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PARKS, RECREATION AND CULTURE ADVISORY COMMITTEE

WEDNESDAY, FEBRUARY 21, 2018 AT 3:00 P.M. ROOM 530 – 5TH FLOOR – ABBOTSFORD CITY HALL

AGENDA

1. CALL TO ORDER

2. ADOPTION OF MINUTES

.1 Minutes of the Parks, Recreation and Culture Advisory Committee meeting held January 21, 2018 (attached) (p. 2)

3. PRESENTATIONS

None.

4. DELEGATIONS

None.

5. BUSINESS OUT OF MINUTES

None.

6. REPORTS

.1 Verbal update from the Manager, Arena Services, regarding the Rick Hansen Foun-dation

.2 Verbal update from the Director, Parks Services and the Director, Recreation and Culture regarding Community Grant Opportunities

.3 Report No. PRC 001-2018, dated February 1, 2018, from the Director, Park Services, regarding Tree Protection Bylaw PowerPoint Presentation (attached) (p. 5)

.4 Report No. PRC 002-2018, dated February 1, 2018, from the Director, Recreation and Culture, regarding the Parks, Recreation and Culture Master Plan – Stage 2 –Analyze Report PowerPoint Presentation (attached) (p. 15)

.5 Verbal update from the General Manager, Parks, Recreation and Culture, regarding Meeting Topic Survey Results

7. NEW BUSINESS

.1 COR 002-2018, Amended Committee Protocol Policy (attached) (p. 18)

8. ADJOURNMENT

Minutes of the Parks, Recreation and Culture Advisory Committee meeting, held Wednesday, January 17, 2018, at 3:03 p.m., in Room 530, at Abbotsford City Hall

Committee Members Present: Councillor D. Loewen (Chair); L. Bell; N. Bergen; B. Singh Bansal; T. Curtis; B. Day; A. Levy; R. Pauls (part); C. Wiebe (part); and H. Wiens (part)

Staff Present: General Manager, Parks, Recreation and Culture - H. Enns; Director, Legislative Service/City Clerk – B. Flitton; Director, Recreation and Culture - A. Friesen; and Manager, Administration and MCA – D. Urquhart

Others Present: 0

Public Present: 1+

1. CALL TO ORDER

The meeting was called to order at 3:03 p.m.

The Chair made a request to amend the agenda and add two items; a meeting topic discussion from the General Manager, Parks, Recreation and Culture and a request from the Chair.

Moved by L. Bell, seconded by B. Singh Bansal, that the January 17, 2018 agenda be amended by adding two items: a discussion from the General Manager, Parks, Recreation and Culture, regarding future topics for the Parks, Recreation and Culture Advisory Committee meetings; and a request from the Chair regarding Parks, Recreation and Culture Advisory Committee Meeting schedule in Outlook, as new items 7.2 and 7.3, respectively.

PRC 001-2018 CARRIED.

R. Pauls and C. Wiebe entered the meeting at 3:05 p.m.

2. ADOPTION OF MINUTES

.1 Minutes of the Parks, Recreation and Culture Advisory Committee meetingheld December 20, 2017

Moved by N. Bergen, seconded by B. Day, that the minutes of the Parks, Recreation and Culture Advisory Committee meeting held December 20, 2017, be adopted.


3. PRESENTATIONS

None.

4. DELEGATIONS

None. of 55

Minutes of the Parks, Recreation and Culture Advisory Committee meeting, held Wednesday, January 17, 2018, at 3:03 p.m., in Room 530, at Abbotsford City Hall Page 2 5. BUSINESS OUT OF MINUTES

None.

6. REPORTS

.1 Council Committee Protocol Policy

The Director, Legislative Services/City Clerk, provided a PowerPoint presentation and overview of the recently amended Council Committee Protocol Policy; highlighting on the Community Charter, Council Procedure Bylaw, Committee Protocol Policy including; agendas, quorum, general procedures, delegations, roles of the Chair, appointments, committee members roles and responsibilities, conflict of interest, minute reporting and liability.

Moved by C. Wiebe, seconded by L. Bell, that the verbal update and PowerPoint presentation, provided by the Director, Legislative Services, City Clerk, regarding the Council Committee Protocol Policy, be received for information.


.2 Tree Protection Bylaw

The Tree Protection Bylaw report was withdrawn by staff and will be brought forward to a future meeting.

7. NEW BUSINESS

.1 2018 Fraser Valley Regional Heritage Fair – Volunteer Judges

The Director, Recreation and Culture, shared correspondence received from the 2018 Fraser Valley Regional Heritage Fair asking for volunteer judges to interview students and review their projects on Canadian Heritage. The Fair will be held on April 19 and 20, 2018, at the University of the Fraser Valley Athletic Centre.

.2 Future Topics for the Parks, Recreation and Culture Advisory Committee Meetings

The General Manager, Parks, Recreation and Culture, lead a discussion and brainstorming session on future topics for the Parks, Recreation and Culture Advisory Committee. A list was developed and will be sent for feedback and prioritizing of topics.

Moved by A. Levy, seconded by C. Wiebe, that the discussion and brainstorming session provided by the General Manager, Parks, Recreation and Culture, regarding future Parks, Recreation and Culture Advisory Committee meeting topics, be received for information.


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Minutes of the Parks, Recreation and Culture Advisory Committee meeting, held Wednesday, January 17, 2018, at 3:03 p.m., in Room 530, at Abbotsford City Hall Page 3 .3 Parks, Recreation and Culture Advisory Committee Member Outlook Calendars The Chair spoke to the Parks, Recreation and Culture Advisory Committee members regarding receiving monthly meeting requests through Outlook. .4 Parks, Recreation and Culture Promotional Brochures The General Manager, Parks, Recreation and Culture, handed out information brochures on Adult Winter Bus Tours and 2018 Park, Mobile Stage and Marquee tents requests. 8. ADJOURNMENT

Moved by C. Wiebe, seconded by R. Pauls, that the Parks, Recreation and Culture Advisory Committee meeting held January 17, 2018, be adjourned. (4:20 p.m.)

Certified Correct: Councillor Dave Loewen Diane Urquhart Chair Recording Secretary

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ca '~A AB BOTSFORD

Report No.PRC 001-2018

Date: File No:

February 1, 2018 8000-01

PRC ADVISORY COMMITTEE REPORT

Regular

To: Parks, Recreation and Culture Advisory Committee From: James Arden, Director, Park Services Subject: Tree Management Bylaw

RECOMMENDATION

THAT the Tree Management Bylaw Report , and the Urban Forest Canopy Technical Analysis, as attached to the Tree Management Bylaw Report, be received for information .

SUMMARY OF THE ISSUE

A review of the Tree Protection Bylaw has been underway with staff over the previous eighteen months. The Parks, Recreation, and Culture staff have engaged internal staff from several City of Abbotsford departments and the Senior Management in discussion on issues facing the community and City regarding the management of the urban forest. This report is to share this information with Council and receive their input prior to the finalization of a draft bylaw update.

BACKGROUND

There has not been an update to the Tree Protection Bylaw since 201 O and the community is growing and the industry is changing with the protection and management of the urban forest issues and practices. The inclusion of former Area H, growth in the Urban Development Boundary, Agricultural lands and the right to farm, strata properties and individual owners role and respons ibilities for tree management have faced the current bylaw and staff.

DISCUSSION

Staff seeks to share some data and statistics from research which was conducted on the canopy cover and impl ications on growth with the urban forest. Staff would like to discuss the minor changes, processes and implications within the current and proposed tree bylaw. Staff seeks to receive input from Council and the public on the strategies and policies that will guide the formation on the management of the urban forest in Abbotsford .

