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Home My WebLink AboutGOV-BOA-010 - Nominating Committee - Terms of Reference 1 of 5 POLICY Policy No: GOV-BOA-010 Policy Title: NOMINATING COMMITTEE - TERMS OF REFERENCE Policy Type: COUNCIL Category: Governance Sub-Category: Board & Committee Author: Council/Committee Services Dept/Div: Corporate Services/Legislated Services Approval Date: June 25, 2012 Reviewed Date: November 2024 Next Review Date: July 2027 Last Amended: November 2024 Replaces: I-010 - Nominating Committee - Terms of Reference Repealed: Replaced by: Related Policies, Procedures and/or Guidelines: Municipal Act, 2001, as amended 1. POLICY PURPOSE: The purpose of the Nominating Committee is to assess applicants to Advisory Committees of Council and Quasi-Judicial Tribunals on the basis of diverse representation of the community, expertise/interest in an issue or topic area, and in regard to each advisory committee’s Terms of Reference and present Council with a list of qualified candidates for each committee. 2. DEFINITIONS: “Advisory Committee” a committee created by Council, to report to Staff or a designated Committee on a specific subject. These Committees do not deliver municipal services, direct staff, or make decisions binding on the City. “Chair” the role to facilitate and chair meetings. “Composition” the number of members approved for the composition of the Advisory Committee or Quasi-judicial Tribunal, including the balance between Members of Council and residents and other members, and identification of any organization outside the City that is invited to nominate a member. The composition of each body will vary according to specific business and citizen engagement objectives and is contained in the terms of reference for the advisory body. Policy No: GOV-BOA-010 Policy Title: NOMINATING COMMITTEE - TERMS OF REFERENCE 2 of 5 “Citizen Member” Kitchener residents who are not Council Members, City or agency staff, or staff of City corporations or their subsidiaries. It does not indicate Canadian citizenship and may include permanent residents, refugees, refugee claimants, and residents without homes. “Nominating Committee” the committee established by City Council that is authorized to consider and recommend to Council the appointment of citizens to various City Advisory Committees, Quasi-Judicial Tribunals and other bodies. “MFIPPA” the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) imposes mandatory confidentiality obligations on the City of Kitchener, Members of Council, and members of advisory committees and quasi-judicial tribunals of the City to refrain from disclosing personal information and to protect the privacy of confidential information obtained in performance of their duties. “Quasi-judicial Tribunal” the legislative structures to conduct hearings to decide on individual cases. “Quorum” the number of members comprising a majority of a committee that must be present at any of its meetings to make the proceedings of that meeting valid. 3. SCOPE: POLICY APPLIES TO THE FOLLOWING: ☐ All Employees ☐ All Full-Time Employees ☐ All Union ☐ Management ☐ C.U.P.E. 68 Civic ☐ Non Union ☐ C.U.P.E. 68 Mechanics ☐ Temporary ☐ C.U.P.E. 791 ☐ Student ☐ I.B.E.W. 636 ☐ Part-Time Employees ☐ K.P.F.F.A. ☐ Specified Positions only: ☒ Other: Nominating Committee ☐ Council ☒ Local Boards & Advisory Committees 4. POLICY CONTENT: 4.1 Committee Composition and Reporting Policy No: GOV-BOA-010 Policy Title: NOMINATING COMMITTEE - TERMS OF REFERENCE 3 of 5 (a) The Nominating Committee will be appointed by Council and comprised of five community members, being representatives from: • Waterloo Region Community Foundation (WRCF) (President /Chief Executive Officer or Director of Philanthropy or designate) • Kitchener Waterloo Multicultural Centre (Chief Executive Officer or designate), • United Way Waterloo Region Community (UWayWRC) (Chief Executive Officer or Vice-President of Strategy and Business Development, or designate), • Capacity Waterloo Region (Chief Executive Officer or designate), • Greater Kitchener Waterloo Chamber of Commerce (President/Chief Executive Officer, or designate); and, Staff will include: (i) Director, Legislated Services, or designate, (ii) Legislative Clerk, or designate. (b) Composition of the Nominating Committee shall be supplemented by one Equity Anti-Racism staff member when considering applications to the Equity & Anti-Racism Advisory Committee. (c) Typically, appointments will be made to the Nominating Committee six months to one year prior to Council’s usual November appointments meeting. (d) Citizen members of the Nominating Committee will not currently sit on any of the City’s Advisory Committees and will not have sat on an Advisory Committee for at least one year prior to being eligible for the Nominating Committee. (d) All members will serve for a period of 2 years. (e) The Committee will be Chaired by one of the appointees. (f) Meetings will be held by video or teleconference or other such communication method that allows all participants equal access to communicate with one another. (g) Meeting frequency will depend on the appointment cycle and ad hoc meetings will occur as required to meet the obligations of Council’s schedule. Policy No: GOV-BOA-010 Policy Title: NOMINATING COMMITTEE - TERMS OF REFERENCE 4 of 5 (f) The Committee shall report directly to Council. When reporting to Council de- anonymized demographic data for all applicants and those recommended for selection shall be communicated to Striking Committee and Council to further support that recommended appointments are reflective of the community as a whole (diverse in terms of age, residency, race, gender identity, sexuality etc.). 4.2 Quorum (a) Quorum for the Nominating Committee is 3 members. 4.3 Responsibilities The Nominating Committee will be responsible for: (a) Implementing an accessible and inclusive advisory committee recruitment and application process. (b) Convening, as required, to fill Advisory Committee and Quasi-Judicial vacancies. This may be at the call of the Chair or from a specific request of Legislated Services staff with a vacancy/vacancies. (c) Leveraging the equity toolkit provided by the Equity, Anti-Racism and Indigenous initiatives division when reviewing and considering appointments to Advisory Committees and Quasi-Judicial Tribunals. (d) Participating in unconscious bias training as available and applicable. (e) Reviewing applications for Advisory Committees and Quasi-Judicial Tribunals. (f) Making decisions by consensus, where possible. Should consensus not be reached, the Nominating Committee’s decisions shall be made by a simple majority vote of the members present at a meeting of the Nominating Committee that has achieved quorum. Each member of the Nominating Committee has one (1) vote. Staff does not have voting privileges but are there in a facilitative and resource role. (g) The Nominating Committee shall consider applications for the Equity, Anti- Racism and Indigenous Initiatives Advisory Committee in consultation and collaboration with the Senior Equity Advisor. (h) Proposing a suggested list of candidates to Council for consideration, ensuring a diversity lens has been applied and the matter of succession planning has been considered. Policy No: GOV-BOA-010 Policy Title: NOMINATING COMMITTEE - TERMS OF REFERENCE 5 of 5 Council will consider the eligible candidates and decide upon a slate of nominees for appointment to each committee with eligibility for re-appointment for a maximum of two additional terms. 5. HISTORY OF POLICY CHANGES Administrative Updates 2016-07-01 - I-010 policy template re-formatted to new numbering system and given number GOV-BOA-010. 2021-10-18 - Administrative updates – departmental name change. Formal Amendments 2023-09-25 – Council approval COR-2023-377 2024-11-18 – Council approval COR-2024-018