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HomeMy WebLinkAboutDSD-2024-014 - TOR Revisions for DAC Development Services Department www.kitchener.ca REPORT TO: Finance and Corporate Services Committee DATE OF MEETING: January 29, 2024 SUBMITTED BY: Darren Becks, Manager, Downtown Development and Innovation, Economic Development, 519-741-2200 ext. 7064 PREPARED BY: Thea Mistry, Downtown Development Assistant WARD(S) INVOLVED: Wards 9 and 10 DATE OF REPORT: January 5, 2024 REPORT NO.: DSD-2024-014 SUBJECT: TOR Revisions for DAC RECOMMENDATION: That Council approve the revised Terms of Reference for the Downtown Advisory Committee, as outlined in Attachment A of report DSD-2024-014. REPORT HIGHLIGHTS: The Downtown Action Advisory Committee identified revising the Downtown Action and Advisory Committee (DAAC) Terms of Reference (TOR) as a priority in their 2023 workplan. Community engagement included direction from DAAC as well as Legislated Services. A draft revised TOR was prepared and presented to the Advisory Committee, who discussed and unanimously approved proceeding with the proposed revisions. Key changes to the TOR include revisions to the name, membership composition, This report supports the delivery of core services. BACKGROUND: DAAC was established to advise Council and City staff on various initiatives directly affecting -project advice, as well as subsequent feedback as needed. DAA connections to the work of Economic Development, and the evolving direction of Downtown Kitchener. Membership for the latest cycles of recruitment have not been sufficient to meet the current TOR membership requirements, and the committee has routinely requested opportunities to provide feedback earlier on matters impacting the core. These issues prompted the current Advisory Committee to undertake a review of the Terms of Reference. *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. This process was supported by the Downtown Economic Development team and Legislated Services staff. REPORT: The Downtown Action & Advisory Committee has been discussing their mandate, scope, and objectives since January 2023. A DAAC Sub-Committee was formed to review the existing TOR, last updated in 2017, to identify areas that are inconsistent with current Committee practices and objectives, ask clarifying questions and suggest improvements. Economic Development staff met with Legislated Services staff evolving mandate and proposed changes. Legislated Services conducted further research and prepared a report presenting their recommendations. As a result, the TOR has been revised to reflect the current and forward-looking goals of DAAC. Attachment A is a revised version of the TOR. The proposed Terms of Reference are adjusted in the following manner: - The Downtown Action Advisory Committee is proposed to be renamed the Downtown Advisory Committee (DAC), for consistency with other City Advisory Committees, and - The Committee Composition is proposed to be amended to a maximum of 12 members, with specific categories removed; - A focus on recruiting a membership that better reflects the diversity of the core; - A requirement that DAAC be engaged at the start of projects versus when a project is nearing completion or at the recommendation phase; - The clarification of a pathway for DAAC to present recommendations to, or to present work to Council; - purpose is to support, advise and assist the Economic Development e newly approved Downtown Vision as a guiding direction, and to advise Council on matters that impact and shape the core; - The meeting frequency will be adjusted to a minimum of four anchor, in-person meetings, with additional meetings scheduled on an as needed based on engagement requests from other departments or divisions. Ad hoc sub-committees may be formed to deal with specific initiatives and may include non-Committee members to take advantage of individual expertise. Staff support the above noted changes. STRATEGIC PLAN ALIGNMENT: This report supports the delivery of core services. FINANCIAL IMPLICATIONS: Capital Budget The recommendation has no impact on the Capital Budget. Operating Budget The recommendation has no impact on the Operating Budget. COMMUNITY ENGAGEMENT: INFORM the council / committee meeting. CONSULT Members of the Downtown Action & Advisory Committee were encouraged to review and make suggestions for revisions to the current Terms of Reference. COLLABORATE The Committee collaborated with staff in Economic Development and Legislated Services on the proposed revisions. PREVIOUS REPORTS/AUTHORITIES: Administrative Updates 2016-06 - Policy template re-formatted and given new numbering system. Formal Amendments 2005-08-29 - As per Council resolution, Page 242, Council Minutes 2012-08-27 - As per Council