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City Council Approves the 2013 Schedule of Meetings

At its October 2, 3 and 4, 2012 meeting, City Council adopted Item ST7.1- 2013 Schedule of Meetings. This report recommended the 2013 meeting schedule for Council and its Committees. The schedule reflects adjusted dates for approval of the 2013 Capital and Operating Budgets. It also includes a special Executive Committee meeting to elect the chairs of the Budget Committee and the Employee and Labour Relations Committee for the balance of the Council term.

Section 27-25 of Council's procedure by-law requires the City Clerk to recommend to the Striking Committee an annual schedule for regular meetings of Council and committees. All other committees will schedule their meetings for the coming year in relation to this approved schedule

There are a number of scheduling assumptions and principles applied to the creation of the annual meeting calendar. For 2013 these included:

• regular meeting dates for the Board of Health;
• allowing time on the schedule for special committees, agencies and special purpose bodies to schedule their own meetings;
• avoiding where possible, meeting dates of the Federation of Canadian Municipalities' Board of Directors (approx 2-3 days, 4 times per year) and the FCM annual conference (2-3 days per year);
• allowing for a March, summer and winter holiday break;
• leaving enough time in the schedule for Members and staff to prepare and review meeting materials;
• avoiding scheduling standing committees on Fridays to enable Members to attend other meetings of special committees and boards and look after constituency matters;
• complying with the Council policy on respecting days of cultural or religious significance adopted by City Council on May 18, 19 and 20, 2004; and
• Enabling those committees that report to Executive Committee to report within the same cycle, where possible.

Features of the approved 2013 Meeting Schedule include:

• 20 Council meeting days over 10 meetings;
• The Executive Committee will now meet at the end of the committee cycle. This should enable those Committees that report to the Executive Committee to report within the same meeting cycle. Mayor Ford, as Chair of the Executive Committee, had requested the City Clerk to consider this scheduling option;
• Standing Committees are scheduled one day each. Committees can schedule additional meetings if necessary;
• Compressed meeting cycles are avoided;
• Standing Committee meetings have not been scheduled on Fridays. This will enable Members to attend other meetings of special committees and boards, including those boards that traditionally meet on a Friday. It also acknowledges that Members need time in the calendar to deal with constituency matters;
• Council meetings are generally scheduled for two days. The days following a Council meeting are kept clear in case a Council meeting should continue;
• Council meeting times are as follows:
• 9:30 a.m. to 12:30 p.m.
• 2:00 p.m. to 8:00 p.m.
• Committee meeting times are as follows:
• 9:30 a.m. to 12:30 p.m.
• 1:30 p.m. to 6:00 p.m.
• 7:30 p.m. to 10:00 p.m.; and
• Meetings end before sundown where noted on the schedule, and meeting end times have been included on Fridays.

Bookmark the on-line Meeting Schedule for the latest information

www.toronto.ca/council toronto.ca/council includes an online calendar that is up-to-date and available 24 hours a day. It is intended to be book-marked and viewed from either a desktop computer or mobile device. While it can be printed, there are often too many meeting details to fit on one page. We recommend book-marking the page and checking back for any changes.

Upload meeting information to your personal calendar

You can now download a report that includes meeting information. Once downloaded you can upload the .ical file format into your own personal electronic calendar. Read more about this open data report.

Now that Council has approved the calendar, will there be changes?

Yes. After City Council approval, the 2013 schedule of meetings will continue to evolve with added meetings, rescheduled meetings, and cancelled meetings that happen on a regular basis and do not require further City Council approval. There can also be on-going changes to meeting start times and meeting locations, as well as added advisory committees.

As soon as changes occur, they are reflected online in the Meeting Schedule. So whether you upload a digital version of the calendar to your personal calendar or if you have a printed copy, it can fall out of date. Always visit the Meeting Schedule for the most up-to date information on meetings.