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Report No. PRC 011-2016 Page 2 of 2

IMPACTS ON COUNCIL POLICIES, STRATEGIC PLAN AND/OR COUNCIL DIRECTION

The information in this report speaks to the four cornerstones established by Council and reflect the initiatives of developing a diverse and vibrant economy, community connect to the environment, understanding the critical role in educating and engaging community, and the importance of building community through our policies and bylaws to create a livable city.

SUBSTANTIATION OF RECOMMENDATION

That the Parks, Recreation and Culture Advisory Committee receive this report for information.

Attachment: A Urban Forest Canopy Technical Analysis

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www.abbotsford.ca

PRC 034-2017

Tree Management Bylaw

• • • of 55

www.abbotsford.ca

OCP

#5 of 7 Big Ideas Improve Natural and Built Systems

• • • of 55

www.abbotsford.ca

5.2 Urban Forest and Tree Canopy

• Establish a tree canopy coverage target.

• Require tree conservation

strategies, and street tree plantings and landscaping in all development

and infrastructure projects. • • • of 55

www.abbotsford.ca

Tree, Zoning and Development Bylaws

Currently conflicting

• • • of 55

www.abbotsford.ca

Bylaw to Bylaw

• TPB needs to speak to Zoning and Development Bylaw 1. Zoning- what is afforded

• Trees on adjacent properties 2. Development- what we are requiring

and what are we getting • Removal of trees to replace trees

• • • of 55

www.abbotsford.ca

Policy vs. Bylaw

ALR Non ALR

UBD

• • • of 55

www.abbotsford.ca

Cultural Corporate Shift

• A time and a place for trees- missed opportunities

• Tree protection is land preservation • Credits or incentives • Tree bylaw alone will not protect trees

• • • of 55

www.abbotsford.ca

What Kind of City Do You Want?

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a .1 _ a ~A

ABBOTSFORD

PRC ADVISORY COMMITTEE REPORT

Report No. PRC 002-2018

Date: File No:

February 1, 2018 6520-40

To: Parks, Recreation and Culture Advisory Committee From: Allyson Friesen, Director, Recreation and Culture Subject: Parks, Recreation and Culture Master Plan Stage 2 - Analysis Report

RECOMMENDATION

Regular

THAT the Parks, Recreation and Culture Master Plan Stage 2 - Analysis Report, be received for information.


Urban Systems consulting firm was engaged in April 2017 to complete the Parks, Recreation and Culture Master Plan. This report summarizes the analysis completed in Stage 2 and discusses next steps.

BACKGROUND

The Parks, Recreation and Culture Master Plan is one of several projects under the Plan 200K initiative to align with the vision of the Official Community Plan adopted by Council in 2016 . Together, these plans will establish the foundation and future of the City as Abbotsford grows to 200,000 people with the overarching vision to become the «Hub of the Fraser Valley". Parks , Recreation , and Culture supports the recreation, sport, and cultural capacity of the community, contributes to the quality of life, and plays a critical role in the providing overall social, physical , and mental well-being of the community through its provision of services and operation of facilities .

The Parks and Recreation Master Plan was prepared in 2005 and as the City has grown and changed , some priorities have shifted and other previous recommendations are no longer relevant. A new Parks, Recreation & Culture (PRC) Master Plan is being developed to meet the needs of a diverse and growing community . The new plan will identify the greatest needs and opportunities related to facilities , programs and services needed in the City and set our direction for the next decade and beyond. The PRC Master Plan will look at the planning and service delivery to provide an innovative and comprehensive long-term vision and plan for the delivery of PRC services , including recreation and culture facilities, parks, sports fields, trails, urban forests, cemeteries, playgrounds and open green spaces for the City of Abbotsford . As the city grows to 200,000 residents , the PRC plan will need to accommodate and respond to our community 's changing needs and interests. The new plan will guide future investment and provide a framework for decision-making.

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Report No. PRC 011-2016 Page 2 of 3

DISCUSSION

The PRC Master Plan is being completed over a four stage planning process, which includes: Background Research, Analysis, Draft Plan, and Final Plan .

BACKGROUND RESEARCH ANALYSIS DRAFT PLAN FINAL PLAN

Stage 1 - Background Research, completed in Fall 2017, this stage, provided an overview of the City's parks, recreation, and culture facilities , programs and services , and a summary of the initial community input. Th is background information provided context and insight into Stage 2 where the analysis is completed and options for the future of parks, recreation and culture are reviewed .

Stage 2 • Analysis identifies options for meeting parks, recreation, and culture needs in Abbotsford. This stage includes a review of comparative communities, best practices and trends, assessment of services and facilities .

Stage 3 - The Draft Plan will include draft recommendations and implementation strategies based on input received on the analysis and options identified in Stage 2. This Stage will include further analysis and review, draft recommendations , a report to Council , and a community engagement process to garner public feedback.

Stage 4 - The Final Plan will include final recommendations and implementation strategies for Council 's approval.

Each Phase is organized around a major deliverable and includes a summary report presented to Council. Community engagement occurs in Stage 1 and 3.

Current Stage - Stage 2 - Analysis

Stage 2 of the PRC Master Plan provides a deeper dive into Abbotsford's parks, recreation, and culture facilities, programs and services, as well as identifies options for meeting parks, recreation, and culture needs in Abbotsford . This stage includes a review of comparative communities, best practices and trends , assessment of services and facilities , and options for consideration. The analysis report (Attachment A) summarizes the work completed in Stage 2.

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Report No. PRC O 11-2016 Page 3 of 3


The PRC Master Plan will help achieve and implement the vision set out in Council's Strategic Plan and Official Community Plan.


In April 2017, Urban Systems consulting firm was engaged to complete the PRC Master Plan as part of the Plan 200K initiative that is expected to be complete by June 2018. The four stage process ensures alignment between plans, effective use of resources and implementation of the 2016 Official Community Plan. The Analysis Report marks the conclusion of Stage 2, with a detailed study of the City's parks, recreation and cultural facilities, programs and services, and identifies options for meeting future needs of parks, recreation, and culture in Abbotsford.

nesen Recreation and Culture

Attachment: A Parks, Recreation and Culture Master Plan Stage 2 Analysis Report

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COUNCIL REPORT

Executive Committee Report No. COR 002-2018

Date: December 22, 2017 File No: 0550-01

To: Mayor and Council From: Bill Flitton, Director, Legislative Services/City Clerk Subject: Amended Council Committee Protocol Policy

RECOMMENDATION

THAT Council Committee Protocol Policy, C001-08, as amended, and referenced as Attachment “A” to this report, be approved.

REPORT CONCURRENCE

General Manager

The General Manager concurs with the recommendation of this report.

City Manager

The City Manager concurs with the recommendation of this report.


In addition to proposed changes to Council's Procedure Bylaw staff conducted a review of the City's Council Committee Protocol Policy. This Policy works hand in hand with the Council Procedure Bylaw regarding the operation of the City's Committees. The Policy was approved in 2011, and had a subsequent set of amendments in 2015.

BACKGROUND

The Council Committee Protocol Policy was developed as a supplemental document to the Council Procedure Bylaw. It deals with internal Council committees only – not external committees to the City. Whereas the Council Procedure Bylaw deals with overarching legislative and governance of City Council and its committees the policy deals with operational matters and conduct of committees. It also includes such items as appointments to committees, committee member attendance, resignations and removal of members, reporting to Council on matters and agenda/minutes and meeting operations, etc. The amended Committee Protocol Policy is referenced as Attachment “A” to this report.

DISCUSSION

The amendments to the Policy are mostly housekeeping and the more particular changes include:

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Report No. COR 002-2018 Page 2 of 3

Clarification of purpose and applicability to committees.

New Interpretation section to align with Corporate Policy template.

Clarification to include reference to City policies, bylaws, etc.

New definition of Alternate Chair.

New definition of Quorum.

