June 28, 1999

TO:Planning and Transportation Committee

FROM:City Clerk

SUBJECT:REVIEW OF SUB-COMMITTEES, SPECIAL COMMITTEES AND TASK FORCES

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 January2, 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 Planning and Transportation 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

Novina Wong

City Clerk

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