TOWNSHIP OF ESQUIMALT STAFF REPORT
MEETING DATE: November 4, 2024 Report No. ADM-24-071
TO: Council
FROM: Sarah Holloway, Deputy Corporate Officer
SUBJECT: Draft Council Policy ADMIN-82 Committee of the Whole Terms of Reference
RECOMMENDATION:
Recommendation
That Council approve Council Policy ADMIN-82 - Committee of the Whole Terms of Reference.
Body
EXECUTIVE SUMMARY:
All committees of Council have an establishing bylaw or Terms of Reference that provides for the composition of the committee and how it conducts its business. Committee of the Whole is one such committee, however it does not have an approved accompanying Terms of Reference. Therefore, a draft Terms of Reference for the Committee of the Whole has been drafted to provide members of Council, staff, and the public with further clarification on the purpose, mandate, and procedures of the Committee that are not outlined in the Council Procedure Bylaw or in other regulatory documents.
BACKGROUND:
A policy establishing Terms of Reference for Committee of the Whole has been drafted for Council's consideration to outline the purpose, mandate, and procedures to ensure a greater understanding of the Committee's role and responsibilities.
This policy has been drafted to alleviate confusion experienced by the public and newly elected members of Council over the distinction between a Council meeting and a Committee of the Whole (COTW) meeting which can be confusing given that membership and quorum for the two bodies are the same. Establishing Terms of Reference will help to differentiate between the decision-making and non-decision-making functions of each body and provide guidance for staff in scheduling of business items for Council or COTW consideration.
ANALYSIS:
The Advisory Committees of the Township's Council each have establishing Bylaws or Terms of Reference to define their purpose, set their mandate, and outline their membership, in addition to the procedural requirements ...
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