Clarification regarding recommendations that, when carried by a committee, operationaldecisions are referred to the Staff Liaisons, for operational purposes.

Clarification of appointments of Council members.

Clarification of the role of the appointed Chair and Alternate Chair.

Clarification regarding appointments of members of the public.

Delete duplication.

Clarification regarding term of appointment when being made for an existing vacancy.

Simplified wording to add clarity to policy where required.

Additional conflict of interest provisions.

The attached rationale (Attachment “B”) to this report highlights all of the proposed amendments to the Council Committee Protocol Policy.

FINANCIAL PLAN IMPLICATION

There are no financial implications emanating from the proposed amendments to the Council Committee Protocol Policy.

Rajat Sharma General Manager, Finance and Corporate Services Signed 12/20/2017 10:22 AM


The proposed new Council Procedure Bylaw aligns with Council’s Strategic Plan:

Organizational Alignment

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Report No. COR 002-2018 Page 3 of 3

2. We recognize the importance of certainty in community building and that our rules and bylaws are critical to protecting the livability of our city COUNCIL DIRECTION: The City of Abbotsford will be proactive in ensuring compliance with our bylaws and enforce them uniformly. Our most critical development bylaws are up-to-date and we revisit our regulations and remove bylaws that are no longer critical in a timely fashion. 2015-2018 CITY OF ABBOTSFORD STRATEGIC GOALS a) Modernize Bylaws and Policies to ensure they are aligned and current b) Ensure a transparent and consistent regulatory environment c) Consult, communicate and educate community on regulatory and legislative environment


From time to time Council Policies require review and updating to reflect legislative changes, City practices and general operations of the City. The proposed amendments to the Council Committee Protocol Policy reflect these changes. Staff recommends that Council approve the proposed amendments to the Council Committee Protocol Policy. Bill Flitton Director, Legislative Services/City Clerk Signed 12/18/2017 12:21 PM

Rajat Sharma General Manager, Finance and Corporate Services Signed 12/20/2017 10:22 AM

ATTACHMENTS:

Attachment A - C001-08 Committee Protocol Policy Attachment B - Committee Protocol Policy Amendment Rationale

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REVISED: [Policy Officer to input] PAGE 1 OF 13

Final Draft – December 15, 2017

Committee Protocol

1. POLICY STATEMENT

Sets out a framework for appropriate governance and function of City committees, boards and commissions.

2. PURPOSE

Provides procedures for the establishment and conduct of City Committees. 3. SCOPE

Committees, boards, and commissions, must, in carrying out their respective mandates, take into consideration recommendations regarding policies, Bylaws, procedures, advice or other information, including, but not limited to: urban forestry including significant trees, natural parks, climate change, green technology, energy efficiency, environmental sustainability, economic vibrancy, economic development and opportunities, and long term economic strategies of the City.

4. INTERPRETATION

(a) Schedule “A” contains definitions of terms used in this Policy.

(b) Unless otherwise provided in this Policy, words and phrases used herein have the same meanings as in the Community Charter, SBC 2003, Local Government Act, RSBC 2015, and Interpretation Act, RSBC 1996, or as the context and circumstances may require.

(c) A reference to a statute refers to a statute of the Province of British Columbia, and a reference to any statute, regulation or Bylaw refers to that enactment, as amended or replaced from time to time.

(d) Words in the singular include the plural and gender specific terms include both genders and corporations.

(e) Headings in this Policy are for convenience only and must not be construed as defining, or in any way limiting the scope or intent of this Policy.

COUNCIL POLICY C001

08 - LEGISLATIVE & REGULATORY AFFAIRS

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COUNCIL POLICY C001-08 Committee Protocol



(f) If any part of this Policy is held to be invalid by a court of competent jurisdiction, the invalid part is severed and the remainder continues to be valid.

5. PRINCIPLES

1. ESTABLISHMENT OF COMMITTEES

(a) The Mayor must establish Standing Committees for matters the Mayor considers would be better regulated and managed by Committee, and for that purpose may provide for appointment, as members of a Standing Committee, persons who are not Council members. At least one half of the members of a Standing Committee must be Council members.

(b) Council may, by resolution, or Bylaw, if required by the Community

Charter, establish a Select or other Committee to consider or inquire into any matter and to report its findings and opinion to Council. Each such establishing resolution or Bylaw must:

(i) name the Committee;

(ii) establish the terms of reference for the Committee;

(iii) establish the composition of the Committee and terms of

appointment of the Committee members;

(iv) establish the requirements for reporting to Council; and

(v) allocate any necessary budget or other resources required to support the activities of the Committee.

(c) Council may by resolution, or Bylaw, if required by the Community

Charter, establish Advisory Committees for matters Council considers would be better dealt with by a committee, and for that purpose will appoint Council representation, and persons who are not Council members. Each such establishing resolution or Bylaw must:

(i) name the Committee; (ii) establish the terms of reference for the Committee; (iii) establish the composition of the Committee and terms of

appointment of Committee members; (iv) establish the requirements for reporting to Council; and (v) allocate any necessary budget or other resources required to

support the activities of the Committee.

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2. ESTABLISHMENT AND AUTHORITY

(a) Members will not misrepresent themselves as having any authority beyond that delegated by Council.

(b) Standing, Select and Advisory Committees must refer recommendations

to Council for authority to act. (c) Select Committees will conduct their task within the time prescribed by

Council following which they report their findings and opinions to Council for consideration.

(d) Statutory Committees will conduct their business in accordance with the

terms of their enabling statute or establishing Bylaw, or resolution and City Bylaws and policies.

(e) Unless otherwise provided in their enabling statute or establishing Bylaw,

or resolution, Committees do not have the authority to communicate with other levels of government, to pledge the credit of the City, or to authorize any expenditures to be charged against the City.

3. NEW COMMITTEES

In considering the formation of any new Committee, Council may request staff to prepare terms of reference for consideration by Council prior to establishing the Committee.

4. COUNCIL APPOINTMENTS

(a) Council will appoint members to, and establish, Committees based on recommendations from the Mayor and/or staff, on a consultative basis.

(b) Any Council member who is not a member of the Committee may attend a meeting and enter into debate, but is not counted as part of Quorum, and can neither move nor second motions, nor has a vote.

(c) The Council representative’s role on a Committee is to:

(i) be an effective Chair (or Alternate Chair), and to ensure proper function of the Committee;

(ii) be a voting member of the Committee to which they are

appointed; and

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(iii) serve as a communication channel between Council and the Committee.

(d) The Mayor is an ex-officio member of all Committees; and, as such, has

the same rights as other Committee members, but is not obligated to attend meetings and is not counted in determining if Quorum is present.

(e) Council, unless otherwise specified in an enabling Bylaw or enactment, and City policies, will appoint a Chair, and Alternate Chair, for each of its Committees.

(f) In the absence of both the Chair and Alternate Chair, and unless specified in an enabling Bylaw or enactment, a Chair will be elected by a simple majority, and show of hands, from those members present at the meeting, to Chair and conduct that specific Committee meeting.

5. PUBLIC APPOINTMENTS

(a) Council will appoint members to Committees based on recommendations from the Mayor and/or staff, on a consultative basis.

(b) Opportunities for appointment of members to Committees will be widely advertised prior to any appointment, so that any citizen who is interested may apply.

(c) Appointments to Statutory Committees will be made in accordance with the relevant Committee’s enabling statute or establishing Bylaw, or resolution, and City policies.

(d) Where outside agencies are invited to appoint one (1) of their members to a Committee and choose not to do so, the vacancy may be filled by a member at large.

(e) Committee members will serve without pay, at the pleasure of Council, unless otherwise provided in the enabling statute or establishing Bylaw, or resolution.

(f) Committee members will serve without remuneration, but will be reimbursed for pre-approved “out-of-pocket” expenses incurred in performing their duties.

