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Home My WebLink AboutCRPS-09-135 - Composition of Nominating CommitteeREPORT REPORT TO: Chair B. Vrbanovic and Members of the Finance & Corporate Services Committee DATE OF MEETING: October 5, 2009 SUBMITTED BY: Nominating Committee PREPARED BY: R. Gosse ext. 2801 WARD(S) INVOLVED: n/a DATE OF REPORT: September 30, 2009 REPORT NO.: CRPS-09-135 SUBJECT: COMPOSITION OF NOMINATING COMMITTEE RECOMMENDATION: For Information only. BACKGROUND: In the Fall of 2008, Council approved the creation of a Nominating Committee comprised of 5 community members and 2 City staff (without voting privileges). The committee was mandated to review applications for the City’s Advisory Committees to ensure eligibility and that the candidates reflect the makeup of the community. On September 14, 2009, the terms of reference for the committee were presented for consideration to the Finance and Corporate Services Committee (FCSC) however, recommendation to adopt the terms was deferred and subsequently referred back to the FCSC for further information on a suggestion made by Councillor B. Vrbanovic when the appointments were made to the Nominating Committee in December 2008. REPORT: In December 2008, Council made its annual appointments to the boards and committees including the Nominating Committee. At that time there were only 4 candidates to fill the 5 public member positions. Following the appointments Councillor Vrbanovic made the following suggestion: “…that prior to the appointments that will be made in 2010, the Terms of Reference for the Nominating Committee be reviewed in context of the possibility of having representatives from K-W Community Foundation, or United Way or other similar agencies to sit on the Committee and, that members of the Nominating Committee be allowed to sit on any Committee other than Advisory Committees.” In regard to the second part of Councillor Vrbanovic’s suggestion allowing members of the committee to sit on committees other than advisory committees, this has been reflected in the proposed terms attached to report CRPS-09-123. Section 2 (c) of the terms prohibits citizen ì ó ï members of the committee from sitting on any advisory committee; this would not preclude them from sitting on another board or committee. The idea of having representation from an outside organization such as those suggested, has been discussed and circulated to members of the committee. It was agreed that having a broad representation on the committee is the goal, but having a specific organizational representative may not help in achieving this goal. Other advisory committees specify through their terms of reference that sector specific representatives will be part of the committees’ composition; this is done to either create a link between the committee and an outside agency or another committee or, to ensure certain skill/experience is brought to the committee. In terms of the Nominating Committee, it is felt this is not the case. The goal in recruiting for this committee is to have a broad representation of the community and to have the best candidates for appointment. Specifying a representative from a selected organization, may not ensure the best person for this particular committee. Although the committee does not feel it’s in the best interest to specify a representative, it is recognized that when recruiting for the committee, it will be important to solicit candidates from these and other organizations such as neighbourhood associations, affiliated sports groups, etc. It is being recommended that the terms of reference attached to report CRPS-09-123 be adopted and staff will take it under advisement to solicit local not-for-profit and/or social organizations and/or City of Kitchener affiliated groups for interested candidates to sit on future Nominating Committees. FINANCIAL IMPLICATIONS: n/a ACKNOWLEDGED BY: Shelley Adams, Director Community & Corporate Planning ì ó î REPORT REPORT TO: Councillor B. Vrbanovic, Chair, and Members of the Finance and Corporate Services Committee DATE OF MEETING: September 14, 2009 SUBMITTED BY: R. Gosse, Director of Legislated Services & City Clerk PREPARED BY: L. Korabo, Committee Administrator WARD(S) INVOLVED: n/a DATE OF REPORT: September 3, 2009 REPORT NO.: CRPS-09-123 SUBJECT: TERMS OF REFERENCE - NOMINATING COMMITTEE RECOMMENDATION: That the Terms of Reference for the Nominating Committee as attached to Corporate Services Department report CRPS-09-123 be approved. BACKGROUND: In October 2006 Council received and adopted “A Plan for a Healthy Kitchener, 2007-2027” (P4HK) as the community’s vision for the upcoming twenty years. P4HK provides a unified strategic approach to key areas essential to the health and vitality of the City of Kitchener. It articulates priorities identified in consultation with the community – quality of life, leadership and community engagement, diversity, downtown, development and the environment. Compass Kitchener chose, as a priority activity and with the support of Council, the review of all the City Advisory Committees. Specifically, the initiative considered: the alignment of the City’s Advisory Committees in support of the community’s priorities; recruitment and appointment processes; advisory committees’ structure and mandate; representatives; term of appointment; and, other pertinent issues. Subsequently, Council approved a full Advisory Committee Review and a working group was appointed and began the review the process in 2007. As a result of the review, Chief Administrator’s Office reports CAO-08-021 and CAO-08-027 put forward several recommendations that were approved by Council in the fall of 2008. One of these recommendations approved revisions to Council Policy I-63 (Appointments to Boards and Committees), specifically creating a Nominating Committee. REPORT: The Nominating Committee currently has four members of the public appointed and is supported by the following staff members: Director of Community & Corporate Planning, Director of Legislated Services & a Committee Administrator. ì ó í The Committee met twice in the Spring of 2009 to discuss composition and reporting as well as roles and responsibilities. The attached Terms of Reference are the result of those discussions. FINANCIAL IMPLICATIONS: n/a ACKNOWLEDGED BY: Troy Speck, General Manager of Corporate Services ì ó ì : POLICY NUMBER DATE: _________________ : POLICY TYPE BOARD and COMMITTEE : SUBJECT NOMINATING COMMITTEE – TERMS OFREFERENCE POLICY CONTENT: 1.Purpose and Scope The Nominating Committee will assess applicants to Advisory Committees of Council 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.Committee Composition and Reporting (a) The Nominating Committee will be appointed by Council comprised of five community members and at least 2 City Staff. The committee will be chaired by one of the citizen appointees. Staff does not have voting privileges but are there in a facilitative and resource role. Staff will include: (i) Director, Legislated Services, or designate (ii) Executive Assistant / Committee Administrator, Corporate Services And may or may not include (iii) Director, Community and Corporate Planning (b) Normally appointments will be made to the Nominating Committee six months to one year prior to Council’s usual November appointments meeting. (c) Citizen members of the Nominating Committee will not currently sit on any or the City’s Advisory Committees and will not have sat for at least one year. (c) All members will serve for a period of 2 years. (d) The Committee shall annually choose a Chair. ì ó ë : POLICY NUMBER : POLICY TYPE BOARD & COMMITTEE : SUBJECT NOMINATING COMMITTEE – TERMS OFREFERENCE (e) Normally, meetings will be held at the call of the Chair. Frequency will depend on the appointment cycle and meetings will occur as required to meet the obligations of Council’s schedule. It is expected that bi- weekly meetings will be required during the active recruitment and appointment phase, but may slow to quarterly or at the Chair’s call for the remainder of the year. (f) The Committee shall report directly to Council. 3.Quorum Quorum for this Committee is 3 members. 4.Responsibilities The Nominating Committee will be responsible for: (a) Reviewing citizen applications for Advisory Committees and proposing a suggested list of candidates to Council for consideration, ensuring the diversity lens has been applied and the matter of succession planning has been considered. (b) Designing and implementing an accessible and inclusive advisory committee recruitment and application process. (c) Review, confirm with Council and implement an Inclusive Committees Lens that, once approved, be applied to Advisory Committee attraction, recruitment and appointment processes commencing in 2010. (d) Convene, as required, to fill Advisory Committee vacancies. This may be at the call of the Chair or from a specific request from an Advisory Committee with a vacancy. KITCHENERPage 2 of 2 2009 ì ó ê