CLERK-008 - Policy Concerning Agencies, Boards, and Commissions (ABC's)_201240-
SAIN'll'101M
Subject: Agencies, Boards, and Commissions
Category: Policy
(ABC's)
Policy No.: COS-CC-008
M&C Report No.:
Effective Date: 2012-10-29
Next Review Date: (3 years)
Area(s) this policy applies to: Agencies, Boards,
Office Responsible for review of this Policy:
and Commissions
Common Clerk's Office
Related Instruments:
Policy Sponsor:
Document Pages: This document consists of 8
pages.
Revision History:
Council Adoption: October 29, 2012
Amendment: February 25, 2013
Common Clerk's Annotation for Official eRecord
Date of Passage of Policy: October 29, 2012
1 certify that this Policy was adopted by Common Council as indicated above.
May 16, 2017
Common Clerk
Date
Date Created: Common Council Approval Date: Contact:
2012-10-29 2012-10-29
Common Clerk
I ISTS NeiZ
1. COUNCIL RESOLUTION.................................................................................................................1
2. COUNCIL REPORT.........................................................................................................................3
3. COUNCIL AMENDMENT RESOLUTION.........................................................................................5
4. COUNCIL AMENDMENT REPORT..................................................................................................6
POLICY —AGENCIES, BOARDS
AND COMMISSIONS
Common Council Meeting — October 29, 2012
RESOLVED that all agencies, boards and Commissions ("ABCs") appointed by Council
must give a written report outlining number of meetings, attendance, activities and
decision making on a bi-annual basis; by the end of June and before mid-November
unless otherwise directed by Common Council. Some major ABC'S may wish to report
in person to Common Council on a more regular basis and that will be determined on an
individual basis at the wish of Common Council.
2. All appointments made by Council for all ABC'S will be for a period of three years with
the possibility of one re -appointment term of three years which would allow an individual
to serve a total of six years. After an individual has served a total of six years the
individual must remain off that particular ABC for a period of at least one year. This will
become effective as of the date of this report being approved by Common Council.
3. If Members of Common Council are nominated to serve on any given ABC they will serve
only their full term of Council period.
4. The Nominating Committee should be conscious of the fact of appointing citizens to only one
ABC, in order that more individuals may have the opportunity to serve.
5. As a first step towards ensuring that our ABC'S are more accountable to Common Council,
each ABC should fully understand their mandate and should understand what skill sets they
require in their Board Members to undertake their duties to perform in the best possible way.
6. Changes to appointments of Elected Officials and Senior City Staff;
Only one elected representative should be appointed to each ABC if required and/or only one
member of senior staff should be appointed to each ABC if required. This will allow for a greater
number of citizens to be appointed to ABC'S which will allow for more input from our citizens.
7. Changes to some of our ABC'S; such as; The City Solicitor has already been given the
mandate to address the consolidating of the Saint John Parking Committee and the Saint John
Transit Board.
8. A new committee has been established in the name of Rockwood Park Endowment Fund,
(formerly known as Deed of Gift -Brunswick Pipeline Committee), City appoints two members.
9. The following ABC's should be deleted as they have served their purpose and are no longer
needed; Arbour Day Committee; Design and Building Standards Committee; Saint John
Environment Committee; Justice/Peel Plaza Steering Committee; Performance Review
Committee; Revenue Generating Committee; and Taxation Review Committee.
10. Common Council has the authority at any given time to establish new ABC'S with new
mandates.
11. Consideration should be given to study the possibility of consolidating the Leisure Services
Committee; Lord Beaverbrook Rink Board; Rockwood Park Advisory Board; Carleton
Community Centre Advisory Committee and forming a new ABC that would represent all rinks,
parks, recreation of all kinds with the suggestion that a new name be selected, especially in
view of the fact that there will be the establishment of a new Regional Recreation Commission.
The caw orawnt John
October 29, 2012
Mayor Mel Norton and Members of Common Council:
A few months ago the Common Council gave Councillors Shirley McAlary, David Merrithew
and John MacKenzie the mandate to review and make recommendations that would improve the
overall being of our ABC'S.
(All City Commissions, Committees and Boards will be referred to as an ABC)
Here is our report submitted for the approval of Common Council.