(g) Committee member expenditures must be pre-authorized by the City Manager, or Staff Liaison, as appropriate.

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(h) Committee members appointed by Council must be City of Abbotsford residents, except as provided in the enabling statute or establishing Bylaw, or resolution, City Bylaws and policies, or the Terms of Reference of the specific Committee. Appointees who move from Abbotsford will cease to be members of the Committee.

(i) All applications for membership on Committees will be kept in confidence when submitted to the City.

6. TERMS OF APPOINTMENT

(a) Committee members will be appointed for a term of two (2) calendar years, unless otherwise stipulated by Council, or as provided in the enabling statue, establishing Bylaw, or resolution, and City policies.

(b) Committee appointments will continue until a successor is appointed by Council.

(c) Unless otherwise appointed by Council, an individual can serve for up to six (6) consecutive years on any one (1) Committee; however, Council may also take into consideration any extenuating circumstances regarding the status of any Committee appointments and extend any appointment as it deems necessary.

(d) When considering re-appointments for a consecutive term, Committee stability and membership continuity may be considered.

(e) Council may appoint members to fill vacancies on any Committee for the unexpired term of former members. In the event of a vacancy, the person appointed to fill the vacancy will hold office for the remainder of the term of the vacated office.

7. COMMITTEE ATTENDANCE

Unless otherwise provided in the enabling statute or establishing Bylaw, or resolution, and City policies, and any member who is absent from three (3) consecutive scheduled meetings without permission for leave of absence from, or without satisfactory reasons to, the Committee Chair, will cease to be a member of the Committee; and the Staff Liaison will be advised by the Committee Chair. The Staff Liaison will undertake the appropriate process to fill the vacancy.

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8. RESIGNATION OF MEMBER

Any member of a Committee wishing to resign from the Committee is requested to provide the resignation in writing to the Committee Chair, with a copy to the Staff Liaison. The Staff Liaison will undertake the appropriate process to fill the vacancy.

9. REMOVAL OF MEMBER FROM COMMITTEE

At the request of a Committee, or on its own initiative, Council may remove or request the resignation of any of its Committee appointees for malfeasance, lack of attendance, or any other good and sufficient cause.

10. COMMITTEE VACANCY REPLACEMENT TERM

In the event of a vacancy, the person appointed to fill the vacancy will hold office for the remainder of the term of the vacated office.

11. STAFF LIAISON

The Staff Liaison is not a member of the Committee; and, therefore, is not entitled to vote. The role of the Staff Liaison includes, but is not limited to, the following:

(a) providing information and professional advice; (b) supporting the Committee Chair in developing agendas, arranging

meetings, and promoting effective Committee operation; (c) coordinating an annual orientation to the work of the Committee, the

structure of the City, and Council’s annual goal setting and budgeting processes;

(d) assisting with membership recruitment by providing timely responses to

requests for information concerning appointment; and (e) performing any other duties as assigned by the City Manager regarding

the function of the Committee. 12. AGENDAS

The Staff Liaison is responsible, in consultation with the Committee Chair, for the preparation of agendas, which are prepared and distributed to Committee members, and submitted, to the City Clerk for distribution to Council and posting on the City’s website.

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13. MINUTES AND REPORTING

(a) Committee minutes, setting out the recommendations and topical discussion points of the meetings of Committees will be recorded by the Staff Liaison, or assigned City staff as Recording Secretary.

(b) Following review by the Staff Liaison the minutes will be submitted to the Chair for approval. The minutes will then be circulated to the Committee members for review.

(c) After review by the Committee members, including any necessary amendments, the minutes will then be forwarded to the Director, Legislative Services/City Clerk for inclusion on the next Council agenda for information and receipt by Council.

(d) The Staff Liaison will be responsible for any recommendations of the Committee, and will present these to Council in the form of a staff report in the City’s standard report template.

(e) Staff will act on the direction of Council, and will not implement a Committee recommendation unless directed by Council.

(f) Minutes will be considered for approval and adoption by the Committee at its next meeting. Once adopted by the Committee the minutes will be certified as correct, and signed by the Recording Secretary and the Committee Chair.

(g) The Staff Liaison will provide the Director, Legislative Services/City Clerk’s Office with the original signed copy, as well as the final electronic version for proper retention.

14. MEETING SCHEDULE

(a) Standing, Select and Advisory Committees will establish their own meeting schedules in consultation with the Staff Liaison, holding meetings at minimum bi-monthly or at the call of the Chair. Committee meetings will not be scheduled in August. During election years, Committee meetings will not be held in October.

(b) Statutory Committees meet as provided in their enabling statute or establishing Bylaw and City policies.

(c) Committee meetings have priority over other requests for meeting room bookings at City facilities.

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(d) A majority of the members of a Committee may in writing require the Chair to call a meeting. If the Chair is absent or refuses to call a meeting, the Staff Liaison may call the meeting.

(e) Public Notices of all Committee meetings must be posted in accordance with the Community Charter and Council Procedure Bylaw, 2018.

15. MEETINGS OPEN TO PUBLIC

(a) All Committee meetings are open to the public and no person will be excluded, except for improper conduct, or where the Committee is considering an item where, in accordance with Section 90 of the Community Charter, the exclusion of the public is permitted.

(b) Before a meeting or part of a meeting is closed to the public the Committee must carry a resolution stating:

(i) that the meeting is to be closed; and

(ii) the paragraph(s) within Section 90(1) or (2) of the Community

Charter pursuant to which the meeting is to be closed. 16. DELEGATIONS TO COMMITTEES

(a) A Committee may invite other persons to participate in making presentations to the Committee, in order to benefit from additional expertise or knowledge.

(b) Delegations to Committees are permitted subject to the City’s Council Procedure Bylaw, 2018.

17. RULES OF PROCEDURE

(a) All Committees appointed by Council must conduct their business in accordance with their enabling statutes or establishing Bylaws, or resolutions, the Local Government Act, Community Charter, City policies, and the City’s Council Procedure Bylaw, 2018.

(b) A Committee may appoint one (1) or more sub-committee/working groups to consider or inquire into any matter which falls within its terms of reference and report its findings back to the Committee.

(c) A Committee may invite other persons to participate on a sub-committee/working group of the Committee in order to benefit from additional expertise.

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(d) No action of any Committee, except where power to act is expressly conferred on the Committee, will be binding on the City, unless Council has approved such action.

(e) Questions of procedure which cannot be resolved by the Committee upon the advice of the Staff Liaison will be referred to the Director, Legislative Services/City Clerk.

(f) A Quorum excludes Committee vacancies.

(g) If there is no Quorum of the time set for the commencement of a duly scheduled meeting, the meeting will be deemed as cancelled. However, if desired by the members present, they may meet for information purposes only.

18. VOTING

(a) All members of a Committee, including the Chair or Alternate Chair, have a vote on any motion before it; and, in all cases, in the event of a tie vote, the motion is defeated. Any member who abstains from voting, without having declared a pecuniary interest and leaving the meeting, is deemed to have voted in the affirmative. Proxy votes are not permitted.

(b) Only the names of members who vote against the motion will be entered in the minutes as “Opposed”.

19. CONFLICT OF INTEREST

(a) Committee members are subject to Sections 100 to 108 of the Community Charter.

(b) Committee members must avoid conflicts of interest where:

(i) A Committee member is a director, member or employee of an organization seeking benefit from the City upon which the Committee will make a recommendation; or

(ii) The Committee member has a direct or indirect pecuniary interest

in the outcome of Committee deliberations.

(c) A conflict of interest does not exist if the pecuniary interest:

(i) of the member is a pecuniary interest in common with members of the municipality generally; or

(ii) is so remote or insignificant that it cannot reasonably be regarded as likely to influence the member in relation to the matter.

