HomeMy WebLinkAbout2006-05-08
ALDT CXlVIVITTEE MNJrES
IVl4 va 2m)
OTY a= KlTCl-EN:R
The A..dit Camittee rret this date canrerU~ at 4:30 p.m
~esent: fvbyor C. Zehr - Olair
Courdllors M GalICMaY, G Lorentz, J. SrroIa, B. VrbanoJic ard C. \.I\eyIie.
Staff: C. Ladj, O1ief Pdninistrative Ofioor
P. l-buston, General f\/Bnager, Rnardal 8svioos & Oty Treasurer
R Gosse, Draior of Legislatoo 8svices & Oty Oerk
S. Pdarrs, Draior of Comrunity & Corprate Aanni~
M fvby, 8alior PLbIic Affairs Oficer
C. Gmeve, Camittee Pd1i nistrator
1. CPOOO-033 - CXlVIVlNCAllCH3 ALDT- UPDATE
The Camittee was in ra:Eipt of O1ief Pdninistrative Ofioor re,:nt C'AO-oo-cm, datoo fvby 2,
am regardi~ tre ~qxlSOO Comrunicatims ard fvbrketi~ Dvision's revisOO rrarrl:lte ard
organizational structure.
rvt. S. Pdarrs advisOO that in July 2005, the A..dit Camittee r~uestoo a ~ehersive
reviC\IV of the Oty's Corprate Comrunicatims ad fvbrketi~ Dvision. SJtFalLJa1t to an
exanination of the firdirw in January am, staff are roN~qx>si~ a revisOO rrarrl:lte ard
organizational structure for that Dvision. sre then gave an overVlC\IV of the ~qxlSOO rrarrl:lte
ard outliraj the furrtims ard services Wlidl wll no I~ 00 offeroo by that Dvi si on,
irdLdi~ tre services ~ovidOO to rrerrtas d Courcil. rvt. Pdarrs ~ntoo out that the intent
of these ~ are to ensure that Comrunicatims staff are rot p.Jt in a ~ition of cmflid
W1ereby they are r~uestoo to OOveIop rrataial that is oontrary to a ~ition of Courdl as a
WloIe.
rvt. C. Ladj outliraj the delineation tav\een the su~ Wich wll 00 ~ovidOO by fvbyor ard
Courcil Ofice staff ad tre Comrunicatims ard fvbrketi~ Dvi si on. sre statoo that tre
forrrer is re5J.D1Sible for ~ovidi~ ~ research, su~ on issues, ard ~~~
rE\I\SIetters, ~, biefi~ notes, greetirw ard other ~inent corr~ for
irdividual Courcillors; W1ereas the Comrunicatims staff is re5J.D1Sible for p.Jtti~ forward tre
coIlaiive ~ition d Courcil ard the Corpration.
fvbyor C. Zehr comrentoo that the Comrunicatims ard fvbrketi~ Dvision q:gates as a
staff furrtion ard is rot intEJ"dOO to 00 an instrurra1t d ~itical su~ to irdividual rrerrtas
of Courcil. I-e statoo that if an irdvidual Courcillor \/\ere to rEq.Jest su~ frOO1 staff Wlich
conflicts wth a ~itiCJ1 of Courcil ardIor tre Cal:xration, then that staff ~ \I\OUld 00 p.Jt
in a very difficult situation. I-e notoo that the ~qxlSOO rrarrl:lte rerroves the ~itical elarent
frOO1 that Dvision so it can focus on ~orroti~ the overall Corprate rressage.
Courdllor M GalICMaY eXJ.YessOO ~ns regardi~ the level of su~ irdividual
Courcillors \I\OUld 00 ra:Eivi~ frOO1 the Dvision, ard notoo that it is not the role d fvbyor ard
Courcil Ofice staff to ~ovide witi~ ard gramratical aiti~ e~ise, Wlidl is rEq.Jiroo at
tirres by irdividual Courdllors. I-e further qJestimOO tre su~ that \I\OUld 00 ~ovidOO to
irdividual Courcillors Wlo eXJ.Yess ~itims oontrary to that d Courcil as a WloIe ard
comrentoo that in his qJinion Comrunicatims staffs are capable of ~OJidi~ this ~ of
service. I-e notoo that he cbes not see a diffffEnE tav\een this ard Wlen staff p.Jts forward a
re,:nt Wlich oontains rrultiple ~~ optims for oonsideration.
fvbyor C. Zehr sLWstoo that an exanination shaJld 00 oorrlJctoo into the ~bility of
creati~ a staff ~ition wthin the fvbyor ard Courcil Ofice, or retaini~ the servioos of an
outside oontractor to ~ovide the e~ise outliraj by Courcillor GalICMaY. Courdllor M
GalICMaY advisOO that he \I\OUld ~efer that the witi~ e~ise services 00 ~ovidOO
i nterrElly.
8eteral rrerrtas comrentoo that it is not reasonable to r~uest Comrunicatims ard
fvbrketi~ Dvision staff to p.Jt forward a ~tion Wlich is oontrary to that of the Corpration
ardIcr Courdl. Courdllor B. Vrbanovic ~oo that irdividual Courdllors stnuld draft their
0J\Kl oomrunication poces, ard cree finalizoo those pioces COJld tren 00 forwardOO to
Comrunicatims staff for gramratical ooiti~.
ALDT CXlVIVITTEE MNJrES
IVl4 V a 2m)
-5-
OTY a=
1. CPOOO-033 - CXlVIVlNCAllCH3 ALDT - UPDATE (CXl'lTD)
rvt. C. Ladj advisOO that wth regards to Courdllor VrbanoJic's ~ion, if it was a dear
case W1ere a finist'm pioce was 00i~ ~esentoo solely for gramratical ooiti~ PJrJ.XlS9S, then
that night not ~esent a ~dJlan M. M fvby notoo that if staff \/\ere to ooit a pioce Wlich
~e detrirrentally of a ~tion of Courdl, then that staff ~ \I\OUld ~bly 00 placro in
a difficult ~itim of deterni ni ~ WBher or rot they neOOOO to notify their su~ors.
rvt. C. Ladj suooe5too that this rratter 00 referroo to staff to urmtake a re-evaluatim d the
~ of sLQn1 to 00 ~ovidOO to irdividual Courdllors by the Comrunicatims ard fvbrketi~
Dvision. sre notoo that in the rreantirre, Courdllors rould forward toor irdividual
oomrunicatim rEqJests to her ard sre \I\OUld either forward them to Comrunicatims staff or
rreet wth the irdividual Courdllor to reviC\IV ard diSClJSS their r~uest.
01 a rrotion by Courdllor C. Weylie-
it was resoIwd:
"That the rrarrl:lte for the Comrunicatims ard fvbrketi~ Dvision, as outliraj in the
O1ief Pdninistrator's Ofice re,:nt C'AOoo-cm, 00 errbrsOO, save ard except W1ere
refererce is rrade to the Dvision ~ovidi~ su~ to irdividual Courdllors Wlidl wll
00 revisOO by the Olef Pdninistrative Oficer (CNJ) ard raxrsideroo at a future
rreeti ~ d the A..dit Camittee."
2. ADJCUNVENT
01 rrotion, the rreeti~ adjourraj at 5:26 p.m
Colin Gmeve
Camittee Pd1i nistrator