of one Member of Council to the Toronto Cycling Committee.
Council Reference/Background/History:
City Council on November 25, 26 and 27, 1998, adopted, as amended, Clause No. 6 contained in Report No. 13 of the
Urban Environment and Development Committee, headed "Revised Terms of Reference for the Toronto Cycling
Committee", which sets out the composition of the Toronto Cycling Committee, one of whom shall be a Member of
Council.
The existing Toronto Cycling Committee is to continue with its current membership until such time as Council has
appointed a Councillor as well as the 15 citizen members, and the 5 designated organizations have named their
representatives, as outlined in the aforementioned Clause.
Comments and/or Discussion and/or Justification:
Members of Council were canvassed on March 2, 1999, to determine their interest in being appointed to the Toronto
Cycling Committee. The attached Schedule 1 contains a list of those Members who have indicated an interest in such
appointment.
The 15 citizen appointments to the Toronto Cycling Committee will be submitted to City Council when finalized by the
Nominating Committee.
Conclusion:
It is recommended that the Striking Committee recommend to City Council the appointment of one Member of Council to
the Toronto Cycling Committee for a term of office:
(a) commencing at such time as Council has appointed the 15 citizen members, and the 5 designated organizations have
named their representatives, as outlined in the aforementioned Clause; and
(b) expiring on November 30, 2000, and until his or her successor is appointed.
Contact Name:
Joanne Hamill, Manager of Community Councils and Committees, 392-4339.
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(A copy of Schedule 1, referred to in the foregoing report dated March 10, 1999, from the City Clerk, was forwarded to all
Members of Council with the agenda of the Striking Committee for its meeting on March 22, 1999, and a copy thereof is
also on file in the office of the City Clerk.)
3
Acceptance of Resignation from
the Toronto Public Library Board
(City Council on April 13, 14 and 15, 1999, adopted this Clause, without amendment.)
The Striking Committee recommends that City Council accept the resignation of Councillor George Mammoliti
from the Toronto Public Library Board, such resignation to become effective upon the appointment of another
Member of Council to replace Councillor Mammoliti as a member of the Board.
The Striking Committee reports, for the information of Council, having requested the City Clerk to canvass Members of
Council for their interest in being appointed to the Toronto Public Library Board, and submit a list of interested members to
the Striking Committee for its consideration with the various upcoming appointments that expire May 31, 1999.
The Striking Committee submits the following communication (February 24, 1999) from Councillor George
Mammoliti, North York Humber, addressed to the Chair of the Toronto Library Board:
Let this letter serve as my official resignation from my current position on the Toronto Public Library Board.
(City Council on April 13, 14 and 15, 1999, had before it, during consideration of the foregoing Clause, a communication
(March 22, 1999) from Mr. Rick Goldsmith, Chair, Toronto Public Library Board, requesting that Council approve a
temporary reduction in the composition of the Toronto Public Library Board, due to the existing two membership vacancies
on the Board and the difficulties in obtaining quorum for meetings.)
4
Other Item Considered by the Committee
(City Council on April 13, 14 and 15, 1999, received this Clause, for information.)
(a) Non-Concurrence in Request to Fast Track the Selection Process
for Appointments to the Board of Directors of Tourism Toronto.
The Striking Committee reports having reaffirmed that it will consider the upcoming appointments to the Board of
Directors of Tourism Toronto in conjunction with the other upcoming appointments that expire May 31, 1999; and
having requested the City Clerk to advise the Association Secretary of Tourism Toronto, accordingly.
(March 18, 1999) from Ms. Pauline Nicoloff, Association Secretary, Tourism Toronto, requesting that the City fast track
the selection process for appointments to its Board of Directors, in order that the City's appointees may be submitted no less
than 10 days before its Annual General Meeting scheduled to be held on May 6, 1999.
Respectfully submitted,
CASE OOTES
Acting Chair
Toronto, March 22, 1999
(Report No. 4 of The Striking Committee, including additions thereto, was adopted, as amended, by City Council on April
13, 14 and 15, 1999.)
