MINUTES

COUNCIL SERVICES COMMITTEE

-
ENGINEERING TRADITIONS COMMITTEE ROOM
PRESENT:
  • Councillor A. Chabot, Chair
  • Councillor S. Sharp, Vice-Chair
  • Councillor R. Dhaliwal
  • Councillor K. Penner
  • Councillor T. Wong
  • Councillor S. Chu (Remote Participation)
  • Councillor D. McLean
  • Councillor P. Demong (Remote Participation)
ALSO PRESENT:
  • General Manager C. Arthurs
  • City Clerk K. Martin
  • Legislative Advisor J. Palaschuk

1.
CALL TO ORDER

 

Councillor Chabot called the meeting to order at 9:33 a.m.

ROLL CALL

Councillor Chabot, Councillor Sharp, Councillor Dhaliwal, Councillor Penner, Councillor Wong, Councillor Chu, Councillor McLean, and Councillor Demong.

2.
OPENING REMARKS

 

Councillor Chabot provided opening remarks and a traditional land acknowledgement.

3.
CONFIRMATION OF AGENDA

 
  • Moved byCouncillor Sharp

    That the Agenda for today's meeting be amended by bringing forward Item 10.1.1, Cultural Brokers and Advice (Verbal), CSC2023-0260, to be dealt with following Confirmation of Minutes. 

    MOTION CARRIED
  • Moved byCouncillor Sharp

    That the Agenda for the 2023 March 1 Regular Meeting of the Council Services Committee be confirmed, as amended.

    MOTION CARRIED

4.
CONFIRMATION OF MINUTES

 

4.1
Minutes of the Regular Meeting of the Council Services Committee, 2023 February 6

This item has attachments. 
1.Unconfirmed Minutes-2023-02-6-Council Services Committee.pdf
  • Moved byCouncillor Wong

    That the Minutes of the 2023 February 6 Regular Meeting of the Council Services Committee be confirmed.

    MOTION CARRIED

    Committee then dealt with Item 10.


5.
CONSENT AGENDA

 

6.
POSTPONED REPORTS

 

None

7.
ITEMS FROM OFFICERS, ADMINISTRATION AND COMMITTEES

 

7.1
Council Services Committee Mandate and Powers, CSC2023-0188

This item has attachments. 
1.Council Services Committee Mandate and Powers - CSC2023-0188.pdf
2.Attach 1 - Background and Previous Council Direction - CSC2023-0188.pdf

This Item was dealt with following Item 10.1.1.

  • Moved byCouncillor Penner

    That with respect to Report CSC2023-0188, the following be approved, after amendment:

    That the Council Services Committee recommend that Council direct Administration to:

    1. Survey Members of Council respecting the mandate and powers of the Council Services Committee and report back to the Council Services Committee with a summary no later than its 2023 June 8 meeting; and
    2. Prepare Procedure Bylaw amendments to delete Section B.7 (1)(b), funding decisions on the Ward Community Event Fund, and report back to Council no later than 2023 April 25.
    For: (8)Councillor Chu, Councillor Demong, Councillor Sharp, Councillor McLean, Councillor Penner, Councillor Chabot, Councillor Wong, and Councillor Dhaliwal
    MOTION CARRIED

7.2
Councillors’ Budgets and Expenses Bylaw Amendments, CSC2023-0189

This item has attachments. 
1.Councillors’ Budgets and Expenses Bylaw Amendments - CSC2023-0189.pdf
2.Attach 1 - Proposed Amending Bylaw - CSC2023-0189.pdf
3.Attach 2 - Supporting_Procedures_for_Reimbursement_of_Employee_Business_Expense - CSC2023-0189.pdf
4.Attach 3 - Background and Previous Council Direction - CSC2023-0189.pdf

Councillor Demong (Remote Member) left the meeting at 11:45 a.m.

