MINUTES

COUNCIL SERVICES COMMITTEE

Wednesday, March 05, 2025 at 9:30 A.m. - 12:00 P.m.

ENGINEERING TRADITIONS COMMITTEE ROOM

PRESENT:

• Councillor A. Chabot, Chair
• Councillor T. Wong, Vice-Chair
• Councillor R. Dhaliwal
• Councillor K. Penner (Remote Participation)
• Councillor S. Sharp
• Councillor D. McLean (Remote Participation)

ALSO PRESENT:

• City Solicitor and General Counsel J. Floen, KC
• General Manager C. Arthurs
• Legislative Coordinator M. A. Cario
• Legislative Specialist A. Lennox

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1.

CALL TO ORDER

Councillor Chabot called the meeting to order at 9:31 a.m.

ROLL CALL

Councillor Dhaliwal, Councillor Penner, Councillor Sharp, Councillor Wong, Councillor McLean, and Councillor Chabot

2.

OPENING REMARKS

Councillor Chabot provided opening remarks and a traditional land acknowledgement.

3.

CONFIRMATION OF AGENDA

• Moved by Councillor Wong

  That the Agenda for the 2025 March 5 Regular Meeting of the Council Services Committee be confirmed.

  MOTION CARRIED

4.

CONFIRMATION OF MINUTES

4.1

Minutes of the Regular Meeting of the Council Services Committee, 2025 January 15

A clerical correction was noted in the 2025 January 15 Minutes, in the footer of all the six pages, by deleting the words "of 4" following the preceding number and substituting with the words "of 6".

• Moved by Councillor Sharp

  That the Minutes of the 2025 January 15 Regular Meeting of the Council Services Committee be confirmed, as corrected.

  MOTION CARRIED

5.

CONSENT AGENDA

5.1

DEFERRALS AND PROCEDURAL REQUESTS

None

6.

POSTPONED REPORTS

None

7.

ITEMS FROM OFFICERS, ADMINISTRATION AND COMMITTEES

7.1

Proposed 2025 Council Orientation Agenda, CSC2025-0270

• Moved by Councillor Penner

  That with respect to Report CSC2025-0270, the following be approved, after amendment:

  That Council Services Committee recommend that Council:

  1. Approve the proposed 2025 Council Orientation Agenda (Attachment 2); and

  2. Bring any changes to the Council Calendar, if required, for the week of 17 November 2025 to the 3 November 2025 Organizational Meeting of Council.
  MOTION CARRIED

7.2

Human Resources Recommendations for Council Members and their Staff (Verbal), CSC2025-0219

A presentation entitled "Human Resources Recommendations for Council Members and their Staff (Verbal)" was distributed with respect to Verbal Report CSC2025-0219.

• Moved by Councillor Sharp

  That with respect to Verbal Report CSC2025-0219, the following be approved:

  That the Council Services Committee recommend that Council receive the presentation for the Corporate Record.

  MOTION CARRIED

7.3

Council Policies and Bylaws Related to Councillor Absences and Departures, CSC2025-0110

A clerical correction was noted on page 2 of 6 of Attachment 2, first column, Section b., by deleting the words "Bereavement of medical leave of a councillor" and substituting with the words "Bereavement or medical leave of a councillor".

• Moved by Councillor Penner

  That with respect to Report CSC2025-0110, the following be approved:

  That the Council Services Committee recommend that Council direct Administration to report back to Council Services Committee no later than 2025 Q3 with:

  1. A proposed Council policy respecting the vacancy of a councillor’s seat, including a framework for Council to determine responsibilities for:
     1. Interim representation of the impacted Ward;
     2. Continued employment of Ward Office staff and provisions for service to constituents;
     3. Service as deputy mayor;
     4. Appointments to Board, Commission, and Committee vacancies arising from the vacancy of a councillor’s seat;
     5. Other matters as necessary; and
  2. Amendments to existing bylaws and Council policies required to clarify the reporting structure for Ward Office staff in the event of a vacancy of a councillor’s seat.

      

  MOTION CARRIED

8.

ITEMS DIRECTLY TO COMMITTEE

8.1

REFERRED REPORTS

None

8.2

NOTICE(S) OF MOTION

None

9.

URGENT BUSINESS

None

10.

CONFIDENTIAL ITEMS

10.1

ITEMS FROM OFFICERS, ADMINISTRATION AND COMMITTEES

None

10.2

URGENT BUSINESS

None

11.

BRIEFINGS

None

12.

ADJOURNMENT

• Moved by Councillor Wong

  That this meeting adjourn at 11:04 a.m.

  MOTION CARRIED

  The following Items have been forwarded to the 2025 March 18 Regular Meeting of Council:

  CONSENT AGENDA

  • Proposed 2025 Council Orientation Agenda, CSC2025-0270
  • Human Resources Recommendations for Council Members and their Staff (Verbal), CSC2025-0219
  • Council Policies and Bylaws Related to Councillor Absences and Departures, CSC2025-0110

  The next Regular Meeting of the Council Services Committee is scheduled to be held on 2025 May 21 at 1:00 p.m.

  CONFIRMED BY COMMITTEE ON