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Advisory committees

Committee and Boards - Recruitment

Thank you for participating in this year’s recruitment for City of Ottawa’s Committees and Boards.  The recruitment process is now closed.  For more information, please email committees@ottawa.ca

Accessibility Advisory Committee

Members

  • Phillip B. Turcotte (Chair)
  • Melanie Benard (Vice-Chair)     
  • Jo-Anne Bryan 
  • Ana Maria Cruz-Valderrama  
  • Kathleen Forestell 
  • Murray Gallant 
  • Roy Hanes 
  • Vania Karam 
  • Don Patterson  
  • Jennie St. Martin 
  • Brian Wade
  • Joël Dazé (reserve)
  • Holly Ellingwood (reserve)
  • Tammy Kelly  (reserve)

Councillor Liaison: Councillor Matthew Luloff

Mandate

The mandate of the Accessibility Advisory Committee is to fulfill the duties of a Municipal Accessibility Advisory Committee as outlined in the Accessibility for Ontarians with Disabilities Act, 2005 and to provide advice to Council on programs, policies and services provided to persons with disabilities and seniors.

Responsibilities

The Accessibility Advisory Committee is responsible for fulfilling the duties outlined under the Accessibility for Ontarians with Disabilities Act, 2005:

Duties of committee

(4) The committee shall,

(a) advise the council about the requirements and implementation of accessibility standards and the preparation of accessibility reports and such other matters for which the council may seek its advice under subsection (5);
(b) review in a timely manner the site plans and drawings described in section 41 of the Planning Act that the committee selects; and
(c) perform all other functions that are specified in the regulations. 2005, c. 11, s. 29 (4).

Duty of council

(5) The council shall seek advice from the committee on the accessibility for persons with disabilities to a building, structure or premises, or part of a building, structure or premises,

(a) that the council purchases, constructs or significantly renovates;
(b) for which the council enters into a new lease; or
(c) that a person provides as municipal capital facilities under an agreement entered into with the council in accordance with section 110 of the Municipal Act, 2001 […]


The Accessibility Advisory Committee will be available as a resource to staff, providing input on matters being pursued to achieve Council’s strategic priorities.

The Accessibility Advisory Committee is also responsible for providing advice to Council on programs, policies and services provided to persons with disabilities and seniors. Furthermore, the Accessibility Advisory Committee is responsible for ensuring that its business aligns with, and serves to complement, City Council’s strategic priorities.

Composition

The Accessibility Advisory Committee shall be organized as follows, with a total maximum membership between 9-15:

  • In keeping with the requirements of the Accessibility for Ontarians with Disabilities Act, 2005, a majority the members of the committee shall be residents with disabilities.
  • At least two (2) members would be residents who are 60 years of age or older
  • As much as practicable, the membership should reflect the City’s diverse population.
  • The membership shall also include one (1) Member of Council in a liaison capacity.

Reporting Relationship

The Accessibility Advisory Committee shall report through the Community and Protective Services Committee to City Council; however, it may also report to another Standing Committee where appropriate, depending on the issue.

2019 Meeting Schedule

  • April 16, 2019
  • May 28, 2019 (Special Meeting)
  • June 18, 2019
  • September 17, 2019
  • November 19, 2019

This advisory committee meeting schedule is intended for reference purposes only. To view the official meeting schedule, please visit ottawa.ca/agendas.

Contact

Carole Legault, Coordinator
613-580-2424 ext. 28934
CaroleA.Legault@ottawa.ca

Arts, Culture and Recreation Advisory Committee

Members

  • Aaron Bruce
  • Aaron Cayer
  • Joey Drouin
  • Marie Hélène Foisy
  • Nicole Fortier
  • Melissa Gruber
  • Shamir Kanji
  • Peng (Patrick) Lin
  • Diane Plouffe Reardon
  • Maria Sabaye Moghaddam
  • Andrew Giguere (reserve)

Councillor Liaison: Councillor Mathieu Fleury

  • Mandate

The mandate of the Arts, Culture, Heritage and Recreation Advisory Committee is to advise Ottawa City Council on policy, programs and service delivery in the area of arts, recreation and culture.

