Council Services Committee Minutes

Wednesday, November 06, 2024

9:30 A.m. - 12:00 P.m.

Council Chamber, 2nd floor, City Hall

Present:

• A. Knack, 
• E. Rutherford, 
• T. Cartmell, 
• S. Hamilton, 
• M. Janz, 
• A. Paquette, 
• K. Principe, 
• J. Rice, 
• A. Salvador, 
• A. Stevenson, 
• K. Tang, 
• and J. Wright 

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1.

Call to Order and Related Business

1.1

Call to Order and Land Acknowledgement

Councillor A. Knack called the meeting to order at 9:30 a.m., Wednesday, November 6, 2024, and acknowledged that Council Services Committee meets on the traditional land of Treaty 6 Territory and the Métis homeland. The Chair also acknowledged the diverse Indigenous peoples whose ancestors' footsteps have marked this territory for centuries such as: Cree, Dene, Saulteaux, Blackfoot, Nakota Sioux, as well as Métis and Inuit, and now settlers from around the world.

1.2

Roll Call

Councillor A. Knack conducted roll call and confirmed the attendance of Members of Council Services Committee.

Councillor T. Cartmell was absent with notice for a portion of the meeting.

Councillors M. Janz, A. Paquette and J. Rice were absent without notice for a portion of the meeting.

N. Jacobsen, Meeting Clerk, J. Shearer and E. Norton, Office of the City Clerk, were also in attendance.

1.3

Adoption of Agenda

• Moved by: E. Rutherford

  That the November 6, 2024, Council Services Committee meeting agenda be adopted with the following changes:

  Addition: 

  • 7.5 Bylaw 20781 - Amendments to Bylaw 18483 Council Code of Conduct

  Replacement report/attachment:

  • 7.4 2025 Common Travel Plan
    - Office of the City Clerk report OCC02672
    - Attachment 1

  In Favour (10)

  A. Knack, S. Hamilton, T. Cartmell, A. Salvador, J. Rice, K. Tang, E. Rutherford, A. Stevenson, J. Wright, and K. Principe

  Carried (10 to 0)

1.4

Approval of Minutes

• Moved by: J. Wright

  That the May 7, 2024, Council Services Committee meeting minutes be approved.

  In Favour (10)

  A. Knack, S. Hamilton, T. Cartmell, A. Salvador, J. Rice, K. Tang, E. Rutherford, A. Stevenson, J. Wright, and K. Principe

  Carried (10 to 0)

1.5

Protocol Items

1.5.1

Family Violence Prevention Month (A. Knack)

Councillor A. Knack, on behalf of Council Services Committee, recognized that November is Family Violence Prevention Month in Alberta, and recognized the work of the City of Edmonton Family Violence Prevention Team and their community partners who work to stop family violence, elder abuse and gender-based violence before it starts through engagement and education. 

If you or someone you know needs help to regain control of their lives and find healing for themselves or others, please dial 211 or visit ab.211.ca.

1.5.2

Take Our Kids to Work Day (A. Knack)

Councillor A. Knack, on behalf of Council Services Committee, welcomed the children from City of Edmonton Employees to Council Chambers for the Take Our Kids to Work Day.

1.5.3

Earl Buxton Elementary (A. Knack)

Councillor A. Knack, on behalf of Council Services Committee, welcomed the Grade 6 class from Earl Buxton Elementary in Ward pihêsiwin and their teacher, A. Carnegie.

2.

Items for Discussion and Related Business

2.1

Select Items for Debate

The following items were selected for debate: 7.2, 7.3 and 7.4.

2.2

Vote on Reports not Selected for Debate

• Moved by: A. Salvador

  That the recommendations in the following reports be approved:

  • 7.1 Councillors' Ward and Common Budget Update
  • 7.5 Bylaw 20781 - Amendments to Bylaw 18483 Council Code of Conduct

  In Favour (11)

  A. Knack, S. Hamilton, A. Paquette, T. Cartmell, A. Salvador, J. Rice, K. Tang, E. Rutherford, A. Stevenson, J. Wright, and K. Principe

  Carried (11 to 0)

2.3

Requests to Speak

There were no Requests to Speak.

2.4

Requests for Specific Time on Agenda

There were no requests for items to be dealt with at a specific time on the agenda.

3.

Councillor Inquiries

There were no Councillor Inquiries.

4.

Reports to be Dealt with at a Different Meeting

There were no Reports to be Dealt with at a Different Meeting.

5.

Requests to Reschedule Reports

There were no Requests to Reschedule Reports. 

6.

Unfinished Business

There was no Unfinished Business on the agenda.

7.

Public Reports

7.1

Councillors' Ward and Common Budget Update

This item was not selected for debate and was dealt with as part of item 2.2. The following motion carried:

That the November 6, 2024, Financial and Corporate Services report FCS02703, be received for information.

7.2

Councillors' Budget and Expenses Policy - Amendments to Policy C618B

The following member of Administration's delegation made a presentation and answered questions:

• V. Hinderks, Office of the City Clerk

The following members of Administration's delegation answered questions:

• O. Zakoc, Financial and Corporate Services
• H. Rai, Financial and Corporate Services

• Moved by: J. Wright

  The Council Services Committee recommend to City Council:

  That the revised Councillors’ Budget and Expenses Policy C618C, as set out in Attachment 1 of the November 6, 2024, Office of the City Clerk report OCC02713, be approved.