resolution Report No. CAO-12-033 2017-01-30 - As per Council resolution Report No. CAO-17-002 APPROVED BY: General Manager, DSD, Justin Readman ATTACHMENTS: Attachment A Revised Terms of Reference for the Downtown Advisory Committee Attachment B Current DAAC Terms of Reference, effective January 30, 2017 Policy No: DOWNTOWN ADVISORY COMMITTEE Policy Title: GOV-BOA-090 POLICY Policy No: GOV-BOA-090 Approval Date: April 4, 2005 Policy Title:DOWNTOWN ADVISORY COMMITTEE - TERMS OF Reviewed Date: November 2023 REFERENCE Next Review Date: November 2026 Policy Type: COUNCIL Reviewed Date: Category: Governance Last Amended: November 28, 2023 Sub-Category: Board & Committee Author: Darren Becks, Manager, Downtown Development & Innovation Replaces: Dept/Div: DSD Department, Economic Development Repealed: Replaced by: Related Policies, Procedures and/or Guidelines: 1. POLICY PURPOSE: The primary purpose of the Downtown Advisory Committee (DAC) is to support, advise, and assist the Economic Development Divisionk. The Downtown vision will serve as the guiding direction, and will be aided by an action plan, marketing plans, programs, and initiatives. The Committee shall advise City Council on matters that impact and shape the core in Downtown Kitchener. 2. DEFINITIONS: means a committee created with a defined ending, that shall not constitute quorum. designated Committee on a specific subject. means the role to facilitate and chair meetings. Policy No: DOWNTOWN ADVISORY COMMITTEE Policy Title: GOV-BOA-090 comprising a majority of acommitteethat must be present at any of its meetings to make the proceedings of that meeting valid. Vice- absence of the Chair. 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: Council Local Boards & Advisory Committees 4. GENERAL Committee Composition A maximum of 12members: 1 -Councillor Ward 9 1 -Councillor Ward 10 1 - Executive Director or delegate of the Downtown Kitchener BIA Minimum of 7 City residents* *In selecting residents, preference may be given to those applicants who live in the downtown or surrounding neighbourhoods. Every effort will be made to ensure that Committee composition reflects the diversity of the downtown and broader community. Term and Chair Appointments Members will be appointed for a term of two years. The Committee shall, from amongst its members, choose a Committee Chair, and Vice-Chair, who is not a member of Council at their first meeting. The Chair ensures that everyone can participate in contributing to the meeting. The Chair should refrain from personal views and facilitate the discussion to encourage and engage the views of the committee members. The Chair shall preside over the meetings and assist the committee in attempting to reach consensus on fundamental policy issues of concern. Policy No: DOWNTOWN ADVISORY COMMITTEE Policy Title: GOV-BOA-090 Meetings The committee will meet four (4) times per year. Additional meetings may be scheduled if workflow demands, advisory requests, or emerging issues arise. The committee may utilize an ad hoc or sub-committee to manage work outside of scheduled meetings. Minutes will be kept by the committee administrator, who will distribute the minutes, and any supporting materials in accordance with Legislated policies and procedures. All meetings shall be conducted in accordance with City Council's Procedural By- law. Reporting The Committee shall report through the Finance and Corporate Services Committee. Should the Committee elect to present its work to Council, the Committee shall provide the required materials, and delegate. Legislated Services will provide direction on agenda timing, and protocols. Should DAC feel a sub-committee is required to deal with specific issues or initiatives, such sub-committee shall be ad hoc in nature, with a specific and clearly articulated mandate. Membership of sub-committees may be expanded to include people who are not advisory committee members to take advantage of individual expertise. A sub- determined by DAC. 5. POLICY CONTENT: Mandate The primary responsibility of DAC is to actively assist with the implementation of various action items. This could include, for example, assisting with the execution of new events and activations, assisting with the development of new policies or master plans, etc. As a result, Committee members may choose to volunteer time over-and-above time required for regularly scheduled meetings. DAC is established to act as an advisory board for the City of Kitchener on various initiatives directly affecting downtown. -project advice early in the process. Subsequent feedback may be requested as needed. The primary objective of DAC is to work in collaboration with the Economic Development team. DAC serves as a resource and a conduit to the community and is one