Council Services Committee Minutes

Wednesday, June 22, 2022

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

River Valley Room, 1st floor, City Hall

Present:

• A. Knack, 
• E. Rutherford, 
• T. Cartmell, 
• S. Hamilton, 
• M. Janz, 
• A. Paquette, 
• K. Principe, 
• J. Rice, 
• A. Salvador, 
• A. Sohi, 
• 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, June 22, 2022, and acknowledged that Council Services Committee meets on the traditional land of Treaty 6 Territory. 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 Metis 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. 

*Mayor A. Sohi is a Committee Member pursuant to section 15(3), Council Committees Bylaw 18156.

K. Stolarz, B. Tyson and R. Zheng, Office of the City Clerk, were also in attendance.

1.3

Adoption of Agenda

• Moved by: K. Principe

  That the June 22, 2022, Council Services Committee meeting agenda be adopted with the following changes:

  Additions:
  

  • 6.1 2022 Council Calendar Feedback
    
  • 9.1 HR Policy for Councillors Staff
    (Private pursuant to sections 17, 24 and 27 of the Freedom of Information and Protection of Privacy Act)
    

  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)

1.4

Approval of Minutes

• Moved by: S. Hamilton

  That the February 8, 2022, Council Services Committee meeting minutes 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)

1.5

Protocol Items

There were no Protocol Items.

2.

Items for Discussion and Related Business

2.1

Select Items for Debate

The following items were selected for debate: 6.1 and 9.1.

2.2

Vote on Reports not Selected for Debate

All items were selected for debate.

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.

Public Reports

6.1

2022 Council Calendar Feedback

The following members of Administration’s delegation made a presentation:

• A. Giesbrecht, City Clerk
• C. Schlamp, Office of the City Clerk
• E. Norton, Office of the City Clerk

The following member of Administration's delegation answered questions:

• A. Giesbrecht, City Clerk

• Moved by: S. Hamilton

  That Administration proceed with drafting a 2023 Council and Committee calendar as outlined in Option 1 of the June 22, 2022 Office of the City Clerk report OCC01249, and return to Council Services Committee with a draft calendar for review prior to the Organizational Meeting in October 2022, with the following amendment:

  • 9:30 a.m. to 5:00 p.m. for City Council Public Hearing.

  With the unanimous consent of Council Services Committee, Councillor S. Hamilton withdrew the motion.

  Withdrawn

  
  
• Moved by: E. Rutherford

  That Administration proceed with drafting a 2023 Council and Committee calendar as outlined in Option 1, of the June 22, 2022, Office of the City Clerk report OCC01249, and return to Council Services Committee with a draft calendar for review prior to the Organizational Meeting in October 2022.

• Amendment:

  Moved by: S. Hamilton

  That Option 1 as outlined in the June 22, 2022, Office of the City Clerk report OCC01249 be amended as follows:

  • The timing of City Council Public Hearings to be 9:30 a.m. to 5 p.m., to be included in the 2023 Draft Council and Commitee calendar.

  In Favour (11)	A. Knack, S. Hamilton, A. Paquette, T. Cartmell, A. Sohi, A. Salvador, M. Janz, J. Rice, K. Tang, E. Rutherford, and A. Stevenson
  Opposed (2)	J. Wright, and K. Principe

  Carried (11 to 2)

• Motion as Amended put:

  Moved by: E. Rutherford

  2023 Council and Committee Calendar - Draft

  That Administration proceed with drafting a 2023 Council and Committee calendar as outlined in Option 1, of the June 22, 2022, Office of the City Clerk report OCC01249, including the timing of City Council Public Hearings to be 9:30 a.m. to 5 p.m., and return to Council Services Committee with a draft calendar for review prior to the Organizational Meeting in October 2022.

  Due Date: August 16, 2022, Council Services Committee

  In Favour (13)

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

  Carried (13 to 0)

7.

Responses to Councillor Inquiries

There were no Responses to Councillor Inquiries on the agenda.

8.

Motions Pending

There were no Motions Pending on the agenda.

9.

Private Reports

• Moved by: J. Rice

  That Council Services Committee meet in private pursuant to sections 17 (disclosure harmful to personal privacy), 24 (advice from officials) and 27 (privileged information) of the Freedom of Information and Protection of Privacy Act for the discussion of item 9.1.