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(d) Where a conflict of interest exists, Committee members:

(i) are not entitled to participate in the discussion of the matter or to vote on a question in respect of the matter;

(ii) must declare to the Committee that a conflict exists;

(iii) must remove themselves from the meeting during consideration of the issue to which the conflict relates; and

(iv) must not attempt, in any way, to influence the voting on any

question in respect of the matter.

(e) A member’s declaration of a conflict and their exit and return to the meeting will be noted in the minutes.

(f) Committee members must not use the Committee member contact list for personal or non-City related business purposes.

20. BUDGET

(a) Unless otherwise provided in their enabling statute or establishing Bylaw, or resolution, and City policies, Committees may request budget funds from Council, in accordance with the City budget preparation schedule and procedures.

(b) Any solicitation, or application for funds, from other organizations, requires the prior approval of Council.

(c) Committees will have reasonable use of miscellaneous City services such as photocopying, paper supplies, meeting areas, etc., to be coordinated through the Staff Liaison.

21. PERSONAL LIABILITY

No Committee member will be liable in his or her personal capacity for any debt or liability of the Committee. It is the responsibility of the City to insure the members of Committees against all liabilities related to fulfilling their responsibilities as members of the Committee.

22. ORIENTATION

In order for the Committee members to fully understand the operations of Council Committees, the Director, Legislative Services/City Clerk, in conjunction with the Staff Liaison, may provide an orientation session annually. Committee members are strongly encouraged to attend these sessions. Orientation materials will be provided at the orientation session or at the first scheduled Committee meeting.

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6. EXCLUSIONS

This Policy does not apply to the Executive Committee, Regular Council, Special meetings of Council, or Committee of the Whole.

7. PROHIBITIONS

N/A 8. RELATED PROCEDURES, GUIDELINES AND PUBLICATIONS

The following document is related to this Policy:

(a) Council Procedure Bylaw, 2018. 9. REFERENCES

Policy Owner: General Manager, Finance and Corporate Services Reviewed by: [Policy Officer to input] Endorsed by [Policy Officer to input] Approved by: [Policy Officer to input] Last Review Date: [Policy Officer to input]

APPROVED this day of , 2018 Henry Braun Mayor William Flitton Corporate Officer

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SCHEDULE “A”

DEFINITIONS

In this Policy, unless the context otherwise requires:

A “Committee” of Council may be an Advisory Committee, Standing Committee, Statutory Committee, Select Committee, Task Force or other Committee as appointed by Council. “Advisory Committee” means an advisory body to Council established by Council resolution;

and to which Council may appoint Council representation and citizens. “Alternate Chair” means the person appointed as Chair in the Chair’s absence. “Chair” means the person appointed by Council to the position of chairperson, or their

alternate. “City” means the City of Abbotsford. “City Clerk” means the Director, Legislative Services/City Clerk of the City, or designate. “City Manager, “Deputy City Manager” or “General Manager”, or designate, is the staff

person responsible for the operation of the Committee. “Council” means the Council of the City of Abbotsford. “Quorum” has the same meaning as set out in the City’s Council Procedure Bylaw, 2018. “Recording Secretary” means the person assigned to record the Committee meeting

minutes. “Select Committee” is established by Council resolution pursuant to Section 142 of the

Community Charter, and to which Council shall appoint Council representation and may appoint citizens. At least one (1) member of a Select Committee must be a Council member. Council may also establish a Select Committee to inquire into a specific issue within a bounded time period and report its findings and opinions to Council after which the committee will have concluded its work and will be disbanded.

“Staff Liaison” means the staff member assigned by the City Manager to assist a Committee

in a non-voting advisory and resource capacity. “Standing Committee” means an advisory body to Council established by the Mayor

pursuant to Section 141 of the Community Charter to which the Mayor shall appoint Council representatives and may appoint citizen members. The Community Charter requires that at least half the members be members of Council.

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SCHEDULE “A” (cont’d)

DEFINITIONS (cont’d) “Statutory Committee” means boards, commissions, or committees established pursuant to

a specific enabling statute, including a Library Board established pursuant to the Library Act, RSBC 1996, a Police Board established pursuant to the Police Act, RSBC 1996, a commission or a board, and any other body established pursuant to enabling legislation which serves in an arms-length capacity on behalf of or in cooperation with the municipality.

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SECTION CURRENT PROPOSED RATIONALE Policy Statement n/a Sets out a framework for appropriate

governance and function of all city committees boards and commissions.

New Section in new template

Purpose To provide procedures for the establishment and conduct of committees, authorities, commissions, boards, etc., of City Council.

Provides procedures for the establishment and conduct of Committees authorities, commissions, boards, etc., of City Council.

Definition of “Committee” includes those previously listed. Clarifies intent.

Mandate All committees, boards, and commissions, shall, in carrying out their respective mandates, take into consideration recommendations regarding policies, bylaws, procedures, advice or other information including, but not limited to: urban forestry including significant trees, natural parks, climate change, green technology, energy efficiency and environmental sustainability of the City. All committees, boards, and commissions, shall, in carrying out their respective mandates, take into consideration recommendations regarding policies, bylaws, procedures, advice or other information including, but not limited to: the economic vibrancy, economic development and opportunities, and long term economic strategies of the City.

Two current sections consolidated: All Committees, boards, and commissions, shall must, in carrying out their respective mandates, take into consideration recommendations regarding policies, bylaws, procedures, advice or other information, including, but not limited to: urban forestry including significant trees, natural parks, climate change, green technology, energy efficiency, environmental sustainability, economic vibrancy, economic development and opportunities, and long term economic strategies of the City.

Under Corporate template this content falls under “Scope”; and second paragraph not required, the individual Terms of Reference address this.

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SECTION CURRENT PROPOSED RATIONALE Interpretation NEW 4. INTERPRETATION

(a) Schedule “A” contains definitions

of terms used in this Policy.

(b) Unless otherwise provided in this Policy, words and phrases used herein have the same meanings as in the Community Charter, SBC, 2003, Local Government Act, RSBC, 2015, and Interpretation Act, RSBC 1996, or as the context and circumstances may require.

(c) A reference to a statute refers to a

statute of the Province of British Columbia, and a reference to any statute, regulation or bylaw refers to that enactment, as amended or replaced from time to time.

(d) Words in the singular include the plural and gender specific terms include both genders and corporations.

(e) Headings in this Policy are for

convenience only and must not be construed as defining, or in any way limiting the scope or intent of this Policy.

(f) If any part of this Policy is held to

be invalid by a court of competent jurisdiction, the invalid part is severed and the remainder continues to be valid.

New Section in new Template; definitions were moved to Schedule “A”. Consistent with City practice.

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SECTION CURRENT PROPOSED RATIONALE Establishment of Committees

1.2 Council may appoint a Select or other Committee to consider or enquire into any matter and to report its findings and opinion to Council. When a Select Committee is established, Council will, by resolution (or bylaw, if required by the Community Charter):

a) name the committee;

b) establish the terms of

reference for the committee;

c) establish the composition of the committee and term of appointment of the committee members;

d) establish the requirements

for reporting to Council; and

e) allocate any necessary budget or other resources required to support the activities of the committee.

5.1(b) Council may, by resolution (or bylaw, if required by the Community Charter), appoint establish a Select or other Committee to consider or inquire into any matter and to report its findings and opinion to Council. When a Select Committee is established, Council will, by resolution (or bylaw, if required by the Community Charter): Each such establishing resolution or bylaw must:

(i) name the Committee; (ii) establish the terms of

reference for the Committee;

(iii) establish the composition

of the Committee and terms of appointment of the Committee members;

(iv) establish the requirements

for reporting to Council; and

(v) allocate any necessary

budget or other resources required to support the activities of the Committee

.

