2. TERMS OF REFERENCE FOR THE Finance and economic
development COMMITTEE

MANDAT DU Comité des finances et du développement économique

COMMITTEE RECOMMENDATION AS AMENDED

That Council approve the Committee’s Terms of Reference as outlined in Document 1, as amended by the following:

That the phrase, “any Department Head” be deleted from Paragraphs 25 and 26 of the Terms of Reference for the Finance and Economic Development Committee.

Recommandation MODIFIÉE du comité

Que le Conseil approuve le mandat du Comité tel qu’il est décrit dans le Document 1 et qu’il est modifié comme suit :

Que le syntagme « any Department Head » soit supprimé des paragraphes 25 et 26 du mandat du Comité des finances et du développement économique.

DOCUMENTATION

1. City Clerk and Solicitor's report, dated 10 January 2011 (ACS2011-CMR-CCB-0003).

2. Extract of Draft Minutes dated 17 January 2011.

Report to/Rapport au :

Finance and Economic Development Committee

Comité des finances et du développement économique

and Council/et au Conseil

10 January 2011 / le 10 janvier 2011

Submitted by/Soumis par : M. Rick O’Connor,
City Clerk and Solicitor/Greffier et Chef du contentieux

Contact Person/Personne ressource : Leslie Donnelly, Deputy City Clerk / Greffière adjointe

(613) 580-2424 x 28857, Leslie.Donnelly@ottawa.ca

City-wide / À l’échelle de la Ville

Ref N°: ACS2011-CMR-CCB-0003

SUBJECT: TERMS OF REFERENCE FOR THE Finance and economic development COMMITTEE

OBJET : MANDAT DU Comité des finances et du développement économique

REPORT RECOMMENDATION

That the Finance and Economic Development Committee recommend Council approve the Committee’s Terms of Reference as outlined in Document 1.

RECOMMANDATION DU RAPPORT

Que le Comité des finances et du développement économique recommande au Conseil d’approuver le mandat du Comité tel qu’il est décrit dans le Document 1.

BACKGROUND

On December 8, 2010, City Council approved changes to Council’s committee structure as part of the 2010-2014 Governance Review. Conducted at the beginning of each term of Council, the Governance Review is an examination of the City’s governance structure and the corresponding policies and procedures.

As is customary with every Governance Review, several changes to the City’s decision-making process have been adopted, most notably for the purposes of this report, a revised Standing Committee structure and adjusted Committee mandates for reporting to Council.

With a new Standing Committee structure now in effect, it is necessary to update the Terms of Reference documents that guide each Committee. The Terms of Reference provide a clear understanding of: the jurisdiction of each Committee in terms of making recommendations to Council on municipal programs, projects and issues; departmental reporting responsibilities; and the overarching goals of the Committee. An equitable and clear division of responsibilities between Standing Committees is essential for providing effective direction within the Corporation and accountability and transparency for members of the public.

The existing Terms of Reference documents were approved in Q1 2006 after the Rural Summit and require significant updates to reflect how the City is currently doing business. Since that time, the City’s corporate structure has undergone realignments which necessitate changes to titles and reporting. Further, with the approval of the 2010-2014 Governance Review, the former Audit, Budget and Finance Committee and the Corporate Services and Economic Development Committee have now been merged to create the Finance and Economic Development Committee. This merging of Committees necessitates an overall review of the new Finance and Economic Development Committee’s Terms of Reference.

DISCUSSION

The merger of the Audit, Budget and Finance Committee and the Corporate Services and Economic Development Committee during the 2010-2014 Governance Review effectively amended the scope of responsibilities previously held by these Committees. As such, the new Finance and Economic Development Committee will deal with all high-level fiscal policy issues and audit-related items as well as oversight for areas such as: communications, purchasing, real estate, information technology, human resources, accessibility, bilingualism policies, routine finances, legal services, and the City Clerk’s Office.

The proposed new Terms of Reference for the Finance and Economic Development Committee, outlined in Document 1, focus on clarifying the mandate and further highlighting the Committee’s important responsibilities relating to high-level fiscal and management policy issues.

CONSULTATION

The Chair of the Finance and Economic Development Committee was consulted on the development of the Terms of Reference to reflect the mandate of this Committee. Additional consultation took place with the City Manager’s Office, the City Clerk & Solicitor, and the Deputy City Managers’ Offices. As this is an internal, administrative matter, public consultation was not conducted.

LEGAL/RISK MANAGEMENT IMPLICATIONS

There are no legal/risk management implications related to this report.

FINANCIAL IMPLICATIONS

There are no financial implications related to this report.