  In Favour (13)

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

  Carried (13 to 0)

  Council Services Committee met in private at 10:29 a.m., Wednesday, June 22, 2022.

  
  
• Moved by: J. Rice

  That Council Services Committee meet in public.

  In Favour (13)

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

  Carried (13 to 0)

  With the unanimous consent of Council Services Committee, the motion carried.

  Council Services Committee met in public at 10:59 a.m., Wednesday, June 22, 2022.

  
  

9.1

HR Policy for Councillors Staff

The following members of Administration’s delegation answered questions:

• N. Jacobson, Office of the City Manager (Legal Services)
• A. Giesbrecht, City Clerk
• N. Devlin, Employee Services
• M. Dorval, Employee Services 

• Moved by: A. Stevenson

  That Council Services Committee recommend to City Council:

  That the Office of the Integrity Commissioner prepare a Code of Conduct for staff employed by, and volunteers of, members of Council and return to a future Code of Conduct Sub Committee meeting with a draft for consideration and that the June 22, 2022, Office of the City Clerk report OCC01299 remain private pursuant to sections 17 (disclosure harmful to personal privacy), 24 (advice from officials) and 27 (privileged information) of the Freedom of Information and Protection of Privacy Act.

  In Favour (6)	A. Knack, A. Salvador, M. Janz, J. Rice, A. Stevenson, and J. Wright
  Opposed (6)	S. Hamilton, A. Paquette, T. Cartmell, K. Tang, E. Rutherford, and K. Principe

  Defeated (6 to 6)
• Moved by: K. Principe

  That the June 22, 2022, Office of the City Clerk report OCC01299, be received for information and remain private pursuant to sections 17 (disclosure harmful to personal privacy), 24 (advice from officials) and 27 ( privileged information) of the Freedom of Information and Protection of Privacy Act.

  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)
• Moved by: J. Rice

  That Administration return to City Council on July 4, 2022 with an amendment to City Policy C608 Human Resources Management for Council Staff to change eligibility for employment from 18 years of age or older to 14 years of age or older.

• Amendment:

  Moved by: K. Principe

  That “from 18 years of age or older to 14 years of age or order” be deleted and replaced with “the Employment Standards Code”.

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

  Carried (9 to 3)

• Motion as Amended put:

  Moved by: J. Rice

  That Administration return to City Council on July 4, 2022, with an  amendment to City Policy C608 Human Resources Management for  Council Staff to change eligibility for employment to the Employment Standards Code. 
• Moved by: T. Cartmell

  HR Policy for Councillors Staff - Motion on the Floor

  That the following motion on the floor be referred to Administration for analysis and return to the next Council Services Committee with a recommendation:

  That Administration return to City Council on July 4, 2022, with an amendment to City Policy C608 Human Resources Management for  Council Staff to change eligibility for employment to the Employment Standards Code.

  Due Date: August 16, 2022, Council Services Committee

  In Favour (10)	A. Knack, S. Hamilton, A. Paquette, T. Cartmell, A. Salvador, M. Janz, K. Tang, E. Rutherford, A. Stevenson, and K. Principe
  Opposed (2)	J. Rice, and J. Wright

  Carried (10 to 2)

10.

Notices of Motion and Motions without Customary Notice

10.1

Motion Without Customary Notice

Councillor J. Rice requested permission to make a motion without notice regarding adding two items to the agenda.

• Moved by: K. Principe

  That Council Services Committee waive the rules on providing notice of  motion as set out in section 32 of Bylaw 18155 - Council Procedures  Bylaw to allow Councillor J. Rice to make a motion without notice regarding adding the following two items to the agenda:  

  • Council's seating arrangements in Chamber
  • Memberships on Standing Committee

  With the unanimous consent of Council Services Committee, Councillor K. Principe withdrew the motion.

  Withdrawn

  
  

10.2

Furniture Enhancement in River Vallery Room (A. Stevenson)

Councillor A. Stevenson stated that at the next regular meeting of City Council, she would move the following: 

That up to $x be approved to purchase chairs for Elected Officials in the River Valley Room and seating for the public and that funding come from Council Contingency.

• Notice of Motion Given: June 22, 2022, Council Services Committee.

11.

Adjournment

The meeting adjourned at 11:51 a.m., Wednesday, June 22, 2022.