Attachment "D" ADVISORY COMMITTEES (April 2019)

Council Report

TO: Council DATE: April 8, 2019 FROM: S. Jones, Corporate Officer MEETING DATE: April 16, 2019 E. Bolster, Deputy Corporate Officer

ADVISORY COMMITTEES

RECOMMENDATION:

THAT Council disband the current advisory committees structure, form select committees as required, and develop general procedures for select committees for Council’s consideration.

CHIEF ADMINISTRATIVE OFFICER’S COMMENTS:

I concur with the recommendation.

PURPOSE OF REPORT:

To review options for changes to the advisory committee structure and procedures.

BACKGROUND:

At its February 19, 2019 meeting, Council considered a report that reviewed: a.) the Council and staff liaison roles on advisory committees vis a vis advisory committee procedures; b.) the efficacy of advisory committees as a community engagement tool; and c.) options for changes to the advisory committee structure and procedures (see a copy of that report provided as Attachment “A”).

Council referred the matter to both the Community Development (CDAC) and Parks, Recreation and Environment (PREAC) Advisory Committees for comment. The Advisory Committees received a joint presentation on March 26, 2019 and discussed the referred item separately thereafter. Meeting notes from this joint meeting and minutes from the two Advisory Committee meetings were received by Council at its April 2, 2019 meeting.

This report considers the comments provided and makes recommendations based on that feedback.

DISCUSSION:

Overall, the general consensus from the referral to the Advisory Committees was a desire to maintain both the current structure and governing procedures. Both Advisory Committees had good discussions that touched on the usefulness of ad hoc committee work to get specific tasks accomplished, but also the importance of advisory committees to provide a continuous, broad community perspective on issues over time.

The following are excerpts from the two sets of March 26, 2019 meeting minutes:

CDAC:

The Committee discussed the “Advisory Committees” report presented at the Joint Advisory meeting, specifically:

• the usefulness of ad hoc committees to get task specific projects done;
• the value of advisory committees in providing the broader community perspective;
• the need for more staff and community involvement;
• the potential to expand the mandates of advisory committees;
• support was expressed for the creation of one large advisory committee to ensure quorum could be met and that sub-committees, based on a committee member’s interest and skillset, be struck as required; and
• it was noted that the sub-committee concept should be instituted before amalgamating the two advisory committees.

Clarification was sought regarding the process to bring items forward to the Committee.

CDAC-02-19 THAT the Committee recommend to Council that the current advisory committee structure be maintained;

AND THAT ad hoc or joint advisory committee meetings take place as required.

PREAC:

The Committee discussed the “Advisory Committees” report presented at the Joint Advisory meeting, specifically:

• the pros and cons of the options outlined;
• minimum advisory committee size;
• micro-volunteering initiatives; and
• the potential to have both advisory and ad hoc committees.

It was noted that there already is ad hoc volunteer work that occurs in the municipality.

The Committee expressed a desire to maintain both the current advisory committee structure and procedures with the only change being to remove the July meeting from the meeting schedule.

Given that the Advisory Committee Mandates and Procedures (see Attachment “B”) already provide:

• that sub-committees and task forces can be struck and how that can occur (see sections 4.7 and 4.8);
• a broad mandate that can be expanded with Council’s prior authorization (see section 4.5); and
• the flexible ability to meeting jointly to facilitate presentations (see section 3.6), the structure facilitates many of the discussion points from March 26 and no changes would be required if Council elects to continue with the current advisory committee model.

Of note, there was a suggestion from the Parks, Recreation and Environment Advisory Committee that the meeting schedule be changed to remove the July meeting from the meeting schedule due to the difficulties members expressed they have in attending at that time of year. Currently section 3.5 of the procedures sets out:

All committees will meet on the fourth Tuesday of every other month as follows:

If the July meeting is removed by Council from the meeting schedule, there would be five instead of six meeting scheduled per year.

It should also be noted that the September meeting often conflicts with the Union of BC Municipalities (UBCM) Annual Convention and if not that, then regular Council meetings re-scheduled due to the UBCM Convention. If the September meeting is to be retained, advisory committee members may need to be asked to be flexible as to what day of the week their meetings are scheduled that month to ensure Council liaisons are able to be in attendance.