Recommendations for changes to our ABC's.
1. All ABC'S appointed by Council must give a written report outlining number of
meetings, attendance, activities and decision making on a bi-annual basis; by the end of
June and before mid-November unless otherwise directed by Common Council. Some
major ABC'S may wish to report in person to Common Council on a more regular basis
and that will be determined on an individual basis at the wish of Common Council
2. All appointments made by Council for all ABC' Swill be for a period of three years with
the possibility of one re -appointment term of three years which would allow an individual
to serve a total of six years. After an individual has served a total of six years the
individual must remain off that particular ABC for a period of at least one year. This will
become effective as of the date of this report being approved by Common Council.
3. If Members of Common Council are nominated to serve on any given ABC they will
serve only their full term of Council period.
4. The Nominating Committee should be conscious of the fact of appointing citizens to only
one ABC, in order that more individuals may have the opportunity to serve.
5. As a first step towards ensuring that our ABC' S are more accountable to Common
Council, each ABC should fully understand their mandate and should understand what
skill sets they require in their Board Members to undertake their duties to perform in the
best possible way.
b. Changes to appointments of Elected Officials and Senior City Staff; Only one elected
representative should be appointed to each ABC if wired and/or only one member of
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senior staff should be appointed to each ABC if required. This will allow for a greater
number of citizens to be appointed to ABC IS which will allow for more input from our
citizens.
7. Changes to some of our ABC' S; such as; The City Solicitor has already been given the
mandate to address the consolidating of the Saint John Parking Committee and the Saint
John Transit Board.
8. A new Committee has been established in the name of Rockwood Park Endowment
Fund, (formerly known as Deed of Gift -Brunswick Pipeline Committee), City appoints
two members.
9. The following ABC's should be deleted as they have served their purpose and are no
longer needed; Arbour Day Committee; Design and Building Standards Committee;
Saint John Environment Committee; Justice/Peel Plaza Steering Committee; Performance
Review Committee; Revenue Generating Committee; and Taxation Review Committee.
10. Common Council has the authority at any given time to establish new ABC's with new
mandates.
11. Consideration should be given to study the possibility of consolidating the Leisure
Services Committee; Lord Beaverbrook Rink Board; Rockwood Park Advisory Board;
Carleton Community Centre Advisory Committee and forming a new ABC that would
represent all rinks, parks, recreation of all kinds with the suggestion that anew name be
selected, especially in view of the fact that there will be the establishment of a new
Regional Recreation Commission.
If the above recommendations are approved the following items need to be implemented.
1. This committee would be willing to study Recommendation #11 and report back to
Common Council.
2. All ABCS should be sent a copy of our recommendations if approved by Common
Council.
3. The Nominating Committee must follow through with these recommendations when
making future appointments (new and re -appointments).
4. We must amend the ByLaw so that the former Council Emergency Measures Committee
be consolidated with the newly formed Saint John Emergency Management Organization
Advisory Committee.
Respectfully Submitted,
Councillor Shirley McAlary
(received via email)
44;'
POLICY —AMENDMENT RE: AGENCIES,
BOARDS AND COMMISSONS
Common Council Meeting — February 25, 2013
RESOLVED that as recommended by the Committee of the Whole, having met on February 25,
2013, Council amends Section 2 of the Council resolution of October 29, 2012 pertaining to
recommended changes to agencies, boards and commissions by adding:
Council has the authority to re -appoint a member who has served for a period of six or more
years on an agency, board or commission, if not doing so poses a potential negative impact to
either operations or a specific project of the said agency, board or commission.
February 25, 2013
Deputy Mayor and Councillors
Subject: Amendment to Council Resolution of October 29, 2042
RESOLVED that as recommended by the Committee of the Whole, having met on February 25,
2013, recommends that Council amends Section 2 of the Council resolution of October 29, 2012
pertaining to recommended changes to agencies, boards and commissions by adding:
Council has the authority to re -appoint a member who has served for a period of six or more
years on an agency, board or commission, if not doing so poses a potential negative impact to
either operations or a specific project of the said agency, board or commission.
Sincerely,
ATN!° Ji1i I�4!
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