Housekeeping for clarity of intent, new numbering structure for placement in policy, and “inquire” vs “enquire”

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SECTION CURRENT PROPOSED RATIONALE Establishment of Committees

1.3 Council may establish Advisory Committees for matters Council considers would be better dealt with by a Committee, and for that purpose will appoint Council representation, and persons who are not Council members. Council representation may be appointed as Chair. When a committee is established, Council will, by resolution (or bylaw, if required by the Community Charter):

a) name the committee;

b) establish the terms of

c) establish the composition of

the committee and term of appointment of committee members;

d) establish the requirements for reporting to Council;

e) allocate any necessary budget or other resources required to support the activities of the committee

5.1(c) Council may, by resolution (or bylaw, if required by the Community Charter), establish Advisory Committees for matters Council considers would be better dealt with by a committee, and for that purpose will appoint Council representation, and persons who are not Council members. When a Committee is established, Council will, by resolution (or bylaw, if required by the Community Charter) Each such establishing resolution or bylaw must:

(i) name the Committee;

(ii) establish the terms of reference for the Committee;

(iii) establish the composition of

the Committee and terms of appointment of Committee members;

(iv) establish the requirements

for reporting to Council; and (v) allocate any necessary

budget or other resources required to support the activities of the Committee

Housekeeping for clarity of intent, new numbering structure for placement in policy, Council appointments as Chair are addressed in Section 5.4.

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.

SECTION CURRENT PROPOSED RATIONALE Establishment and Authority

2.1 (c) Statutory Committees conduct their business in accordance with the terms of their enabling statute, establishment bylaw and the policies of the authority which established the committee.

5.2(c) Statutory Committees conduct their business in accordance with the terms of their enabling statute or establishing bylaw or resolution and City bylaws and policies and the policies of the authority which established the committee.

Revised for consistency throughout Policy.

Appointments 4. Appointments 5. 5. Public Appointments Housekeeping for clarity

Public Appointments 4.1 The Mayor will appoint Council members to Standing Committees, at a Regular Council meeting.

Deleted Addressed in Section 5.4

Public Appointments 4.2 Council will appoint Council members to Committees, excluding Standing Committees, at a Regular Council meeting based on recommendations from the Mayor and/or staff, on a consultative basis.

5.5(a) Council will appoint members to Committees, excluding Standing Committees, at a Regular Council meeting based on recommendations from the Mayor and/or staff, on a consultative basis.

“Standing Committees” are part of the definitions of “Committees”. Appointments are made at a Special (Closed) Council meeting per Section 90(1)(a) of the Community Charter

Public Appointments 4.3 Appointments to Standing, Advisory and Select Committees, as required, will be at the discretion of Council.


Public Appointments 4.4 Opportunities for appointment of members of the public to committees will be widely advertised at least 60 days prior to any appointment, so that any citizen who is interested may apply.

5.5(b) Opportunities for appointment of members of the public to Committees will be widely advertised at least 60 days prior to any appointment, so that any citizen who is interested may apply.

Revised per current practice and consistency with each Committee’s Terms of Reference.

Public Appointments 4.5 Recommendations for committee members will be provided to Council

Deleted Operational - not required in Policy

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in the form of a Council report at a Special meeting of Council for Council approval.

SECTION CURRENT PROPOSED RATIONALE Public Appointments 4.6 Appointments to Statutory

Committees will be made in accordance with the relevant committee’s enabling statute or establishment bylaw. The Mayor will provide recommendations as required for any appointments to Statutory Committees that are to be made by Council.

5.5(c) Appointments to Statutory Committees will be made in accordance with the relevant Committee’s enabling statute or establishing bylaw and City policies. The Mayor will provide recommendations as required for any appointments to Statutory Committees that are to be made by Council.

Revised for consistency throughout

Public Appointments 4.7 Where outside agencies are invited to appoint one of their members to a committee and choose not to do so, the vacancy may be filled by a community member at-large.

5.5(d) Where outside agencies are invited to appoint one (1) of their members to a Committee, and choose not to do so, the vacancy may be filled by a community member at large.


Public Appointments 4.9 Unless there are extenuating circumstances, committee members appointed by Council must be City of Abbotsford residents, except as provided in a Statutory Committee enabling statute or establishment bylaw, appointees who move from Abbotsford will cease to be members of the committee.

5.5(h) Unless there are extenuating circumstances, Committee members appointed by Council must be City of Abbotsford residents, except as provided in the enabling statute or establishing bylaw or resolution, and City Bylaws and policies, or the Terms of Reference of the specific Committee. Appointees who move from Abbotsford will cease to be members of the Committee.


Term of Appointment for Standing, Advisory and Select

5. Term of Appointment for Standing, Advisory and Select Committees

5.6. TERMS OF APPOINTMENT FOR STANDING, ADVISORY AND SELECT

Revised for clarity

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Committees

COMMITTEES

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SECTION CURRENT PROPOSED RATIONALE Term of Appointment for Standing, Advisory and Select Committees

5. 1 Committee members will be appointed for a term of two (2) calendar years, unless otherwise stipulated by Council.

5.6(a) Committee members will be appointed for a term of two (2) calendar years, unless otherwise stipulated by Council, or as provided in the enabling statute, or establishing bylaw, and City policies.

Merged Sections 5.1 and 6 for clarity

Term of Appointment for Standing, Advisory and Select Committees

5.3 Unless otherwise appointed by Council, an individual can serve for up to six (6) consecutive years on any one (1) committee; however, Council may also take into consideration any extenuating circumstances regarding the status of any committee appointments and extend any appointment as it deems necessary.

5.6(c) Unless otherwise appointed by Council, an individual can serve for up to six (6) consecutive years on any one (1) Committee; however, Council may also take into consideration any extenuating circumstances regarding the status of any Committee appointments and extend any appointment as it deems necessary.

Housekeeping


5.4 When considering re-appointments for a consecutive term, committee stability and membership continuity may be considered.

5.6(d) When considering re- appointments for a consecutive term, Committee stability and membership continuity may be considered.

Housekeeping


5.5 Council may remove a member of a committee by resolution.


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SECTION CURRENT PROPOSED RATIONALE Term of Appointment for Standing, Advisory and Select Committees

5. 6. Council may appoint members to fill vacancies on any Committee for the unexpired term of former members.

5.6(e) Council may appoint members to fill vacancies on any Committee for the unexpired term of former members. In the event of a vacancy, the person appointed to fill the vacancy will hold office for the remainder of the term of the vacated office.

Merged Sections 5.6 and 10 for clarity

COMMITTEE ATTENDANCE

7.3 Unless otherwise provided in the enabling statute or establishment bylaw, and except for Honourary Members, any member who is absent from three (3) consecutive scheduled meetings without permission for leave of absence from the committee Chair, or without reason satisfactory to the committee, will forthwith cease to be a member of the committee and the Staff Liaison will be advised by the committee.

5.7 Unless otherwise provided in the enabling statute or establishing bylaw, and except for Honourary Members and City policies, and any member who is absent from three (3) consecutive scheduled meetings without permission for leave of absence from, or without satisfactory reasons to, the Committee Chair, will forthwith cease to be a member of the Committee; and the Staff Liaison will be advised by the Committee Chair. The Staff Liaison will undertake the appropriate process to fill the vacancy.

Revised for clarity; and moved last sentence of Section 8 to this Section

Resignation of Member

8. Any member of a committee wishing to resign from the committee is requested to provide the resignation in writing to the committee Chair, with a copy to the Staff Liaison. The Staff Liaison will undertake the appropriate process to fill the

5.8 Any member of a Committee wishing to resign from the Committee is requested to provide the resignation in writing to the Committee Chair, with a copy to the Staff Liaison. The Staff Liaison will undertake the appropriate process to fill

Housekeeping

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vacancy the vacancy.