• Amendment:

  Moved by: J. Wright

  That the Councillors’ Budget and Expenses Policy C618C, section 3(c), as outlined in Attachment 1 of the November 6, 2024, Office of the City Clerk report OCC02713, be amended to read as follows:

  c. Postage and courier services.

  • Including postage costs for one mail out per ward (constituency) per calendar year, to a maximum of $5500. This will be calculated using the Ward Dashboard to determine the number of households in each ward and the Canada Post Price per item for Neighbourhood Mail.

  In Favour (7)	A. Knack, S. Hamilton, T. Cartmell, J. Rice, K. Tang, J. Wright, and K. Principe
  Opposed (5)	A. Paquette, A. Salvador, M. Janz, E. Rutherford, and A. Stevenson

  Carried (7 to 5)

• Motion as Amended, put:

  Moved by: J. Wright

  The Council Services Committee recommend to City Council:

  That the revised Councillors’ Budget and Expenses Policy C618C, as set out in Attachment 1 of the November 6, 2024, Office of the City Clerk report OCC02713, as amended, be approved.

  In Favour (12)

  A. Knack, S. Hamilton, A. Paquette, T. Cartmell, A. Salvador, M. Janz, J. Rice, K. Tang, E. Rutherford, A. Stevenson, J. Wright, and K. Principe

  Carried (12 to 0)

7.3

Council Services Committee Requests Third Quarter 2024 Update

The following member of Administration's delegation made a presentation:

• V. Hinderks, Office of the City Clerk

• Moved by: E. Rutherford

  That the November 6, 2024, Office of the City Clerk report OCC02668, be received for information.  

  In Favour (12)

  A. Knack, S. Hamilton, A. Paquette, T. Cartmell, A. Salvador, M. Janz, J. Rice, K. Tang, E. Rutherford, A. Stevenson, J. Wright, and K. Principe

  Carried (12 to 0)

7.4

2025 Common Travel Plan

The following member of Administration's delegation made a presentation and answered questions:

• V. Hinderks, Office of the City Clerk

The following member of Administration's delegation answered questions:

• O. Zakoc, Financial and Corporate Services

• Moved by: E. Rutherford

  That the 2025 Common Travel Plan, as outlined in Attachment 1 of the November 6, 2024, Office of the City Clerk report OCC02672, be revised per the discussion, and approved and funded from the Office of the Councillors 2025 Common Travel and Conference Budget.

• Amendment:

  Moved by: A. Knack

  That the following be added back to revised Attachment 1:

  • Sustainable Communities Conference
  • Calgary Stampede
  • Accelerating Canada’s Hydrogen Future

  In Favour (9)	A. Knack, S. Hamilton, A. Paquette, T. Cartmell, A. Salvador, K. Tang, A. Stevenson, J. Wright, and K. Principe
  Opposed (3)	M. Janz, J. Rice, and E. Rutherford

  Carried (9 to 3)
• Moved by: M. Janz

  Reduce Federation of Canadian Municipalities attendance at board meetings to one Councillor.

  Withdrawn

  
  

• Motion as Amended, put:

  Moved by: E. Rutherford

  That the 2025 Common Travel Plan, as outlined in Attachment 1of the November 6, 2024, Office of the City Clerk report OCC02672, be revised per the discussion, and approved and funded from the Office of the Councillors 2025 Common Travel and Conference Budget.

  In Favour (10)

  A. Knack, S. Hamilton, A. Paquette, A. Salvador, M. Janz, K. Tang, E. Rutherford, A. Stevenson, J. Wright, and K. Principe

  Carried (10 to 0)

7.5

Bylaw 20781 - Amendments to Bylaw 18483 Council Code of Conduct

This item was not selected for debate and was dealt with as part of item 2.2. The following motion carried:

That Council Services Committee recommend to City Council:

1. That Bylaw 20781 be given the appropriate readings.
2. That Attachment 3 of the November 6, 2024, Office of the City Clerk report OCC02272rev remain private pursuant to sections 23 (local public body confidences) and 24 (advice from officials) of the Freedom of Information and Protection of Privacy Act.

8.

Responses to Councillor Inquiries

There were no Responses to Councillor Inquiries on the agenda.

9.

Private Reports

There were no Private Reports on the agenda.

10.

Motions Pending

There were no Motions Pending on the agenda.

11.

Notices of Motion and Motions without Customary Notice

11.1

Councillors' Travel and Conferences Expense Limitations (A. Stevenson)

Councillor A. Stevenson stated that at the next regular meeting of Council Services Committee, the following motion would be moved:

That Administration review existing policies and processes and recommend any necessary updates so that a maximum per night cap of $250 for accommodation and economy class flights only be covered by the common budget, with the option for Councillors to supplement through their office or personal budgets.

• Notice of Motion Given: November 6, 2024, Council Services Committee

12.

Adjournment

The meeting adjourned at 12:01 p.m., Wednesday, November 6, 2024.