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Home My WebLink AboutCOR-2024-526 - Nominating Committee - Apointments to Committees and BoardsStaff Report K � JR Corporate Services Department www. kitchen er.ca REPORT TO: Special Council DATE OF MEETING: December 2, 2024 SUBMITTED BY: A. Fusco, Director of Legislated Services/City Clerk, 5199041402 PREPARED BY: A. Fusco, Director of Legislated Services/City Clerk, 5199041402 WARD(S) INVOLVED: All DATE OF REPORT: October 25, 2024 REPORT NO.: COR -2024-526 SUBJECT: Nominating Committee — 2024 Appointments to Advisory/Quasi- Judicial Committees and Boards (2024-2026) RECOMMENDATION: That the list of recommended candidates for Advisory and Quasi-judicial Committee vacancies, as attached to Corporate Services Department report COR -2024-526 in Appendix A, be approved; and further, That the candidate for the Board of Centre in the Square, as attached to Report COR -2024- 526 in Appendix C, be approved. REPORT HIGHLIGHTS: • The purpose of this report is to appoint members to advisory committees and quasi- judicial committees. • This report supports the delivery of core services. BACKGROUND: With a few exceptions, appointments to advisory and quasi-judicial committees take place every two (2) years based on the Appointments to Boards and Committees Policy and individual committee terms of references. Recommendations for appointment are made by the Nominating Committee (the Committee). In September 2024, Council reappointed the Committee for the 2024-2026 term through report COR -2024-394. The Committee's mandate is to assess applicants for the advisory and quasi-judicial committees of Council and to present Council with a list of recommended candidates for each committee. The Boards for the Kitchener Public Library (KPL) and Centre in the Square (CITS), are responsible for selecting their own candidates for Council's approval and so are not considered by the Committee for recommendation. *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. Page 3 of 18 A concerted effort has been made to broaden recruitment for various advisory committees, including; • focusing efforts on traditionally underrepresented areas of the community, through communications aimed to diverse groups with inclusive language and promotion that participation helps ensure all the voices and perspectives of all members of our community are represented in the City's decision-making, • direct contact mailouts to community groups and associations, council, existing members, • paid advertisement in the Kitchener Life fall edition, digital media and radio campaigns on CKWR in multi -languages, and • publicly display visually engaging posters in the community centre boards with QR codes and friendly URL to the application forms, as well as • holding public information sessions, revising the application, to reduce barriers, increase education and information and encourage applications. REPORT: Recruitment for all advisory committees, quasi-judicial and board vacancies took place over a 5 -week span from September 4, 2024 to October 9, 2024 using various means including social media; the City's website and subscriber notifications; outreach to community partners (e.g., the Multi -Cultural Centre); a poster/flyer campaign at City Hall and community centres; Kitchener Life, members of Council and their networks/contacts; staff and their networks/contacts; media releases. Current members of the advisory committees were also encouraged to re -apply as well as those who were unassigned from previous recruitment efforts. Recommendations for Advisory/Quasi-Judicial Committees The Committee met on November 4, 2024 and November 20, 2024 to review 144 applications received for the following City advisory committees: • Arts and Culture Advisory Committee; • Committee of Adjustment; • Compass Kitchener; • Active Transportation Advisory Committee; • Downtown Advisory Committee; • Climate Change and the Environment Committee; • Heritage Kitchener; • Property Standards. Supported by the City Clerk and the Equity and Anti -Racism division, Committee members received an equity toolkit comprised of an independent exercise to understand and acknowledge unconscious bias and the application of an equity -informed scoring