Attachment “A”

Municipality	No. of Ctes.	Types of Committees	Minute Taking Method	Notes
Central Saanich	4	Standing: - Healthy Communities - Parks & Environment Select: - Advisory Planning Commission - Age-Friendly Communities	All minutes taken by a municipal employee at the meeting	The 2 standing committees are newly proposed in 2023 and TOR still to be adopted. In 2022, Central Saanich had 3 committees complete their time-limited mandates: SENCOTEN Place Naming, OCP Advisory, and Community Economic Recovery Task Force. Saanich Peninsula Accessibility Committee – joint select cte. with Central Saanich, North Saanich and Sidney Peninsula & Area Agricultural Commission – joint select cte. with Central Saanich, Metchosin, North Saanich, Saanich, and Sidney
Colwood	6	Select: - Planning & Land Use - Parks, Trails & Recreation - Environment - Active Transportation - Waterfront Stewardship - Heritage Commission	All minutes taken by a municipal employee at the meeting	All of the select committees except Waterfront Stewardship and Heritage are newly established. The Heritage group operated in the past more formerly as a commission and still retains the name, having been involved in the operation of the Pioneer Cemetery Board (a member was a Trustee) plus the full Commission served as the Board of Trustees for the St. John the Baptist Cemetery and also oversaw maintenance, operations, and management of the associated church and hall. Heritage group set up by bylaw.
Esquimalt	4	Standing: - Local Grant Select: - Environmental, Parks & Recreation - Advisory Planning Commission - Design Review	All minutes taken by a municipal employee at the meeting	Local Grant comprises 3 elected officials only. Environmental, Parks & Recreation is merger of Parks & Rec with Environmental Adv. Cte. There are liaisons to some external community events/organizations such as RibFest, Celebration of Lights, Esquimalt Farmers Market etc. No staff involvement for these. Victoria & Esquimalt Police Board – is mayor and citizen representative from each municipality plus 5 provincial government appointees
Highlands	3	Select: - Heritage - Social Sustainability - Sustainable Land Use	Minutes taken by a committee member; based on template for consistency; require some editing by staff.	Staff attend meetings as needed for information depending on matters referred. Admin. staff attend periodically to provide orientation, including fulsome review of Terms of Reference, conflict of interest, and procedural guidelines. Re-advertising for Social Sustainability to be able to meet minimum membership requirements; committee has not met since 2019; proposal to amalgamate with Sustainable Land Use in 2022 due to lack of numbers.
Langford	2	Select (Advisory): - Planning and Engineering - All other matters	All minutes taken by a municipal employee at the meeting	Historically had 5, only 1 met regularly due to lack of items/lack of staff resources/time sensitivity/lack of quorum. Decided on Feb. 6 to form 2 interim ctes. and will await Strategic Planning and budget discussions before making further changes.
Metchosin	7	Select: - Agricultural - Environmental - Healthy Community - Heritage - Parks and Trails Informal: - Fire Hall Steering Group (for new fire hall project) - Metchosin School Renovation Working Group	Minutes at select ctes and working groups by member of the committee or working group at the meeting	Select committees have 1 member of Council Some of the select committees are high level/technical with membership comprising scientists, etc. (Environmental) Working groups (project specific) have 1 or 2 Council members Minutes by others based on District template; for these meetings, municipal staff still required to prepare all meeting notices and agendas, edit minutes and ensure follow-up for some editing and filing of minutes Peninsula & Area Agricultural Commission – joint select cte. with Central Saanich, Metchosin, North Saanich, Saanich, and Sidney
North Saanich	3	Select: - Community Agricultural - Community Planning - Community Stewardship	All minutes taken by a municipal employee at the meeting	All 3 established by bylaw and have one non-voting council member. Community Stewardship is a consolidation of 3 other committees (Environment; Heritage; and Parks committees) in early 2015 when those establishing bylaws were repealed. Peninsula & Area Agricultural Commission – joint select cte. with Central Saanich, Metchosin, North Saanich, Saanich, and Sidney Saanich Peninsula Accessibility Committee – joint select cte. with Central Saanich, North Saanich and Sidney
Oak Bay	4	Select: - Advisory Planning Commission - Advisory Design Panel - Heritage Commission - Parks, Recreation & Culture	All minutes taken by a municipal employee at the meeting	Parks, Recreation & Culture by resolution; all others established by bylaw. Design panel members have specific qualifications. Each committee has non-voting Council liaison. In addition to recording secretary, each committee has dedicated technical staff liaison.
Saanich	8	Standing: - Housing Affordability - Finance & Governance (no public members) Select: - Accessibility, Diversity, Equity & Inclusion - Arts, Culture & Community Wellbeing - Economic Development - Natural Areas, Parks & Trails - Sustainability & Climate - Transportation		Report considered at Jan. 23/23 Council meeting which listed these 8 committees – 2 standing and 6 select Cte. volunteer component reduced from 11 to 8 members due to lack of number of applicants to fill spots on committees (except Accessibility Cte. as composition is provincially legislated) Peninsula & Area Agricultural Commission – joint select cte. with Central Saanich, Metchosin, North Saanich, Saanich, and Sidney Citizens’ Assembly Council Committee – elected officials only with Saanich and Victoria
Sidney	3	Select: - Advisory Planning Commission - Economic Advisory - Emergency Planning	All minutes taken by a municipal employee at the meeting	No citizen appointments to Emergency Planning Voting privileges for Council member only on Saanich Peninsula Accessibility; other roles are non-voting liaison only. Peninsula & Area Agricultural Commission – joint select cte. with Central Saanich, Metchosin, North Saanich, Saanich, and Sidney
Sooke	0	Select	All minutes were taken by a municipal employee at the meeting	New structure to be determined once Council has set their Strategic Plan priorities to ensure alignment. Prior structure had 5 select committees (all wrapped up in June 2022) though 2 joined meetings in 2022. Staff noted it was challenging to resource 5 committees but worked hard to do so.
Victoria	12	Select: - Accessibility - Active Transportation - Advisory Design Panel - Art in Public Places - External Grant Review - Heritage Advisory - International Decade for People of African Decent - Music Advisory - Renters’ Advisory - Welcoming City Advisory - Youth Council Informal: - Urban Food Table	All minutes taken by a municipal employee at the meeting except the informal Urban Food Table where meeting notes (not minutes) are taken by a member at the meeting	Design panel members have specific qualifications. In addition to recording secretary, each committee has dedicated technical staff liaison (except Urban Food Table). Heritage Advisory is established by bylaw Some task forces have honorariums for members Citizens’ Assembly Council Committee – elected officials only with Saanich and Victoria Victoria & Esquimalt Police Board – is mayor and citizen representative from each municipality plus 5 provincial government appointees
View Royal	2	Select (Advisory): - Community Development Advisory - Parks, Recreation & Environment	All minutes taken by a municipal employee at the meeting

Attachment “A” - Comparative Analysis of Advisory Committee Structure of Neighbouring Communities

NOTES: