Report to: General Committee Report Date: 2008-05-09
SUBJECT: Council Issues
PREPARED BY: Sheila Birrell, Town Clerk, Ext. 4729
RECOMMENDATION:
That two regular General Committee meetings be scheduled each month from 9:00 a.m. to 2:30 p.m.;
And that one General Committee meeting be scheduled once a month from 9:00 a.m. to 12:00 noon for the purpose of receiving presentations and for workshop sessions;
And that staff be directed to arrange for the use of the public address system to notify delegates of upcoming items and to acquire a wall clock and a podium clock to ensure delegates do not exceed the allotted time.
And that Staff be authorized and directed to do all things necessary to give effect to this resolution.
PURPOSE:
To continue to report and recommend on Council issues, with a view to improving meeting efficiency.
BACKGROUND:
In March, the General Committee approved a new schedule for their meetings for the months of April, May and June. Staff was requested to report back at the last meeting in June with a recommended schedule on a go forward basis. At that time, staff was requested to investigate some electronic improvements.
OPTIONS/ DISCUSSION:
Commencing with the term of Council, the General Committee met every Monday from 9:00 a.m. to noon. Problems were encountered with meetings running beyond the time scheduled. In April a decision was made to meet every second Monday from 9:00 a.m. to 4:00 p.m. At that time, staff was requested to bring the matter forward at the last meeting in June for discussion. Staff are recommending a compromise of three meetings a month with two scheduled from 9:00 a.m. to 2:30 p.m. for regular items. The third meeting would be scheduled from 9:00 a.m. to noon for presentations only. The recommendation offers Members of Council more flexibility in organizing their personal schedules.
The two electronic devices that staff were requested to investigate to assist in facilitating more efficient meetings were: (1) pagers; and (2) time clock for the Canada Room.
OPTIONS/DISCUSSION:
(cont’d.)
Pagers – When delegates speak, their item may not necessarily follow. Pagers would assist the public by allowing them to work in an area other than the meeting room or to wait in the cafeteria. Staff is recommending the existing public address system be utilized to notify delegates of upcoming committee/Council items. Pagers would be administratively cumbersome to manage.
Time Clock – Canada Room – A wall clock and a podium clock will be installed in the Canada Room. This acquisition can be accommodated in the current budget.
FINANCIAL CONSIDERATIONS AND TEMPLATE: (external link)
Not applicable
HUMAN RESOURCES CONSIDERATIONS
Not applicable.
ALIGNMENT WITH STRATEGIC PRIORITIES:
BUSINESS UNITS CONSULTED AND AFFECTED:
Information Technology was approached and their expertise given.
RECOMMENDED BY:
________________________ ________________________
Sheila Birrell Andy Taylor
Town Clerk Commissioner of Corporate
Services
ATTACHMENTS:
Not applicable