SUPPORTING DOCUMENTATION

Document 1 - Finance and Economic Development Committee Terms of Reference, 2011

DISPOSITION

Upon approval of the report by Council, the Terms of Reference will become the mandate and governing authority for the Finance and Economic Development Committee to be implemented by the City Clerk’s office.

Document 1

FINANCE AND ECONOMIC DEVELOPMENT COMMITTEE

Terms of Reference

The Finance and Economic Development Committee provides direction on strengthening financial and administrative practices, identifying corporate goals, and providing guidance on economic development issues. This Committee is responsible for the City of Ottawa’s high-level fiscal and management policy issues, including the development of the fiscal framework and corporate financial planning, overseeing the Operating and Capital Budgets and establishing a budget reporting framework, reviewing efficiency and investment reports, providing guidance on corporate performance measurement policies, ensuring the financial sustainability of the Corporation, and overseeing the City’s audit functions. This Committee also addresses all matters related to communications, accessibility, human resources, labour relations, bilingualism policies and French Language Services, purchasing, information technology, legal services, the Clerk’s Office, and real estate matters.

MEMBERSHIP

Membership of the Finance and Economic Development Committee shall consist of Members of Council, as approved by Council. The Mayor shall be the Chair of the Finance and Economic Development Committee.

GENERAL RESPONSIBILITIES

The Finance and Economic Development Committee shall:

1. Be responsible directly to Council for:

a. those items emanating from the City Manager’s Office, the Deputy City Managers’ Offices, the Office of the Auditor General, and the Finance Department pertaining to all matters that fall within the mandate of this Committee, including Economic Development, Labour Relations, Human Resources, Information Technology, French Language Services, and Organizational Development and Performance;

b. all high-level fiscal policy and management items emanating from any City department;

c. making recommendations with regards to the City’s tax ratios;

d. policies and reporting frameworks relative to performance measuring and municipal best practices;

e. establishing and implementing the City’s fiscal framework;

f. developing and monitoring the City’s Operating and Capital Budgets and establishing the annual budget consultation and approval process;

g. audit matters across the Corporation, and externally;

h. Advisory Committees that are within the area of responsibility of the Finance and Economic Development Committee;

i. The Member Services, Information Technology, and Audit, and Governance Renewal Sub-committees, and any other Sub-committees as decided by the Committee; and

j. Local boards, agencies and corporations that are created by, and report to, this Committee.

2. Subsequent to the approval of the budget, oversee and make recommendations to Council on all operating and capital budget issues pertaining to items within the Committee mandate, and for budget issues of a corporate nature that are not specific to another Standing Committee’s mandate.

3. Recommend a long-term Corporate Strategic Plan to Council to guide Council policy decisions.

4. Make recommendations to Council on all matters connected with the implementation of the Accessibility for Ontarians with Disabilities Act, 2005 standards and the City of Ottawa’s Accessibility Plan.

5. Oversee and make recommendations to Council on the implementation of the City’s Bilingualism Policy, including translation processes, client service delivery, language training and position designations.

6. Have responsibility and an increased focus on all issues relating to economic development within the City of Ottawa, and provide guidance to the Economic Development Branch.

7. Consult with the Agricultural and Rural Affairs Committee on issues having an effect on the City’s rural residents and businesses, or relating to items of interest for the agricultural and associated industries.

8. Receive reports from staff regarding the exercise of delegated authority (By-law 2009-231) on items within the Committee’s mandate.

9. Address non-budgetary issues that affect the Corporation as a whole or that are cross-departmental, such as French Language Services.

10. Provide direction, and monitor the associated activities and implementation of programs and projects emanating from the City Manager’s Office and Deputy City Managers’ Offices.

11. Review and recommend to Council the recommendations submitted by the Commemorative Naming Committee with respect to commemorative naming of City facilities within the Committee’s mandate.

12. Receive delegations from the public, and hold public hearings as required by statute and Council.

13. Address all matters related to Advisory Committees on items that fall within the mandate of the Committee and are in line with the established Committee and Corporate Strategic Plans.

14. Have the delegated authority to decide matters that are consistent with the application of federal and/or provincial statutes and/or regulations.

15. Recommend to Council, the City of Ottawa’s participation in federal or provincial cost-sharing programs or employment incentive programs for matters within the mandate of the Committee.

16. Review and recommend to Council revisions to the Finance and Economic Development Committee Terms of Reference, as required.

17. Recommend to Council proposed by-laws that are under the Committee’s jurisdiction.

18. Supervise and control all matters relating to the books, documents, records, vouchers and securities of the City of Ottawa.

19. Conduct, on behalf of Council, all public meetings or hearings required by provincial legislation except those meetings or hearings specifically delegated by Council to other Committees of Council.