rubric to ensure that minimum qualifications, committee qualifications, lived experiences and diversity were considered intentionally for each candidate. A number of additional factors were also considering including: • the mandate and composition required in each committees Terms of Reference; • the Applicant's 1St choice of committee, wherever possible; and Page 4 of 18 • a mix of returning members and new members to support succession planning and continuity within the committees. In order to further enhance diversity on committees and in keeping with past practice, demographic questions were maintained and enhanced on the application with input from the City's Equity & Anti -Racism team and prior to, the Mayor's Task Force on Equity, Diversity and Inclusion. Since applicants had the option to answer none, some or all of the questions, it is important to note the percentages reported could be lower than they actually are and lower in comparison with Kitchener's percentages. Where possible, staff have tried to match the statistical representation for Kitchener, keeping in mind the City is not looking to reach quotas. In addition, the Committee, through the equity toolkit work, was mindful to; - not recommend someone simply because they meet the statistical percentage but do give preference to applicants that would be a valuable contributor to a committee and who represent a particular demographic, - focus less on previous experience and more on related experiences, why an applicant wishes to serve and what they can contribute to the committee; and, - make sure there is sufficient information in the application in order to base a decision - applications still need to reflect effort. The table below shows the breakdown by demographic for advisory/quasi-judicial committees. Kitchener population as of mid -year 2024 = 256,885 Number of Applicants (144) Percentage of Applicants Number Nominated (80) Percentage Nominated Kitchener Percentage 15-19 2 1% 2 3% 14% 20-29 20 14% 10 13% 15% 30-39 44 31% 20 25% 16% Age 40-49 29 20% 16 20% 13% 50-59 19 13% 12 15%, 13% 60-69 10 7% 6 8% 10% 70 and above 10 7% 6 8% 12% Woman 54 38% 37 46% 50% Gender Man 79 55% 34 43% 50% Groups identify Racialized Groups 43 30% 21 26% 31% as Disability 21 16% 14 19% - member of LGBTQ2S+ 9 6% 8 10% - Immigrant or Refugee 52 36% 20 25% 29% (*) - data not available prior to report publishing. To help place applicants, the application requested that applicants only select second and third choices if they intended to serve on those committees should they be selected for one of those. Where only one choice was indicated and where possible, the Committee placed applicants with that choice. As a result, 79 of 80 applicants were placed with their first choice. The Committee placed applicants with their second or third choice when the Committee felt the applicant would best serve on that committee and/or if their first choice was not available Page 5of18 to them. A listing of applicants for each advisory and quasi-judicial committee is presented as a suggested slate for Council's consideration and is attached as Appendix W. Also attached is Appendix 'B' which is a listing of applicants not assigned to a committee. Note that in some cases, these applicants had selected a different committee, quasi-judicial or board as their first choice and based on the factors noted above, were allocated to their second choice to support the analysis. Recommendations from Boards As per the attached letters (Appendix C) from the Board for Centre in the Square (CITS), they are seeking to appoint two (2) new members and re -appoint two (2) existing members. There remain 3 openings which are currently under review for appointment. The Kitchener Public Library follows a four (4) year term in accordance with the Public Libraries Act and has no vacancies. Through a review of governing documentation and legislation arising from the transition from the Ontario Corporations Act to the Ontario Non -Profit Corporations Act (ONCA) it was revealed that Kitchener Housing Inc. (KHI) (and Kitchener Non -Profit Property Management Inc. ("KNPPMI")), an independent corporation incorporated without share capital, is not deemed to be a local board under the Municipal Act. Notwithstanding, KHI has expressed interest in maintaining the existing recruitment practices save and except for, council consideration of the final pool of candidates would be ratified by KHI members at an Annual General Meeting as required by ONCA. There are currently no vacancies for the KHI Board. Appointment of Independent Board members to Enova Energy Power Corporation occur as per the Shareholders Agreement and the current appointments for the transitional 3 -year term (2022-2025) have not expired. 