Responsibilities

The Arts, Culture and Recreation Advisory Committee is responsible for providing advice to Ottawa City Council on issues pertaining to:

  • Policy, programs and service delivery in the area of arts, recreation and culture.

The Arts, Culture and Recreation Advisory Committee will be available as a resource to staff, providing input on matters being pursued to achieve Council’s strategic priorities.

Above all, the Arts, Culture and Recreation Advisory Committee is responsible for ensuring that its business aligns with, and serves to complement, City Council’s strategic priorities.

Composition

The Arts, Culture and Recreation Advisory Committee’s membership shall include a total maximum membership between 9-11. As much as practicable, the membership should reflect the City’s diverse population.

The membership shall also include one (1) Member of Council in a liaison capacity.

Reporting Relationship

The Arts, Culture and Recreation Advisory Committee shall report through the Community and Protective Services Committee to City Council; however, it may also report to another Standing Committee where appropriate, depending on the issue.

2019 Meeting Schedule

2019 meeting dates to follow

This advisory committee meeting schedule is intended for reference purposes only. To view the official meeting schedule, please visit ottawa.ca/agendas. 

Contact

Kelly Crozier, Coordinator
613-580-2424 ext. 16875
Kelly.Crozier@ottawa.ca

Environmental Stewardship Advisory Committee

Members

  • Abigail Alty
  • Brian Innes
  • Iqbal Jaswal
  • Merissa Mueller
  • Kris Nanda
  • Sonia Pacin
  • Paulina Pisarek
  • Kristine Van der Pas-Norenius
  • Melissa Watchorn
  • Alana Westwood
  • Courtney Lockhart (reserve)
  • Corey Peabody (reserve)
  • Emerson Vandenberg (reserve)

Councillor Liaison: Councillor Shawn Menard

 Mandate

The mandate of the Environmental Advisory Committee is to advise Ottawa City Council on policy, programs and service delivery in the area of environmental stewardship.

Responsibilities

The Environmental Stewardship Advisory Committee is responsible for providing advice to Ottawa City Council on issues pertaining to:

  • Policy, programs and service delivery in the area of environmental services, forests, greenspaces, parks, cycling and pedestrian issues.

The Environmental Stewardship Advisory Committee will be available as a resource to staff, providing input on matters being pursued to achieve Council’s strategic priorities.

Above all, the Environmental Stewardship Advisory Committee is responsible for ensuring that its business aligns with, and serves to complement, City Council’s strategic priorities.

Composition

The Environmental Stewardship Advisory Committee’s membership shall include a total maximum membership between 9-11. As much as practicable, the membership should reflect the City’s diverse population.

The membership shall also include one (1) Member of Council in a liaison capacity.

Reporting Relationship

The Environmental Stewardship Advisory Committee shall report through the Environment Committee to City Council; however, it may also report to another Standing Committee where appropriate, depending on the issue.

2019 Meeting Schedule

2019 meeting dates to follow

This advisory committee meeting schedule is intended for reference purposes only. To view the official meeting schedule, please visit ottawa.ca/agendas.

Contact

Marc Desjardins, Coordinator
613-580-2424 ext. 28821
Marc.Desjardins@ottawa.ca

French Language Services Advisory Committee

Members

  • Fatouma Ali-Ismail
  • Céline Caron
  • Nicole Charlebois
  • Stéphanie Drisdelle
  • Raymond Fournier
  • Patrick Ladouceur
  • Paul Lalonde
  • Stephen MacDonald
  • Julie Rodier  
  • Mireille Brownhill (reserve)
  • Olivier Fondjo (reserve)
  • Emmanuel Morin (reserve)

Councillor Liaison: Councillor Jean Cloutier

Mandate

The mandate of the French Language Services Advisory Committee is to advise Ottawa City Council on issues that impact the implementation of the Bilingualism Policy and its application to the City's services, programs, policies and initiatives.