SECTION CURRENT PROPOSED RATIONALE Removal of Member from Committee

9. Council may remove or request the resignation at the request of the committee or on its own initiative, any of its committee appointees for malfeasance in office, lack of attendance, or any other good and sufficient cause, etc.

5.9 At the request of a Committee or on its own initiative, Council may remove, or request the resignation at the request of the Committee, or on its own initiative, of any of its Committee appointees for malfeasance in office, lack of attendance, or any other good and sufficient cause., etc.

Housekeeping

Committee Vacancy Replacement Term

In the event of a vacancy, the person appointed to fill the vacancy will hold office for the remainder of the term of the vacated office.

Moved to 5.6 (e) Moved for clarity.

Council Appointments 11. Council Liaison/Council Membership

5.4 COUNCIL LIAISON/COUNCIL MEMBERSHIP APPOINTMENTS

Updates Heading for clarity; and Re-orders Sections for improved readability.

Council Appointments 11.1 The Mayor will appoint Council members as representative and an alternate representative to Standing Committees, at a Regular Council meeting. The Mayor will recommend to Council establishment of Select and Advisory Committees.

5.4(a) The Mayor Council will appoint Council members to as representative and an alternate representative to Standing at a Regular Council meeting, and establish, Committees based on recommendations from the Mayor and/or staff, on a consultative basis.

Updated per current practice. See Section 5.5(a)

Council Appointments 11.2 Any Council member who is not a member of the committee may attend a meeting and enter into debate, but is not counted as part of a quorum, and neither has the

5.4(b) Any Council member who is not a member of the Committee may attend a meeting and enter into debate, but is not counted as part of a

Revised for clarity.

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right to move or second a motion, nor have a vote.

Quorum, and and neither has the right to can neither move nor or second a motions, nor has a vote.

SECTION CURRENT PROPOSED RATIONALE Council Appointments 11.3 Council may appoint individual

Council members to Advisory or Select Committees as the Chair and/or Alternate Chair, on the Mayor’s recommendations, following consultation with Councillors.

Deleted Council appointments addressed in Section 5.4

Council Appointments 11 .4 The Council representative’s role on a committee is to:

a) be a voting member of thecommittee to which they areassigned; and

b) serve as a communicationchannel between Council andthe committee.

5.4(c) The Council representative’s role on a Committee is to:

(i) be an effective Chair (orAlternate Chair), and toensure proper function ofthe Committee;

(ii) be a voting member of theCommittee to which theyare assigned appointed;and

(ii) serve as a communicationchannel between Counciland the Committee.

Housekeeping and clarity

COUNCIL APPOINTMENTS

11 .5 The Mayor is an ex-officio member of all committees; and, as such, has the same rights as other committee members, but is not obligated to attend meetings and is not counted in determining if a quorum is present.

5.4(d) The Mayor is an ex-officio member of all Committees; and, as such, has the same rights as other Committee members, but is not obligated to attend meetings and is not counted in determining if a Quorum is present.

Housekeeping

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SECTION CURRENT PROPOSED RATIONALE STAFF LIAISON 11 .6 A Staff Liaison will be assigned to

each Standing, Advisory or Select Committee by the City Manager. The Staff Liaison is not a member of the committee and therefore is not entitled to vote. The role of the Staff Liaison includes, but is not limited to the following:

a) providing information and professional advice;

b) supporting the Committee Chair in developing agendas, arranging meetings, and promoting effective committee functioning;

c) writing report recommendations to Council as requested by the committees when reporting to Council;

d) coordinating an annual

orientation to the work of the committee, the structure of the City, and Council’s annual goal setting and budgeting processes;

e) assisting with the annual membership recruitment by providing timely responses to requests for information concerning reappointment; and

5.11 A Staff Liaison will be assigned to each Standing, Advisory or Select Committee by the City Manager. The Staff Liaison is not a member of the Committee; and, therefore, is not entitled to vote. The role of the Staff Liaison includes, but is not limited to, the following:

a. providing information

and professional advice;

b. supporting the Committee Chair in developing agendas, arranging meetings, and promoting effective Committee operation functioning;

c. writing report

recommendations to Council as requested by the committees when reporting to Council;

d. coordinating an annual

orientation to the work of the Committee, the structure of the City, and Council’s annual goal setting and budgeting processes;

e. assisting with the

annual membership

Updated for current practice; and created new separate Section for Staff Liaisons for clarity. Report writing and timing is operational determined by Departmental General Managers.

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recruitment by providing timely responses to requests for information concerning reappointment; and

f) performing any other duties as assigned by the City Manager regarding the function of the Committee.

performing any other duties as assigned by the City Manager regarding the function of the Committee.

COUNCIL APPOINTMENTS

12.1 Council, unless otherwise specified in an enabling bylaw or enactment, will appoint a Chair, and Alternate Chair, for each of its committees.

12.2 In the absence of both the Chair and Alternate Chair, and unless specified in an enabling bylaw or enactment, a Chair will be elected by a simple majority, and show of hands, from those members present at the meeting, to Chair and conduct that specific committee meeting.

5.4(e) Council, unless otherwise specified in an enabling bylaw or enactment, and City policies, will appoint a Chair, and Alternate Chair, for each of its Committees.

(f) In the absence of both the

Chair and Alternate Chair, and unless specified in an enabling bylaw or enactment, a Chair will be elected by a simple majority, and show of hands, from those members present at the meeting, to Chair and conduct that specific Committee meeting.

Moved to under Section 5.4, Council Appointments.

AGENDAS 13. The Staff Liaison is responsible, in consultation with the committee Chair, for the preparation of committee agendas, which are prepared and distributed to committee members, and submitted, to the Director, Legislative Services/City Clerk for posting on the City’s website.

5.12 The Staff Liaison is responsible, in consultation with the Committee Chair, for the preparation of Committee agendas, which are prepared and distributed to Committee members, and submitted, to the City Clerk for distribution to Council and posting on the City’s website.

Housekeeping

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SECTION CURRENT PROPOSED RATIONALE MEETING SCHEDULE

15 .4 Committee meetings will be held as determined by Council resolution and/or as scheduled by the committee. Special meetings may be called by the Chair.

Deleted Redundant; addressed in Section 5.14 (a).

MEETING SCHEDULE

15.2 Statutory Committees meet as provided in their enabling statute or establishing bylaw.

5.14(b) Statutory Committees meet as provided in their enabling statute or establishing bylaw and City policies.

Revised for currency throughout Policy

MEETINGS OPEN TO PUBLIC

16.1 All meetings of Council committees are open to the public and no person will be excluded, except for improper conduct, or where the committee is considering an item where, in accordance with Section 90 of the Community Charter, the exclusion of the public is permitted.

5.15(a) All meetings of Committee meetings are open to the public and no person will be excluded, except for improper conduct, or where the Committee is considering an item where, in accordance with Section 90 of the Community Charter, the exclusion of the public is permitted.

Housekeeping

16.2 Before a meeting or part of a meeting is closed to the public the committee must state by resolution:

a) that the meeting is to be

closed; and,

b) the basis under which, as defined by the Community Charter, the meeting is to be closed.

5.15(b) Before a meeting, or part of a meeting, is closed to the public the Committee must pass a state by resolution stating:

(i) that the meeting is to

be closed; and

(ii) the basis paragraph(s) within Section 90(1) or (2) of the Community Charter under which Section, as defined by the Community Charter,

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pursuant to which the meeting is to be closed.

Rules of Procedure 17 .1 A committee may invite other persons to participate in making presentations and/or serving on sub-committee/working group(s) or of the committee, in order to benefit from additional expertise.

5.17(c) A Committee may invite other persons to participate in making presentations and/or serving on a sub-committee/working groups of the Committee in order to benefit from additional expertise and knowledge.