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 — This report has been posted to the City's website with the agenda in advance of the Striking Committee meeting. COLLABORATE — The Nominating Committee is comprised of individuals who provide direct advice and recommendations regarding the composition of the City's advisory committees. The members of the various advisory committees also provide advice and recommendations to Council and, in this way, partner with the City in the decision-making process. Page 6 of 18 PREVIOUS REPORTS/AUTHORITIES: There are no previous reports/authorities related to this matter. APPROVED BY: Victoria Raab, General Manager, Corporate Services ATTACHMENTS: Appendix A — Listing of applicants recommended by Nominating Committee Appendix B - Listing of applicants not assigned to a committee/board Appendix C — Letters from Centre in the Square (CITS) regarding appointments Page 7 of 18 Appendix A — Listinq of applicants recommended by Nominatinq Committee Committee First Name Last Name Current Member Nominated Applicants Nominated Total Members Required Adeola Agbaje Bill Bean Joshua Beech Falshaw Mike Boos Greg Piccini Jorg Broschek 8 12 11-13 Philip Charbonneau Lynn Dramnitzki Bart Forwell Victoria Hand Rida Rahman Wanda West Paul Evitts Ryan Labrie Amit Mehta Nathan Stretch Stephanie Wilson Olufunmila o A'ibade 4 11 11 Julie Hall Maggie Lam Maria Melo Wasai Rahimi* Isabella Stefanescu Simon Baer j Patrick Boot Kim Charlesworth Claire Corcoran Amanda Di Battista Anna Hohenadel 3 11 8-12 Precious Nojo Jenny Phan Jennifer Clary -Lemon Veronica Nhio-son Brooklin Wallis Page 8 of 18 Page 9 of 18 Carlos Abarca Rodney Gill Srihas a Kandala Kayla Snyder Linda Terry Kim Brabazon 7 11 8-12 Troy Glover Stephens - Judy Wells* Lee -Anne Thompson Lori Trumper* James Young Brandon Court Kurian Erin Jay Leasa Rich Peers 1 8 7-12 / Chris Stockie Mark Weicker Jeff Wheeler Joel Leslie Ann Marie Beals j Fiorella Benini A'u Eluvathin al A esha Munir Saba 6 9 8-12 Oji Oluseun Olayinka Ade Oluokun Rukma Ramdenee Veronica Vasquez Matthew Halladay Magda Mikosz j Rudi Schweitzer Laura Wilson Peter Ciuciura* 3 9 11-13 Jean Haalboom Grant Eveleigh Natalie Pikulski Ali Mahmoodi Sahba Page 9 of 18 *exceeded term limits, if recommended would require waiving of section 3.3 of Council Policy GOV-BOA-63 (Appointments to Boards and Committees). Page 10 of 18 Amanda Brennan Neha Garg Robert Hannah 3 5 5 Bob McColl Brian Santos Shaun Harvey Sean McKelvie J / Crus Medina 4 5 3-5 Sharlene Mohlman Michael Pulle *exceeded term limits, if recommended would require waiving of section 3.3 of Council Policy GOV-BOA-63 (Appointments to Boards and Committees). Page 10 of 18 p e n d i x B - ii ill of Applicants Not Ass i ned to a Committee/Board Active Transportation and Trails Advisory Committee Cameron Allendorf Ryan Bean Joseph Brannan Scott Clark Aldo Culquicondor Ruiz Carolyn Dirks Donald Johnston Philip Molto Morgan Re ehr Gemma Ricker Nickolas Rollick Brian Torrens barry tracey Robert Whiffin Arts & Culture Advisory Committee Abeer Al Hariri Reinhard Boateng Andrea Filiatrault Lesley Fletcher Angela Grasse Abina a Natesan Shaughnessy O'Reilly Carol Podedworn Gazmend Preteni Murat Temiz Climate Change and Environment Committee Cory Brown Shefaza Esmail Katie Higgins Samra Khan gra den McNeill Gautam Mohata Shane Mulligan Muhammad Aftab Nazir Eric Ward Compass Kitchener Lucas De Angelis Eslam Ghoneim Roger Payne Joshua Ram ersad Lucky Uwadione Page 11 of 18 Page 12 of 18 Jennifer Birnstihl Alide Forstmanis Downtown Action and Advisory Committee Nabou Abbas Lane Burman Peter Kotwicz herniczek Sunanda Mondal Christine Raby David Sipos Kyle Thomas Economic Development Advisory Committee Darsh Dalai Deep Desai Manish Gar Jennifer Kraus Stephen Pahuta