Responsibilities

The French Language Services Advisory Committee is responsible for providing advice to Ottawa City Council on issues pertaining to:

  • Policy, programs and service delivery in the area of official languages.

The French Language Services Advisory Committee will be available as a resource to staff, providing input on matters being pursued to achieve Council’s strategic priorities.

Above all, the French Language Services Advisory Committee is responsible for ensuring that its business aligns with, and serves to complement, City Council’s strategic priorities.

Composition

The French Language Services Advisory Committee’s membership shall include 7-11 citizen members and one (1) Member of Council in a liaison capacity.

Reporting Relationship

The French Language Services Advisory Committee shall report through the Finance and Economic Development Committee to City Council; however, it may also report to another Standing Committee where appropriate, depending on the issue.

2019 Meeting Schedule

  • 12 September, 2019
  • 14 November 2019

This advisory committee meeting schedule is intended for reference purposes only. To view the official meeting schedule, please visit ottawa.ca/agendas.

Contact

Éric Pelot, Coordinator
613-580-2424 ext. 22953
Eric.Pelot@ottawa.ca  

Planning Advisory Committee

Members

Councillors:

  • Scott Moffatt (Chair)
  • Jan Harder
  • Glen Gower

Architect member:

  • Mohammed al Riffai (Vice-Chair)

Landscape Architect member:

  • Anne-Claude Schellenberg

Professional planner member:

  • Jack Stirling

Members residing in the Rural Area of Ottawa:

  • Cora Lia Taraciuk 

Members residing inside the Greenbelt:

  • Shannon Bassett
  • Aileen Duncan

Members residing within the Urban Area outside of the Greenbelt:

  • Farrah Issa
  • Tom Moss  

Nominees:

  • Carolyn Mackenzie (Federation of Citizens’ Associations of Ottawa)
  • David Renfroe (Greater Ottawa Homebuilders’ Association)
  • Cal Kirkpatrick (BOMA Ottawa)

Mandate

The mandate of the Planning Advisory Committee is to advise Ottawa City Council on planning matters, specifically with respect to the annual work plan of the Planning, Infrastructure and Economic Development department (PIED) and such other matters as Planning Committee, Agriculture and Rural Affairs Committee or Council may specify.

Responsibilities

The Planning Advisory Committee is responsible for providing advice to Ottawa City Council on issues pertaining to:

  • The annual work plan of the Planning, Infrastructure and Economic Development department as it relates to planning matters
  • Such other planning matters as may be referred by the Planning Committee, Agriculture and Rural Affairs Committee or Council to the Planning Advisory Committee

Composition

The Planning Advisory Committee shall be organized as follows:

  • Three Members of Council including
    • Chair of Planning Committee
    • Chair of the Built Heritage Sub-Committee
    • Chair of Agriculture and Rural Affairs Committee
  • Two residents, appointed by Council, residing in the Rural Area of Ottawa
  • Two residents, appointed by Council, residing inside the Greenbelt
  • Two residents, appointed by Council, residing within the Urban Area but outside of the Greenbelt
  • A representative nominated by the Federation of Citizens’ Associations of Ottawa
  • A representative nominated by the Greater Ottawa Homebuilders’ Association
  • A representative nominated by the Building Owners and Managers Association
  • A practicing architect and member of the Ontario Association of Architects
  • A practicing landscape architect and member of the Ontario Association of Landscape Architects
  • A practicing professional planner and member of the Ontario Professional Planners Institute

All members shall be appointed by Council.

Reporting Relationship

The Planning Advisory Committee shall report through the Planning Committee and the Agriculture and Rural Affairs Committee to Council; however, it may also report to another Standing Committee where appropriate, depending on the issue.

Frequency of Meetings

The Planning Advisory Committee shall meet twice per year:

  1. once to present the PIED annual work plan for comment, and any other business arising
  2. once to review the progress against the annual work plan, and any other business arising

Other

The meetings of the Planning Advisory Committee shall be open to the public.