20. Consider, report and recommend to Council on the creation of public/private partnerships to support the delivery of City programs that fall within the mandate.

21. Recommend to Council all Council appointments to external committees, boards and commissions that are not completed through the Nominating Committee of Council and that are not within the mandate of another Standing Committee.

22. Recommend to Council all Council representation on, and membership in, organizations such as Association française des municipalités de l’Ontario (AFMO), Association of Municipalities of Ontario (AMO), and the Federation of Canadian Municipalities (FCM).

23. Approve Councillors’ travel and attendance at all annual conferences such as OGRA/ROMA, AFMO, AMO, FCM and other conferences that do not fall within the mandate of other Standing Committees.

SPECIFIC RESPONSIBILITIES

The Finance and Economic Development Committee shall:

Budget

1. Oversee and develop the City’s annual Operating and Capital Budgets.

2. Recommend to Council a budget process that allows for public consultation, comprehensive review of budget items, transparency and accountability.

3. Subsequent to the approval of the budget, review and approve all high-level operating and capital budget adjustments pertaining to items within the Committee mandate or that are not addressed by other Standing Committees or local boards.

4. Subsequent to the approval of the budget, identify for Council any additional funding requirements or budget adjustments, including reserves that cannot be accommodated through the use of existing capital or operating sources.

Financial Planning, Operations and Sustainability

5. Review and make recommendations to Council all matters associated with the Corporate rates policies, tax ratios and administration and reserve funds.

6. Review and make recommendations to Council on all matters associated with the City’s Long Range Financial Plan, Fiscal Framework, and the overall establishment and implementation of Corporate financial management and sustainability principles.

7. Receive and make recommendations to Council on the Operating Status reports, Investment Reports and Efficiency Reports.

8. Monitor all matters connected with high-level expenditure, revenue and investment, and make recommendations to Council where necessary.

9. Receive and make recommendations to Council on investment and debt policies.

10. Oversee and make recommendations to Council on all matters pertaining to the City’s day-to-day transactional processes, including payroll, bill payments and collections, purchasing card resolutions, and permit fee processing.

Purchasing

11. Recommend to Council the approval of contracts or purchase orders based on conditions deemed fit in accordance with the provisions of the Purchasing By-law.

Communications and Organizational Development

12. Oversee and make recommendations to Council on the City’s communications goals, strategies and methods for providing timely and accurate information to residents.

13. Receive and review reports on the level of service provided by the “3-1-1” Contact Centre and the Client Service Centres and recommend to Council methods for improvement.

14. Oversee and make recommendations to Council on all matters related to E-Media, specifically the function of the Ottawa.ca web site and any online service tools.

15. Ensure that all client services are provided in a clear, efficient and accessible manner.

16. Receive and review reports on the City’s administration of vital statistics, including death registrations, marriage licenses and civil ceremonies, in accordance with the Vital Statistics Act.

17. Review and make recommendations to Council on Corporate Administrative Policy Frameworks.

18. Identify and make recommendations to Council on rectifying overlaps and duplications of programs.

19. Receive, review and make recommendations to Council on all matters related to the Corporate Service Excellence Plan and initiatives.

20. Receive, review and make recommendations to Council on Client Survey Results.

21. Receive, review and make recommendations to Council on the development, monitoring and reporting of the City Strategic Plan.

22. Monitor and make recommendations to Council on the establishment and implementation of the City’s Performance Measurement policies and reporting framework.

Staffing and Personnel

23. Conduct performance reviews of the City Manager and make recommendations to Council as appropriate.

24. Receive, review and make recommendations to Council, as appropriate, on performance reviews of the Auditor General from the Audit Sub-Committee.

25. Recommend to Council any contract extensions or contract changes for the City Manager, any Department Head and the City Auditor General.

26. Approve the adjustments to the compensation for the City Manager, any Department Head and the City’s Auditor General in accordance with contractual requirements.

27. Recommend to Council the amalgamation, creation and elimination of departments where it is deemed advisable.

28. Recommend to Council the salaries of all officers and managers and employees not governed by the terms of a collective agreement.

Real Estate Partnership and Development

Where delegation of authority has been lifted:

29. Make recommendations to Council on the acquisition or purchase of lands and buildings required for any purpose of the City of Ottawa and in accordance with the provision of the Delegation of Authority By-law;

30. Recommend to Council the acquisition of property, including limited interests therein, such as easements, rights of way, mortgages, leases and licenses, where the cost of such property exceeds $500,000; and

31. In accordance with the provision of the Disposal Policy and By-law, authorize the sale or other disposition of land, including determination of the compensation to be paid therefore, provided that such sale price does not exceed $500,000. Recommend to Council disposals over $500,000.

