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HomeMy WebLinkAboutFCS-12-153 - 2013 Council and Standing Committee Schedule1 Staff Report Kl~rt;x~.~T~R finance and Corporate Services Department www.kitchenerra REPORT TO: DATE OF MEETING: SUBMITTED BY: PREPARED BY: WARD(S) INVOLVED: DATE OF REPORT: REPORT NO.: SUBJECT: RECOMMENDATION: Finance & Corporate Services September 10, 2012 R. Gosse, Director of Legislated Services/City Clerk R. Gosse, 2809 n/a September 4, 2012 FCS-12-153 2013 COUNCIL & STANDING COMMITTEE SCHEDULE That Option No. outlined in Finance & Corporate Services Department Report FCS-12-153 dated September 4, 2012, be approved as the 2013 schedule of Council and Standing Committee meetings. BACKGROUND: Each year Council adopts a schedule of Council and Standing Committee meetings for the following year. The schedule ensures at a minimum, a 5 week break during the summer and that no meetings are scheduled during March Break or, the Federation of Canadian Municipalities (FCM) and Association of Municipalities of Ontario (AMO) annual general meetings. As well, every attempt is made to reflect the schedule of Regional Council. REPORT: Since 2008, the number of committee/council meetings has been 15 and the schedule generally follows the Region's 3-week schedule with an off week occurring every 3 weeks. The recurring issue each year is the fact that of the 12 holidays, 5 are held on Mondays. Regional council meet on either Tuesdays (committees) or Wednesdays (council) and therefore not impacted by the holiday Mondays. The 2012 Regional schedule was set by not scheduling meetings during those weeks when the Monday is a statutory holiday. The adopted 2013 Regional schedule has not made adjustments to account for all holiday Mondays and, the number of meeting cycles has been reduced from 15 to 14. This has made it difficult to prepare a schedule that will fully align with the Region's. The following is a listing of Holidays, Conferences and March Break for 2013 Holidays: New Years Day Tue. Jan. 1 Family Day Mon. Feb. 18 Good Friday Fri. Mar. 29 Easter Monday Mon. Apr. 1 Victoria Day Mon. May 20 Canada Day Mon. Jul. 1 Civic Holiday Mon. Aug 5 Labour Day Mon. Sep. 2 9-1 Thanksgiving Mon. Oct 14 Christmas Day Wed. Dec. 25 Conferences & March Break: March Break Mar. 11 - 15 FCM May. 31 -Jun. 3 AMO Aug 18 - 21 Remembrance Day Mon. Nov. 11 Boxing Day Thu. Dec. 26 There are 2 options being provided for the 2013 meeting schedule. Essentially the differences between the options are: Option No. 1 divides the number of meetings between the first and second halves of the year fairly evenly with 8 and 7 whereas Option No. 2 divides the meetings as 9 and 6. Additionally, Option No. 1 extends further into December than Option No. 2. Option No. 1 Month Committees Council Budget Audit January 7, 28 14 17 (2013 budget) February 25 4 March 18 4, 25 4 April 8, 29 15 May 27 6 June 17 10, 24 24 July Au ust 12 26 September 9, 30 16 16 October 21 7, 28 November 4, 25 18 7 (2014 budget) December 9 2, 16 5 (2014 budget) 2 Option No. 2 Month Committees Council Budget Audit January 7, 28 14 17 (2013 budget) Februar 25 4 March 18 4, 25 4 April 8, 22 15, 29 May 6, 27 13 June 17 10, 24 24 Jul August 12 26 September 9, 30 16 16 October 21 7, 28 November 18 25 28 (2014 budget) December 2 9 12 (2014 