Pejman Salehi Sumit Sehli Mohammadmehdi Torabizadeh Equity and Anti -Racism Advisory Committee valentine Ezeuka Funmilayo Ijekhuemen Gift Okorie Adefolami Pe ba-Otemolu Moni ue Thom son Committee of Adjustment Miles Schwindt Marco Gambetti Srikanth Desikachar Centre in the Square Joe Cormier Manish Garg Yvonne I Harjot Grewal Page 12 of 18 Appendix C — Centre in the Square Board Appointment IN THE �SQUARE Nloveimbei 20, 2,024 Attn: City oaf IKitchein,cr Cou imil. D,carCcuincil Mierridbeirs, TheGeimire, Min Tho sqtjiarc Inc [QlT$) Bowd recornimends that ,itrot IKftcheiier, Qouncit appoint 1Mairy D'Atton to the Board tO,9[fir,,9t three-year teirim. Th i.9 appointmetit is effective Ja nuairy 1, 2025, through December 31, 2027, Rest: itegalrft Dain Carti, Chair III Queen Streat Nbz,114 Fhenez, Cttzzio N,72H 6R7 T 51P 57S 5450 F 5]9 57S RIID, D, in as ccm,� Page 13 of 18 Qttobher,23, 20,24 A,ttrw® City of Kit' thener Council Dear Council'Mernbefs, IN THE SQUARE The Cen:tre In Me Square (CITS) Board recommends that City of Kitchener Councili appoint Jody Stelcho to the Board to a first three-year term. Purther, the Board recommends reappointing Emily Durs,t and Alan Rego for their second three-Vear terms, All appointments are, effective January 1, 20 2.5 through December 31, 2027, Best regards, lbw embr, Centre I[n The Square Nomina6ng, Committee for Dan Cark, Chair Page 14 of 18 CITY OF KITCHENER APPOINTMENTS FOR THE YEAR 2024-2025 N.B. The Mayor is ex -officio on most Boards/Committees and is therefore not listed on each. A. STANDING COMMITTEES OF COUNCIL (Established by Council Policy # GOV-BOA-130) 1. Community & Infrastructure Services Committee Term: 1 year Note: Appointment of Chair and Vice -Chair only. 2024 2025 Councillor M. Johnston (C) Councillor D. Schnider (V -C) 2. Finance & Corporate Services Committee Term: 1 year Note: Appointment of Chair and Vice -Chair only. 2024 2025 Councillor S. Davey (C) Councillor B. loannidis (V -C) 3. Planning & Strategic Initiatives Committee Term: 1 year Note: Appointment of Chair and Vice -Chair only. 2024 2025 Councillor P. Singh (C) Councillor D. Chapman (V -C) Page 1 of 4 Page 15 of 18 B. QUASI-JUDCIAL COMMITTEE 1. Committee of Revision 2024 Councillor S. Davey Councillor P. Singh Councillor B. loannidis D. BOARDS Term: 2 years Meet: As required 2026 E. OTHER AGENCIES 1. Kitchener -Waterloo Art Gallery - Board of Directors Term: 1 year Meet: 3rd Tuesday, 12 pm 2024 2025 Councillor D. Schnider 2. Grand River Accessibility Advisory Committee 2024 Councillor J. Deneault 3. Grand River Hospital — Board of Trustees 2024 *No longer required Term: 1 Year Meet: 4t" Thursday, 1:30 pm 2025 Term: 1 year Meet: 4t" Tuesday, 4 pm 2025 *No longer required 4. Homer Watson House Foundation Term: 1 year Meet: Last Thursday, bpm 2024 2025 Councillor C. Michaud 5. Horticultural Society - Kitchener - Board of Directors Term: 1 year Meet: 2nd last Tuesday, 7 pm 2024 2025 Councillor D. Chapman Page 16 of 18 6. Huron Natural Area Joint Ventures Committee Term: 1 year Meet: TBD 2024 2025 Councillor J. Deneault Councillor A. Owodunni 7. Kitchener In Bloom Committee Term: 1 year 2024 2025 *No longer required *No longer required 8. Multicultural Centre of K -W Board of Directors Term: 1 year Meet: AGM only 2024 2025 Councillor A. Owodunni 9. Oktoberfest Inc. - Advisory Council - K -W Term: 1 year Meet: Mthly, Tuesday, 12 pm 2024 2025 Councillor D. Schnider Councillor C. Michaud 10. Wilfrid Laurier University - Board of Governors Term: 1 year Meet: Quarterly 2024 2025 Mayor B. Vrbanovic 11. Centre in the Square Board of Directors Term: 1 year 2024 2025 Councillors P. Singh Councillor B. loannidis Councillor S. Davey 12. Kitchener Downtown Business Improvement Association Balance of Term: Term: 4 years Meet: 3rd Tuesday, am 2024 2026 Councillor S. Stretch D. ADVISORY COMMITTEES 1. Active Transportation and Trails Advisory Committee Balance of Term: Term: 2 years Meet: 2nd Tuesday, 4 pm Page 17 of 18 2024 Councillor P. Singh 2. Climate Change & Environmental Committee Term: 2024 Councillor S. Stretch 3. Downtown Action and Advisory Committee Term: 2024 Councillor S. Stretch 2026 Balance of Term: 2 years Meet: 3rd Thursday, 4 pm 2026 Balance of Term: 2 years Meet: 3rd Thursday, 4 pm 2026 Page 18 of 18