ALTERNATIVE 1:

THAT Council retain the current advisory committee structure;

AND THAT Council amend the current Advisory Committee Procedures to remove the July meeting from the meeting schedule.

While this option would satisfy the advisory committee membership, it fails to address some of the issues outlined in the February 2019 Committee of the Whole report such as decreasing membership, flagging attendance rates, and diminishing recruitment results. The contributing factors to these challenges were described in the February report and include the changing nature of the applications due to market conditions; the Town’s Zoning Bylaw is updated and modernized regularly; and changing socio-economic patterns that make it increasingly difficult to attract and retain very busy, “plugged-in”, community-minded individuals for on-going volunteer commitments. These factors are anticipated to continue into the future.

ALTERNATIVE 2:

THAT Council combine the two advisory committees into one, retaining the Council liaisons, staff liaison and recording secretary structure;

AND THAT, Council amend the current Advisory Committee Procedures to remove the July meeting from the meeting schedule.

Support for this option was noted at the CDAC meeting. There was mention that sub-committees could be struck based on members’ interest in the topic(s) at hand and that an amalgamated committee would provide a broader base on which to draw sub-committees.

Larger development project referrals would be considered by the combined advisory committee. As well, the combined advisory committee could continue to receive non-development referrals from Council and also work as sub-committees, with Council’s approval, as appropriate on other matters within the advisory committee’s mandate.

ALTERNATIVE 3:

THAT Council disband the current advisory committees and form ad hoc committees as the need arises, from time to time, with staff only attendance (staff liaison and recording secretary).

An ad hoc committee would be ephemeral, providing advice to Council on a specific matter and then disband. This nimble, lean format may be ideal as it can both address specific themes and issues identified in the community survey while also respecting limited volunteer capacity.

As well, issue specific, short-term volunteer opportunities are expected to generate more outreach and engagement opportunities for the Town. An ad hoc committee may only be required to meet once or twice depending on the issue it is dealing with (for example, a large scale development project where Council wishes to receive input may only require an ad hoc committee to meet once to hear an applicant’s presentation and then discuss and provide feedback) and so a commitment may only last for one to perhaps up to several months.

Advertising for and selection of ad hoc committee members would be far less formal than the current advisory committee model to ensure that they are responsive and efficient.

Mandates for ad hoc committees would change each time a new one is formed though on-going procedures for these types of committees could be developed.

ALTERNATIVE 4:

THAT Council disband the current advisory committees structure, form select committees as required, and develop general procedures for select committees for Council’s consideration.

The Town would disband the current advisory committees and form select committees as the need arises, from time to time, with Council liaisons, staff liaison(s) and a recording secretary (as outlined in the Community Charter, section 142).

This type of committee is one of two committee types identified in legislation. A select committee would need to have at least one Council member – a preference indicated at the March 26, 2019 advisory committee meetings – and, like the ad hoc committee described in Alternative 3 above, this ephemeral committee would “consider or inquire into any matter and report its findings and opinion to the council” and then disband. Like Alternative 3, this format would be responsive, succinct and hold more appeal for potential volunteers.

As outlined in Alternative 3, advertising for and selection of ad hoc committee members would be far less formal than the current advisory committee model.

Also, mandates for select committees would change each time a new one is formed though on-going procedures for these types of committees could be developed.

CONCLUSION:

It is important for Advisory Committee members to feel that their volunteer time spent is productive, meaningful and contributory to the Town’s well-being. It is also important to ensure that the volunteer structure meets the Town’s evolving needs.

While the Advisory Committee members expressed a desire to see no change to the current structure, staff note that there is value for the community – increased volunteer engagement opportunities and a responsive structure that is issue driven – that can be achieved through implementation of structural changes. Therefore, staff recommend Alternative 4 – a move to a select committee structure.

RECOMMENDATION:

THAT Council disband the current advisory committees structure, form select committees as required, and develop general procedures for select committees for Council’s consideration.

SUBMITTED BY: E. Bolster, Deputy Corporate Officer

SUBMITTED BY: S. Jones, Corporate Officer

REVIEWED BY: K. Anema, Chief Administrative Officer