Legal Services

32. Receive briefings on litigious matters involving the City of Ottawa that do not fall within the jurisdiction of another Standing Committee;

33. Give direction to the City Clerk and Solicitor on litigation in which the City of Ottawa is a party or potential party where it is consistent with current Council direction or policy;

Clerk’s Office

34. Monitor and make recommendations to Council on all Clerk’s Office functions, including matters pertaining to the Office of Protocol, Printing Services, Mail Services, Courthouse and Provincial Offence Services, and Municipal Elections procedures.

35. Review and make recommendations to Council on the City’s Legislative processes, including the Council and Committee meeting schedules, the Procedure By-law, and overall Governance matters.

Labour Relations

36. The Finance and Economic Development Committee (or a Sub-committee appointed by the Committee) shall have jurisdiction regarding the review of all issues relating to Labour Relations, specifically to:

a. act as the official bargaining agent of the City of Ottawa in all negotiations with representatives of City employees, particularly pertaining to collective agreements between the City of Ottawa and unions and associations representing its employees (exclusive of the Transit Services unions), and make recommendations to Council.
The Committee may delegate its bargaining and negotiation powers, however, the Committee has the authority to direct staff on the parameters of the negotiations and no final agreement resulting from such a delegation shall be binding until it is approved by Committee and Council; and

b. receive updates on the progress of collective bargaining where staff have been delegated the authority to negotiate agreements.

Human Resources

34. The Finance and Economic Development Committee (or a Sub-committee appointed by the Committee) shall have jurisdiction regarding the review of all issues relating to Human Resources, specifically to:

a. make recommendations to Council on the City’s People Plan and its key goals;

b. review and make recommendations to Council on matters related to corporate human resource policies affecting the City’s employee base, including compensation, performance management, training and development, recruitment, retention, retirement, employment equity and diversity initiatives, wellness and health and safety;

Economic Development

35. Have general responsibility for economic development in the urban and suburban areas of the City of Ottawa.

36. Receive advice from, and liaise with economic development stakeholders such as Ottawa Tourism, Ottawa International Airport Authority, Business Improvement Areas, Chambers of Commerce, Academic Institutions, local real estate development community, the Ottawa Centre for Research and Innovation (OCRI), and the Ottawa Gatineau Film & TV Corporation (OGFT).

37. Liaise with other levels of government and the business community regarding economic development issues.

38. Encourage the creation of initiatives to support the implementation of the City of Ottawa’s Economic Development Strategy.

Community Lands Development Corporation

39. Oversee and make recommendations to Council on items brought forward by the Community Lands Development Corporation that do not fall within the jurisdiction of another Standing Committee.

Audit Sub-Committee

40. The Audit Sub-Committee shall oversee all audit matters and receive reports from the City’s Auditor General in accordance with By-law No. 2005-84, a by-law of the City of Ottawa to establish the position and duties of the Auditor General of the City of Ottawa and the Corporate Policy on Fraud and Other Similar Activities.

41. The Audit Sub-Committee shall oversee the external audit process including the appointment of an external auditor.

Information Technology Sub-Committee

42. The Information Technology Sub-Committee is responsible for the review of all issues relating to information technology, specifically:

a. large-scale investments in information technology for use within the Corporation;

b. policy and projects directly related to information technology, such as Corporate-wide upgrades, return on investment goals focused on service improvements as well as financial returns, special hardware/software acquisitions, security and testing procedures, privacy, accessibility and risk management;

c. recommendations and direction regarding stakeholder consultations and investment strategies;

d. project proposals, including costs and return on investment, and make recommendations as part of the City’s annual budget process;

e. availability of new technologies in the industry and opportunities to enhance existing technologies; and

f. action items resulting from the quarterly reports from the Information Technology Services Department regarding the progress of current projects, including costs, effectiveness and return on investment.

Member Services Sub-Committee

43. The Members Services Sub-Committee is responsible for the review of all issues relating to elected representatives, specifically:

a. the overall operations of the offices of the Councillors;

b. expenditures by Councillors, including the administering of their global budgets;

c. entitlement of Councillors to City facilities and resources for the performance of their duties; and

d. personnel matters, including Councillors’ office staff and the general performance of the Councillors in their duties.

Governance Renewal Sub-Committee

44. The Governance Renewal Sub-Committee is responsible for conducting an overall review of the City’s governance processes and structures and their interdependencies, including:

a. development of an Accountability Framework for Members of Council;

b. review of the City’s citizen engagement; and

c. examining best practices and other models of governance and making recommendations to Council on changes to the governance structure and/or processes.