of numerous engagement streams that support staff and Council. Policy No: DOWNTOWN ADVISORY COMMITTEE Policy Title: GOV-BOA-090 6. HISTORY OF POLICY CHANGES Administrative Updates 2016-06 - Policy template re-formatted and given new numbering system. Formal Amendments 2005-08-29 - As per Council resolution, Page 242, Council Minutes 2012-08-27 - As per Council resolution Report No. CAO-12-033 2017-01-30 - As per Council resolution Report No. CAO-17-002 Policy No: GOV-BOA-090 POLICY Approval Date: April 4, 2005 Policy Title: DOWNTOWN ACTION & ADVISORY COMMITTEE - Reviewed Date: July 2016 TERMS OF REFERENCE Next Review Date: December 2021 Policy Type: ADMINISTRATIVE Reviewed Date: Category:Governance Amended: August 29, 2005 Sub-Category: Board & Committee Amended: August 27, 2012 Author: Cory Bluhm, Interim Executive Amended: January 30, 2017 Director Replaces: Dept/Div: CAO Department, Economic Development Repealed: Replaced by: Related Policies, Procedures and/or Guidelines: 1. POLICY PURPOSE: The primary purpose of the Downtown Action & Advisory Committee is to assist the Economic Development Division with the implementation of various initiatives of the Downtown Kitchener Action Plan and to advise City Council on matters that impact the Downtown and its adjacent neighbourhoods 2. DEFINITIONS: To be included at next review. 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: Council Local Boards & Advisory Committees 1 of 3 Policy No: DOWNTOWN ACTION & ADVISORY COMMITTEE Policy Title: GOV-BOA-090 Committee Composition A maximum of 15 members: 1 - Councillor – Ward 9 1 - Councillor – Ward 10 1 - Executive Director or delegate of the Downtown Kitchener BIA Minimum of 5 and maximum of 11 City residents* Minimum of 2 and maximum of 5 Downtown Businesses** Minimum of 2 and maximum of 5 Building Owners or Local Developers. *In selecting residents, preference may be given to those applicants who live in the Downtown or surrounding neighbourhoods, and/or who demonstrate a willingness and interest in being actively involved in volunteering their time, energy and/or expertise. **In selecting downtown business representatives,the City will endeavour to ensure broad representation among all types of downtown businesses (ex: restaurant, retail, service, office, professional, etc.). Members will be appointed for a term of two years ending November 30. The Committee shall, from amongst its members, choose a Committee Co-Chair who is not a member of Council, to co-chair the committee with the appointed Council Co- Chair. Meetings will be held monthly or at the call of the Chair and minutes will be kept by the committee secretary who will distribute the minutes to all of Council and the Corporate Management Team. All meetings shall be conducted in accordance with Council's Procedural By-law. The Committee shall report through the Finance and Corporate Services Committee unless the Council Co-Chair deems it expedient that a report be made directly to Council. Should the Committee feel a sub-committee is required to deal with specific issues or initiatives of the Downtown Kitchener Action Plan, such sub-committee shall be ad hoc in nature, with specific, clearly articulated mandate. Membership on sub- committees may be expanded to include people who are not advisory committee members, to take advantage of individual expertise. A quorum shall be five (5) members. 2 of 3 Policy No: DOWNTOWN ACTION & ADVISORY COMMITTEE Policy Title: GOV-BOA-090 4. POLICY CONTENT: The primary responsibility of this Committee is to actively assist with the implementation of the various action items of the Downtown Kitchener Action Plan. This could include, for example, assisting with the execution of new festivals and events, assisting with the development of new policies or master plans, etc. As a result, Committee members may be asked to volunteer time over-and-above time required for regularly scheduled meetings. In addition, the Committee may be asked by City staff or Council, to advise on matters, reports or decisions that have significant importance to the Downtown, which are not specific to the mandate of other advisory committees (such as Arts & Culture Advisory Committee, Safe & Health Community Advisory Committee, Heritage Kitchener, etc.). Upon completion of the current Downtown Kitchener Action Plan, the Committee will be asked to advise on the development of a new action plan or similar strategic document. 5. HISTORY OF POLICY CHANGES Administrative Updates 2016-06 - Policy template re-formatted and given new numbering system. Formal Amendments 2005-08-29 - As per Council resolution, Page 242, Council Minutes 2012-08-27 - As per Council resolution – Report No. CAO-12-033 2017-01-30 - As per Council resolution – Report No. CAO-17-002 3 of 3