Meeting Schedule

  • 26 November 2019

Contact

Éric Pelot, Coordinator
613-580-2424 ext. 22953
Eric.Pelot@ottawa.ca

Advisory Committee Procedure (By-law No. 2019-44)

The City’s Advisory Committee Procedure By-law No. 2019-44 is a governance tool that regulates the proceedings of the City’s Advisory Committees. 

 

By-law No. 2019-44

A by-law of the City of Ottawa to govern the proceedings of its Advisory Committees and to repeal By-law No. 2007-104.

WHEREAS the Council for the City of Ottawa has, from time to time, established Advisory Committees to provide special advice and expertise to it;

AND WHEREAS these Advisory Committees are comprised of citizens from the City of Ottawa;

AND WHEREAS the composition of these Advisory Committees favours the development and use of more flexible rules of procedure with respect to their public meetings;

THEREFORE the Council of the City of Ottawa, pursuant to Section 238 of the Municipal Act, 2001, as amended, enacts as follows: 

1. Rules of Procedure Adopted/Suspended

(1) The proceedings of the Advisory Committees and the conduct of their members and the calling of meetings shall be governed by the provisions of the rules and regulations contained in this By-law, and, except as provided herein, the rules of parliamentary procedure as contained in the Rules of Procedure for City Council and its Standing Committees, shall be followed for governing the proceedings of the Advisory Committees and the conduct of its members. 

(2) Despite Subsection 1(1), the rules and regulations contained in this By-law may be suspended by a vote of three-quarters of the members present and voting. 

2. Definitions

In this by-law, 

(1) “Advisory Committee” means a committee created by Council to provide advice and technical expertise on major public issues and social trends, act as vehicles for public consultation on issues of municipal interest and make recommendations to City Council through Standing Committees; the membership is comprised of citizens and may have a Council Member acting as a non-voting liaison member; 

(2) “Advisory Committee Coordinator” or “Committee Coordinator” mean the person whose duties include the recording of the proceedings of Advisory Committee meetings; 

(3) “City” means the City of Ottawa; 

(4) “Chair” means the chair of the Advisory Committee; 

(5) “City Manager” means the chief administrative officer referred to in Section 229 of the Municipal Act, 2001; 

(6) “Clerk” means the position appointed pursuant to Section 228 of the Municipal Act, 2001, being the City Clerk and Solicitor for the City of Ottawa; 

(7) “Council” means the Council of the City of Ottawa; 

(8) “Council Member” or “Councillor” means a person elected or appointed as a member of Council but does not include the Mayor; 

(9) “Day” does not include Saturday, Sunday or a holiday; 

(10) “General Manager” means the official responsible for a department within the City; 

(11) “Mayor” means the Mayor as the Head of Council, or in the absence of the Mayor, the Deputy Mayor or, in the absence of both, another member of Council appointed in accordance with the provisions of a by-law; 

(12) “Notice of Motion” means a written notice, including the name of the mover, advising the Advisory Committee that the motion described therein will be brought at a subsequent meeting; 

(13) “Privilege” means the raising of a question which concerns a member of an Advisory Committee, or the Advisory Committee collectively, when a member believes that his or her rights, immunities or integrity or the rights, immunities or integrity of the Advisory Committee as a whole have been impugned;

(14) “Point of Order” means a statement made by a member of an Advisory Committee during a meeting thereof drawing to the attention of the Chair a breach of the Rules of Procedure;

(15) “Presiding Officer” means an Advisory Committee member appointed in accordance with the provisions of the By-law to preside over a regular or special meeting of the Advisory Committee in the absence of the Chair and Vice-Chair;

(16) “Procedural Motion” means any motion concerning the manner or time of consideration of any matter before the Advisory Committee as opposed to the substance thereof, and includes, without limitation, the following:

(a) to extend the time of the meeting; 

(b) to refer; 

(c) to lay on the table; 

(d) to defer indefinitely or to a certain day; 

(e) to adjourn; or

(f) to suspend the Rules of Procedure; 

(17) “Rules of Procedure” means the rules and regulations provided in this By-law; 

(18) “Standing Committee” means a Committee of Council comprised solely of members of Council who are appointed by Council; and,

(19) “Vice-Chair” means the Vice-Chair of an Advisory Committee as appointed by the Advisory Committee. 

