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POLICY GOV-BOA-130
STANDING COMMITTEES Category
GOV -
Governance
Sub-category
BOA - Board &
Committee
Approval Type
COUNCIL
Department/Division
Corporate
Services\Legislated
Services\Council/Committee
Services
Author and Position
Author Unknown
Date Approved
May 27, 2002
Last Reviewed/Amended
November 18, 2024
Next Review Date
June 1, 2027
Related Policies or Procedures
• Municipal Act, 2001, S.O. 2001, c. 25.
Policy Purpose
Standing Committees of Council facilitate the decision-making process of Council. Standing
Committees work on behalf of Council to provide advice and make recommendations to
Council. They are an important forum for policy debate and public input on issues within
Council’s area of responsibility. To capture the efficiency afforded by working in smaller
groups, Council does not repeat the detailed discussion and analysis conducted by the
Committee during Council sessions.
Definitions
“City” the Corporation of the City of Kitchener.
"Chair" the individual appointed by a Committee to act as the chair of the Committee at any
given meeting.
"Clerk" the person appointed by Council under Section 228 of the Municipal Act, 2001, S.O.
2001, c. 25. d).
“Council” the governing body of the City;
“meeting” any regular, special, or other meeting of council, of a local board or of a committee
of either of them, where:
(a) A quorum of members is present, and
(b) Members discuss or otherwise deal with any matter in a way that materially
advances the business or decision-making of the council, local board or
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committee.
“Procedure By-law” the City By-law which provides the Rules of Procedure for Council and
its Committees.
“Standing Committee” such committees of Council designed by resolution of Council.
“Vice-Chair” means the individual appointed by a Committee to act as the Vice-Chair of the
Committee at any given meeting and shall assume the authority and perform all the
duties of the Chair in the absence of the Chair.
Policy Scope
Application
☐ Employees (Indicate below which categories apply: All employees, Permanent full-time, Temporary full-time, Continuous part-
time, Casual, Probationary, Student, Management, Non-union) • Click or tap here to enter text.
☐ Unions (Indicate below which categories apply: All Unions, CUPE 68 Civic, CUPE 68 Mechanics, CUPE 791, IATSE, IBEW, KPFFA)
• Click or tap here to enter text.
☒ Council
☐ Specified Positions: Click or tap here to enter text.
☐ Other: Local Boards and Advisory Committees
Policy Content
1. The Standing Committees of Council shall be:
a) Finance and Corporate Services Committee
b) Community and Infrastructure Services Committee
c) Planning and Strategic Initiatives Committee.
2. Notwithstanding issues which are of an overriding financial, administrative or strategic
nature, the individual City departments report to the Standing Committee
corresponding to their functions, and the Chief Administrator's Office reports through
the Finance and Corporate Services Committee.
3. The dates of Standing Committee meetings shall be set by resolution of Council, with
the City Clerk having discretion to alter the times as advisable to ensure the most
efficient overall meeting arrangements.
4. Committee Meetings
a) Meeting agendas will be prepared by the Office of the City Clerk. The Clerk or
designate in consultation with the Committee Chair, shall determine the items on
the agenda which shall appear as consent items requiring one motion to adopt
all without debate. The Clerk or designate will estimate the time required to
complete each item and include the time in the agenda proper.
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b) Each Department is responsible for meeting the agenda preparation deadlines
established by the City Clerk advising the Clerk or designate well in advance,
when a significant agenda item is coming forward to ensure meeting efficiency.
c) Any report containing financial considerations shall have the approval of the Chief
Financial Officer or their designate prior to inclusion on the agenda.
d) No verbal reports will be allowed from staff unless absolutely necessary and if
necessary, are to be limited in length as per the rules outlined in the City’s
Procedure By-law.
e) All members of Council should attempt, to the degree possible, to raise and
address matters with staff in advance of and/or rather than bringing items directly
to committee under New Business.
f) The Committee Chair is responsible for conducting the meeting and for ensuring
that the business of the Committee is addressed within the allocated time frame.
g) Committee agendas shall be published by Legislated Services as per the rules
outlined in the City’s Procedure By-law. Late items not included on the agenda
are only considered subject to Committee approval. It is the responsibility of the
Department to inform the Committee Administrator and Chair at the earliest
opportunity, of the item and providing sufficient copies for the meeting.
h) Minutes of a Standing Committee meeting shall be taken by the Clerk or designate
and completed minutes shall be published no later than the Friday preceding the
next regular Council meeting. If the minutes cannot be published for the Friday
delivery, they shall be available at the Council meeting.
5. Committee meetings shall be conducted in accordance with Chapter 25 (Council
Procedures) of the Municipal Code.
Results of Review
☐ No Edits Required
☐ Housekeeping Edits
☒ Substantial Edits
☐ Repeal/Replace
Policy History
Administrative and Housekeeping Changes
Date Nature of Change
2016-06 Policy I-130 template re-formatted to new numbering system and given
number GOV-BOA-130.
Substantial Changes
Date Council/CLT Directive
2005-09-19 As Per Council/CLT Directive
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2024-11-18 As Per Council/CLT Directive – Report COR-2024-018