TOWNSHIP OF ESQUIMALT MEMORANDUM
MEETING DATE: September 14, 2026 Report No. ADM-26-042
TO: Council
FROM: Deb Hopkins, Director of Corporate Services/Corporate Officer and Victoria McKean, Committee Coordinator
SUBJECT: Proposed Amendments to Council Policy No. ADM-79 Terms of Reference: Environment, Parks, and Recreation Advisory Committee
INFORMATION:
The membership composition of the Environment, Parks, and Recreation Advisory Committee’s is an outlier among the Township’s advisory bodies, consisting of up to nine (9) full voting members, per Council Policy No. ADM-79 Terms of Reference: Environment, Parks, and Recreation Advisory Committee, whereas all other advisory bodies have a maximum of seven (7) voting members. This divergence is the result of the initial consolidation of two advisory bodies, the Environmental Advisory Committee and the Parks and Recreation Advisory Committee, to form the Environment, Parks, and Recreation Advisory Committee (EPRAC). At the time of the consolidation there were nine remaining members from both bodies and Council directed staff to retain all nine valued community volunteers. It is an appropriate time now to amend the membership requirements in the Terms of Reference as it aligns with members who are not seeking reappointments.
The relevant section of Council Policy No. ADM-79 currently reads:
MEMBERSHIP
The Committee consists of up to nine (9) full voting members and four (4) non-voting members as follows:
Full Voting Members
• Community representatives - up to eight (8) appointed by Council.
• Youth Representative - One or more as appointed by Council in accordance with Council Policy ADMIN-60 “Role of Youth Representative Appointments to Council Committees.
EPRAC’s current membership consists of seven (7) appointed members which includes one newly appointed youth representative. The vacancies resulted from relocations out of Esquimalt (one community member and one youth representative).
While Council is considering amending EPRAC’s Terms of Reference, staff wanted to present options for Council to consider respecting the youth appointment provision. When the two committees were consolidated in 2022, Council initially requested that membership include two youth representatives. The spirit of this decision was to have one youth member with a strong interest in parks and recreation and the other in environmental matters. Recruitment for two youth representatives has proven to be a challenge through each recruitment cycle for the past several years. Staff recognize the value that Council places on youth involvement in its Committees and have proposed two options to provide some flexibility, while also recognizing that Council’s preference may change with the reduction in membership composition by two members.
Option 1
That Council reduce the membership complement of EPRAC to seven (7) voting members as follows:
Full Voting Members
• Community representatives - up to six (6) appointed by Council.
• Youth Representative - up to two (2) as appointed by Council in accordance with Council Policy ADMIN-60 “Role of Youth Representative Appointments to Council Committees.
• Total membership appointments must not exceed seven (7).
In this option Council has flexibility in appointing up to two youth representatives to a maximum of seven members. If two youth representatives are appointed, Council could then appoint no more than five community representatives.
The youth representatives are appointed on a different schedule to the regular appointment cycle for Council’s committees to align with the school year. Since the youth recruitment happens prior to Council’s summer recess, staff will be able to advise Council on the number of vacancies on the committee for community member appointments on an annual basis when they consider those appointments later in the fall.
Option 2
Full Voting Members
• Community representatives - six (6) appointed by Council.
• Youth Representative - one (1) as appointed by Council in accordance with Council Policy ADMIN-60 “Role of Youth Representative Appointments to Council Committees.
In this option Council may appoint six community members and one youth representative, to a maximum of seven members.
Staff are requesting Council’s direction on the proposed amendments to Council Policy No. ADM-79 Terms of Reference: Environment, Parks, and Recreation Advisory Committee which would adjust the Committee’s membership so that it does not exceed seven (7) appointed members and aligns the Committee structure with the Township’s other advisory bodies. This decision is required prior to initiating the annual recruitment process for appointment terms that will start January 1, 2027.
RECOMMENDATION:
Recommendation
That Council select and approve Option 1 to amend Council Policy ADM-79 Terms of Reference: Environment, Parks, and Recreation Advisory Committee, as outlined in Staff Report ADM-26-042.
Body
REVIEWED BY:
1. Deb Hopkins, Director of Corporate Services, Reviewed
2. Ian Irvine, Director of Financial Services
3. Dan Horan, Chief Administrative Officer, Concurrence
LIST OF ATTACHMENTS:
1. Attachment 1: Council Policy No. 79 Terms of Reference: Environment, Parks, and Recreation Advisory Committee - Amended
2. Attachment 2: Council Policy No. 79 Terms of Reference: Environment, Parks, and Recreation Advisory Committee - Amended (Redline for Option 1)
3. Attachment 3: Council Policy No. 79 Terms of Reference: Environment, Parks, and Recreation Advisory Committee - Amended (Redline for Option 2)