  • Moved byCouncillor Penner

    That with respect to Report CSC2023-0189, the Administration Recommendations be amended by adding a new Recommendation 2, as follows:

    2. Amend the proposed bylaw after first reading as follows:

    By deleting section 7.6 of the amended Schedule “D” (under the heading “Meal and Hosting Expenses”) that is added by section 3 of the amending bylaw, and substituting in its place:

    “7.6   The maximum meal allowance for City expenditures, including meals for employee recognition, in local currency, is limited as follows,

    7.6.1 For meals held within the City of Calgary, the daily maximum allowance per person is $45 including tax and tip.

    7.6.2 For meals held outside of the City of Calgary, the daily maximum allowance is:

      1. Per full day of travel (3 meals) - $120 including tax and tip
      2. Per half day of travel (2 meals) - $60 including tax and tip
      3. Incidentals like coffees, teas, snacks will count towards the daily maximum allowance.”
    For: (6)Councillor Chu, Councillor Sharp, Councillor McLean, Councillor Penner, Councillor Wong, and Councillor Dhaliwal
    Against: (1)Councillor Chabot
    MOTION CARRIED
  • Moved byCouncillor Penner

    That with respect to Report CSC2023-0189, the following be approved, as amended:

    That Council Services Committee recommend that Council:

    1. Amend the Councillors’ Budgets and Expenses Bylaw by giving three readings to the proposed amending Bylaw (Attachment 1); and
    2. Amend the proposed bylaw after first reading as follows:

    By deleting section 7.6 of the amended Schedule “D” (under the heading “Meal and Hosting Expenses”) that is added by section 3 of the amending bylaw, and substituting in its place:

    “7.6   The maximum meal allowance for City expenditures, including meals for employee recognition, in local currency, is limited as follows,

    7.6.1 For meals held within the City of Calgary, the daily maximum allowance per person is $45 including tax and tip.

    7.6.2 For meals held outside of the City of Calgary, the daily maximum allowance is:

      1. Per full day of travel (3 meals) - $120 including tax and tip
      2. Per half day of travel (2 meals) - $60 including tax and tip
      3. Incidentals like coffees, teas, snacks will count towards the daily maximum allowance.”
    For: (6)Councillor Chu, Councillor Sharp, Councillor McLean, Councillor Penner, Councillor Wong, and Councillor Dhaliwal
    Against: (1)Councillor Chabot
    MOTION CARRIED

7.3
Ward Community Event Fund Applications, CSC2023-0218

This item has attachments. 
1.Ward Community Event Fund Applications - CSC2023-0218.pdf
2.Attachment 2 - Background and Previous Council Direction - CSC2023-0218.pdf
3.Attachment 3 - Ward Community Event Fund Summary 2023 February - CSC2023-0218.pdf
  • Moved byCouncillor Wong

    That with respect to Report CSC2023-0218, the following be approved, after amendment:

    That the Council Services Committee:

    1. Approve the following Ward Community Event Fund Grants as follows:

    Name of Applicant / Community Association (“CA”)

    Event

    Ward

    Grant Amount

    Irish Cultural Society of Calgary

    Irish Heritage Month

    1

    $500

    Citadel CA

    Movie in the Park

    2

    $1500

    Kincora CA

    Annual Winter Festival

    2

    $2500

    Venezuelan Canadian Association of Calgary

    The Venezuelan Cultural Festival

    4

    $500

    Edgemont CA

    Community Engagement Initiative

    4

    $2000

    Mount Pleasant CA

    Exercise and Tai-Chi Classes

    7

    $500

    Stanley Park Lawn Bowls

    The Canadian Para-Bowls Championships

    8

    $200

    Calgary Interfaith Council

    Opening Ceremony for the UN World

    12

    $500

    Young Women of Power

    International Women's Day

    12

    $200

    Shawnee Evergreen CA

    Community Campfire & Skate Part 2

    13

    $1195

    Millrise CA

    Community Campfire & Skate

    13

    $1080

    The Calgary Rugby Union

    Try Rugby Event

    4

    11

    12

    $500

    $250

    $500

    Volly Ltd.

