HomeMy WebLinkAboutCRPS-09-123 - Terms of Reference - Nominating CommitteeREPORT
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.
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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
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COUNCIL POLICY RESOLUTION
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POLICY NUMBER DATE: _________________
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POLICY TYPE BOARD and COMMITTEE
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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.
KITCHENERPage 1 of 2 2009
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POLICY NUMBER
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POLICY TYPE BOARD & COMMITTEE
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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
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