Part I - Advisory Committees

3. Advisory Committee Member - Duties

A member of an Advisory Committee shall have the following duties:

(1) to deliberate on the business submitted to the Advisory Committee;

(2) to vote when a motion is put to a vote;

(3) to read and sign the City’s “Advisory Committee Members Code of Conduct” before membership on the Committee can be certified; and

(4) to respect the Rules of Procedure, including the Code of Conduct, and any guidelines for Advisory Committee members.

4. Agenda Preparation

(1) The Agenda for a meeting of an Advisory Committee shall be prepared by the Advisory Committee Coordinator under the direction of the Chair, or in the absence of the Chair, the Vice-Chair for that Committee. 

(2) Despite subsection (1), the City Manager, all General Managers and the City Clerk and Solicitor or designates and Members of Council have the right to place items on the Agenda of any Advisory Committee. 

5. Committee Chair 

The Advisory Committee Coordinator shall preside at the inaugural meeting of any Advisory Committee to conduct the election of the Chair and Vice-Chair of the Committee.

6. Duties of the Committee Chair 

It shall be the duty of the Committee Chair, 

(1) to open the meeting of the Advisory Committee by taking the chair and calling the members to order; 

(2) to announce the business before the Advisory Committee and the order in which it is to be acted upon; 

(3) to receive and submit, in the proper manner, all motions presented by the members of the Advisory Committee; 

(4) to provide information to members of the Advisory Committee on any matter touching on the business of the Committee; 

(5) to act as spokesperson on behalf of the Advisory Committee; 

(6) Despite Subsection (5), the Advisory Committee may designate a Committee Member as the official spokesperson for the Advisory Committee on a specific issue, when called upon by Council, a Standing Committee, a member of the media or community organization; 

(7) to authenticate, by signature, all minutes of the Advisory Committee; 

(8) to enforce the Rules of Procedure; and

(9) to adjourn the meeting when the business is concluded. 

7. Participation of Chair in Debate

(1) The Chair may state relevant facts and the Chair’s position on any matter before the Advisory Committee without leaving the chair, but it shall not be permissible for the Chair to move a motion or debate a question without first leaving the chair. 

(2) If the Chair is absent, or desires to leave the chair to move a motion or to take part in the debate pursuant to Subsection (1), or otherwise, the Chair shall call on the Vice-Chair to preside until the Chair resumes the chair. 

8. Quorum

(1) An Advisory Committee shall not consider any business if a quorum is not present. 

(2) Despite Subsection 8(1), an Advisory Committee may receive and table submissions/information from the public, if a quorum is not present, and these submissions/information may be considered at a subsequent Committee meeting. 

(3) A quorum for an Advisory Committee having an even number of members is one half of all the members thereof. A quorum for an Advisory Committee having an uneven number of members is a simple majority of the number of members thereof.

(4) In the event quorum is not present 15 minutes after the time appointed for a meeting, the members present may ask the Committee Coordinator to call the roll and record the names of the members present and the meeting will then stand adjourned until the next scheduled meeting, or at the call of the Chair:

(a) The members who are present may agree to proceed informally with the agenda and the Committee Coordinator will report to the next meeting of the Advisory Committee on any proposals made at the informal gathering; 

(b) Any proposals made at the informal gathering will be submitted to the advisory committee for consideration at the next regular meeting; and, 

(c) If during the informal meeting, quorum occurs within one hour of the stated start time, the Chair or in his or her absence the Vice-Chair, or in his or her absence, the presiding officer shall move a Motion to call the meeting to “order.”