    Health Collective YYC

    8

    12

    $200

    $250

     

    2. Direct that Confidential Attachment 1 be held confidential pursuant to Sections 17 (Disclosure harmful to personal information), 23 (Local public body confidences), and 24 (Advice from officials) of the Freedom of Information and Protection of Privacy Act.

    For: (7)Councillor Chu, Councillor Sharp, Councillor McLean, Councillor Penner, Councillor Chabot, Councillor Wong, and Councillor Dhaliwal
    MOTION CARRIED

    Committee then dealt with Item 12.


8.
ITEMS DIRECTLY TO COMMITTEE

 

9.
URGENT BUSINESS

 

None

10.
CONFIDENTIAL ITEMS

 

This Item was dealt with following Item 4.1.

  • Moved byCouncillor Sharp

    That pursuant to Section 24 (Advice from officials) of the Freedom of Information and Protection of Privacy Act, Committee now move into Closed Meeting, at 9:42 a.m. in the Engineering Traditions Committee Room, to discuss confidential matters with respect to Item 10.1.1 Cultural Brokers and Advice (Verbal), CSC2023-0260.

    For: (8)Councillor Chu, Councillor Demong, Councillor Sharp, Councillor McLean, Councillor Penner, Councillor Chabot, Councillor Wong, and Councillor Dhaliwal
    MOTION CARRIED

    Councillor Demong (Remote Member) left the meeting at 10:07 a.m.

    Councillor Demong (Remote Member) joined the meeting at 10:20 a.m.

    Committee reconvened in public meeting at 11:09 a.m. with Councillor Chabot in the Chair.

    ROLL CALL

    Councillor Chabot, Councillor Sharp, Councillor Dhaliwal, Councillor Penner, Councillor Wong, Councillor Chu, Councillor McLean, and Councillor Demong.


  • Moved byCouncillor Sharp

    That Committee rise and report.

    MOTION CARRIED

10.1
ITEMS FROM OFFICERS, ADMINISTRATION AND COMMITTEES

 

10.1.1
Cultural Brokers and Advice (Verbal), CSC2023-0260

 

​Administration in attendance during the Closed Meeting discussions with respect to Confidential Verbal Report CSC2023-0260:

Clerks: K. Martin, C. Doi, and J. Palaschuk. Advice: C. Arthurs, K. Cote, M. Hulsker, L. Kongnetiman, T. Poucette, A. Wedderburn, and J. Fraser.
A confidential presentation entitled "Cultural Brokers and Advice (Verbal)" was distributed with respect to Confidential Verbal Report CSC2023-0260.
  • Moved byCouncillor Penner

    That with respect to Confidential Verbal Report CSC2023-0260, the following be approved:

    That the Council Services Committee direct:

    1. The continuation of the conversation around Cultural Brokers and Advice at the next meeting of the Council Services Committee; and
    2. That the Closed Meeting discussions and confidential presentation remain confidential pursuant to Section 24 (Advice from officials) of the Freedom of Information and Protection of Privacy Act, to be reviewed by 2024 March 1.
    For: (8)Councillor Chu, Councillor Demong, Councillor Sharp, Councillor McLean, Councillor Penner, Councillor Chabot, Councillor Wong, and Councillor Dhaliwal
    MOTION CARRIED

    Committee then dealt with Item 7.1.


10.2
URGENT BUSINESS

 

None

11.
BRIEFINGS

 

None

12.
ADJOURNMENT

 

This item was dealt with following Item 7.3.

  • Moved byCouncillor Penner

    That this meeting adjourn at 11:56 a.m.

    MOTION CARRIED

    The following items have been forwarded to the 2023 March 14 Regular Meeting of Council:

    CONSENT

    • Council Services Committee Mandate and Powers, CSC2023-0188

    ITEMS FROM OFFICERS, ADMINISTRATION AND COMMITTEES

    COMMITTEE REPORTS

    • Councillors’ Budgets and Expenses Bylaw Amendments, CSC2023-0189

    The next Regular Meeting of the Council Services Committee is scheduled to be held on 2023 April 17 at 1:30 p.m.

     

    CONFIRMED BY COMMITTEE ON


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