budget) 9 9-2 ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: Communication & Customer Service -establishing a schedule provides the public with information on when meetings will take place. FINANCIAL IMPLICATIONS: n/a COMMUNITY ENGAGEMENT: The approved schedule will be sent to Roger's Cable for the televised Council meeting dates. The schedule will be posted on-line in the corporate calendar and will appear in Your Kitchener. ACKNOWLEDGED BY: D. Chapman, DCAO Finance & Corporate Services Department 9-3 ~ CITY OF KITCHENER Kr ~~~}.:IZ 2013 MEETING SCHEDULE (1) JANUARY S M T W T F S 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 © 18 19 20 21 22 23 24 25 26 27 28 29 30 31 FEBRUARY S M T W T F S 1 2 3 ~4 5 6 7 8 9 10 11 12 13 14 15 16 17 ~ 19 20 21 22 23 24 25 26 27 28 MARCH S M T W T F S 1 2 3 Q 5 6 7 8 9 10 !11 12 13 ' 14 15 16 17 '18 19 20 21 22 23 24 25 26 27 28 ~ 30 31 APRIL S M T W T F S 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 30 JULY S M T W T F S 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 S M T W T F S 1 2 3 4 5 6 7 8 9 10 11 12 13 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 COUNCIL/COMMITTEE OF THE WHOLE \ Holidays March Break (Mar 11-15) MAY S M T W T F S 1 2 3 4 5 ~ 7 8 9 10 11 12 13 14 15 16 17 18 19 ~ 21 22 23 24 25 26 ~ 28 29 30 31 S M T W T F S 1 2 3 4~ 6 7 8 9 10 11 12 13 14 15 16 17 18 ' 19 20 21 ' 22 23 24 25 26 27 28 29 30 31 S M T W T F S 1 2 3 4 5 6© 8 9 10 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 STANDING COMMITTEE ~FCM Conference(May 31-Jun 3)) JUNE S M T W T F S 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 1T 18 19 20 21 22 23 ~ 25 26 27 28 29 30 SEPTEMBER S M T W T F S 1~ 3 4 5 6 7 8 10 11 12 13 14 15 ~ 17 18 19 20 21 22 23 24 25 26 27 28 29 0 S M T W T F S 1~ 3 4 © 6 7 8 ~ 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 ~~ 27 28 29 30 31 COUNCIL/AUDIT COMMITTEE BUDGET ~AMOConference(Aug 18-21) 9-4 ~ CITY OF KITCHENER Kr ~~~}.:IZ 2013 MEETING SCHEDULE (2) JANUARY S M T W T F S 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 © 18 19 20 21 22 23 24 25 26 27 28 29 30 31 FEBRUARY S M T W T F S 1 2 3 ~4 5 6 7 8 9 10 11 12 13 14 15 16 17 ~ 19 20 21 22 23 24 25 26 27 28 MARCH S M T W T F S 1 2 3 Q 5 6 7 8 9 10 !11 12 13 ' 14 15 16 17 '18 19 20 21 22 23 24 25 26 27 28 ~ 30 31 APRIL S M T W T F S 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 JULY S M T W T F S 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 S M T W T F S 1 2 3 4 5 6 7 8 9 10 11 12 13 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 COUNCIL/COMMITTEE OF THE WHOLE \ Holidays March Break (Mar 11-15) MAY S M T W T F S 1 2 3 4 5 5 7 8 9 10 11 12 13 14 15 16 17 18 19 21 22 23 24 25 26 2? 28 29 30 31 S M T W T F S 1 2 3 4~ 6 7 8 9 10 11 12 13 14 15 16 17 18 ' 19 20 21 ' 22 23 24 25 26 27 28 29 30 31 S M T W T F S 1 2 3 4 5 6 7 8 9 10 ~ 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 © 29 30 STANDING COMMITTEE ~FCM Conference(May 31-Jun 3)) JUNE S M T W T F S 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 1? 18 19 20 21 22 23 ~Q 25 26 27 28 29 30 SEPTEMBER S M T W T F S 1~ 3 4 5 6 7 8 10 11 12 13 14 15 ~ 17 18 19 20 21 22 23 24 25 26 27 28 29 0 S M T W T F S 1 2 3 4 5 6 7 8 ~ 10 11 © 13 14 15 16 17 18 19 20 21 22 23 24 ~~ 27 28 29 30 31 COUNCIL/AUDIT COMMITTEE BUDGET ~AMOConference(Aug 18-21) 9-5