Split-“delegations” dealt with in Section 5.16 and “Sub-committees” in Section 5.17.

Rules of Procedure 17.2 5.16(b) Delegations to Committees are permitted, in accordance with the subject to the City’s Council Procedure Bylaw, 2018.

Housekeeping

Rules of Procedure 18.1 5.17(a) All Committees appointed by Council must conduct their business in accordance with their enabling statutes or establishing Bylaw, or resolutions, the Local Government Act, Community Charter, City policies, and the City’s Council Procedure Bylaw, 2018.

Housekeeping

Rules of Procedure 18. 3 No action of any committee, except where power to act is expressly conferred on the committee, will be binding on the Corporation, unless Council has approved such action.

5.17(d) No action of any Committee, except where power to act is expressly conferred on the Committee, will be binding on the Corporation City, unless Council has approved such action.

Housekeeping

RULES OF PROCEDURE

18.4 Questions of procedure which cannot be resolved by the committee upon the advice of the Staff Liaison will be referred to the Director, Legislative Services/City

5.17(e) Questions of procedure which cannot be resolved by the Committee upon the advice of the Staff Liaison will be referred to the Director,

Housekeeping

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Clerk. Legislative Services/City Clerk.

RULES OF PROCEDURE

18.5 A quorum of any committee is a simple majority of those members appointed to the committee.

5.17(f) A Quorum excludes Committee vacancies of any committee is a simple majority of those members appointed to the committee.

Revised for clarity

RULES OF PROCEDURE

18.6 If there is no quorum of the time set for the commencement of a duly scheduled meeting, the meeting will be deemed as cancelled. If desired by the members present, however, the meeting may proceed for information purposes only.

5.17(g) If there is no Quorum at of the time set for the commencement of a duly scheduled meeting, the meeting will be deemed as cancelled. However, if desired by the members present, they may meet the meeting may proceed for information purposes only.

Housekeeping

VOTING 19.1 All members of a committee, including the Chair or alternate, have a vote on any question before it; and, in all cases, in the event of a tie vote, the motion is defeated. Any member who abstains from voting, without having declared a pecuniary interest and leaving the meeting, is deemed to have voted in the affirmative. Proxy votes are not permitted.

5.18(a) All members of a Committee, including the Chair, or Alternate Chair, have a vote on any question motion before it; and, in all cases, in the event of a tie vote, the motion is defeated. Any member who abstains from voting, without having declared a pecuniary interest and leaving the meeting, is deemed to have voted in the affirmative. Proxy votes are not permitted.

Housekeeping

CONFLICT OF INTEREST

20.1 Committee members are subject to Sections 100 to 104 of the Community Charter.

5.19(a) Committee members are subject to Sections 100 to 104 100 to 108 of the Community Charter.

Expand potential conflict of interest provisions.

CONFLICT OF 20.2 Committee members must avoid 5.19(a) Committee members must Housekeeping

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INTEREST conflicts of interest where:

a) A committee member is a director, member or employee of an organization seeking benefit from the City upon which the committee will make a recommendation; or

b) The committee member has a

direct or indirect pecuniary interest in the outcome of committee deliberations.

avoid conflicts of interest where:

(i) A Committee member is

a director, member or employee of an organization seeking benefit from the City upon which the Committee will make a recommendation; or

(ii) The Committee member

has a direct or indirect pecuniary interest in the outcome of Committee deliberations.

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SECTION CURRENT PROPOSED RATIONALE CONFLICT OF INTEREST

20.4 Where a conflict of interest exists, committee members:

a) are not entitled to

participate in the discussion of the matter or to vote on a question in respect of the matter;

b) must declare to the

committee that a conflict exists; and,

c) must remove themselves

from the meeting during consideration of the issue to which the conflict relates.

5.19(d) Where a conflict of interest exists, Committee members:

(i) are not entitled to

participate in the discussion of the matter or to vote on a question in respect of the matter;

(ii) must declare to the

Committee that a conflict exists;

(iii) must remove themselves

from the meeting during consideration of the issue to which the conflict relates; and

(iv) must not attempt, in any

way, to influence the voting on any question in respect of the matter.

Housekeeping and additional provision regarding conflict of interest

CONFLICT OF INTEREST

20.6 Committee members must not use the committee member contact list for personal or non-City related business purposes.

5.19(f) Committee members must not use the Committee member contact list for personal or non-City related business purposes.

Housekeeping

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SECTION CURRENT PROPOSED RATIONALE BUDGET 21.1 Unless otherwise provided in their

enabling statute or establishment bylaw, committees may request budget funds from Council in accordance with the City budget preparation schedule and procedures.

5.20(a) Unless otherwise provided in their enabling statute or establishing bylaw, or resolution and City policies, Committees may request budget funds from Council in accordance with the City budget preparation schedule and procedures.

Housekeeping

BUDGET 21.3 The committee will have reasonable use of City miscellaneous services such as photocopying, paper supplies, meeting areas, etc. which are coordinated through the Staff Liaison.

5.20(c) The Committees will have reasonable use of miscellaneous City miscellaneous services such as photocopying, paper supplies, meeting areas, etc., to be coordinated through the Staff Liaison.

Housekeeping

PERSONAL LIABILITY

22. No member of a committee will be liable in his or her personal capacity for any debt or liability of the committee. It is the responsibility of the City to insure the members of committees against all liabilities related to fulfilling their responsibilities as a member of the committee.

5.21. No member of a Committee member will be liable in his or her personal capacity for any debt or liability of the Committee. It is the responsibility of the City to insure the members of Committees against all liabilities related to fulfilling their responsibilities as members of the Committee.

Housekeeping

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SECTION CURRENT PROPOSED RATIONALE ORIENTATION

23. In order for the Committee members to fully understand the operations of Council Committees, the Director, Legislative Services/City Clerk, in conjunction with the Staff Liaison, will provide an orientation session annually. Committee members are strongly encouraged to attend these sessions. Orientation materials will be provided at the orientation session or at the first regular Committee meeting.

5.22. In order for the Committee members to fully understand the operations of Council Committees, the Director, Legislative Services/City Clerk, in conjunction with the Staff Liaison, will may provide an orientation session annually. Committee members are strongly encouraged to attend these sessions. Orientation materials will be provided at the orientation session or at the first scheduled Committee meeting.

Reflects current practice.

EXCLUSIONS NEW

6. This Policy does not apply to the Executive Committee, Regular Council or Special meetings of Council, or to the Committee of the Whole.

Moved last sentence of definition of “Committee” to this Section.

Schedule “A”, Definitions

A “Committee” of Council may be an Advisory Committee, Standing Committee, Statutory Committee, Select Committee, Task Force or other committee as appointed by Council. This protocol does not apply to the Executive Committee, Regular Council or Special meetings of Council, or to the Committee of the Whole.

A “Committee” of Council may be an Advisory Committee, Standing Committee, Statutory Committee, Select Committee, Task Force or other Committee as appointed by Council.

Moved last sentence to Section 6.


NEW “Alternate Chair” means the person appointed as Chair in the Chair’s absence.

Added for clarity.

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SECTION CURRENT PROPOSED RATIONALE Schedule “A”, Definitions

“Director, Legislative Services/City Clerk” means the Director, Legislative Services/City Clerk of the City of Abbotsford, or designate.

“Director, Legislative Services City Clerk” means the Director, Legislative Services/City Clerk of the City of Abbotsford, or designate.

Housekeeping


“Honourary Member” means a member who does not have a vote, is not obliged to attend meetings, and shall not be counted for purposes of forming quorum.

Deleted Not current practice


NEW

“Quorum” has the same meaning as set out in the City’s Council Procedure Bylaw, 2015.

Added for clarity.

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