(5)  If quorum is lost during a meeting for a period of 15 minutes, members present may ask the Committee Coordinator to record the names of those members present and the meeting will stand adjourned until the next scheduled meeting, or at the call of the Chair:

(a) The members present may agree to proceed informally with the agenda and the Committee Coordinator will report to the next meeting on any proposals made at the informal gathering; and,

(b) Any proposals made at the informal gathering will be submitted for consideration at the next regular meeting.

(6) If neither the Chair nor the Vice-Chair has arrived 15 minutes after the time the meeting is to start and, if a quorum is present, one of the other members of the Advisory Committee may be appointed Presiding Officer for the duration of the meeting or until the arrival of the Chair or Vice-Chair.

9. Meetings of Committees

(1)

(a) The regular meetings of Advisory Committees, with the exception of the Planning Advisory Committee, shall be four times a year on the day of the month determined by the Clerk, or his designate, subject to confirmation by the Advisory Committee, with the time and place to be determined by the Advisory Committee. 

(b) The regular meetings of the Planning Advisory Committee shall be twice a year, on the day of the month determined by the Clerk, or his designate, in consultation with the General Manager of Planning, Infrastructure and Economic Development. 

(b) Individual regular meetings of a Committee may be varied by the Chair, from the day of the week, time and place, subject to the required notice provisions. 

(c) The Chair may cancel one or more regular meetings of the Advisory Committee if in the Chair’s opinion such meetings are not necessary for the proper conduct of the business of the Committee. 

(2) No Advisory Committee shall be scheduled to meet while the Council is in session. 

(3) Members may speak more than once on the same question. 

(4) Notwithstanding Subsection (3), no member, without leave of the Committee, shall speak to the same question, at one time, or in reply, for longer than five minutes. 

(5) A substantive motion made in Committee must be in writing but need not be seconded. 

(6) Seven calendar days’ notice of a meeting shall be given to the members of a Committee. 

(7) Advisory Committee members have the right to place items on Committee agendas provided that such items are received by the Advisory Committee Coordinator nine calendar days in advance of the Committee meeting, and provided that the item falls within the mandate and Terms of Reference of the Advisory Committee. 

(8) No meeting shall proceed beyond 10:30 pm without the majority consent of members present. 

(9) Subject to the E-meetings Policy, a maximum of two Members of Advisory Committees may participate in a meeting via telephonic equipment in those instances where quorum is a necessity to address an urgent item requiring immediate action. The off-site Member(s) shall be deemed to be present at the meeting for the purposes of establishing quorum. 

10. Special Meetings 

(1) A Special Meeting shall be summoned by the Committee Coordinator on direction of the Chair, or upon receipt of a petition of the majority of Members of the Advisory Committee. The notice shall contain the date, time and purpose for which the meeting is called. 

(2) Notice of all Special Meetings of the Committee setting forth the matters to be considered at such Special Meeting shall be given to all members of the Committee either:

(a) by prepaid, special delivery mail deposited in a Canada Post Corporation Post Office not less than seventy-two hours in advance of the time fixed for the meeting; 

(b) by delivery to the residence or place of business of the member, including by electronic mail, not less than six hours in advance of the time fixed for the meeting, and the Committee Coordinator shall attempt to give such other notice of the meeting to the member by telephone or as is otherwise practical within the circumstances; and/or

(c) by personal service to the members not less than six hours in advance of the time fixed for the meeting. 

(3) The Committee shall not consider or decide any matter not set forth in the notice calling the Special Meeting, without the consent, recorded in the minutes, of all of the members of the Committee. 

(4) For Advisory Committees, consent pursuant to subsection 9(3) can include written consent by a member who is unable to attend the Special Meeting. 

(5) Subject to Section 13, a Special Meeting of the Committee may be either open or closed as determined by the Committee. 

(6) Once received by the Coordinator, no member may add or remove their name from a petition filed under Subsection (1).

11. Place of Meeting 

All meetings of the Advisory Committee shall be held at the Ottawa City Hall or at such other place as is specified in the notice calling the meeting. 

12. Meetings Open to Public 

(1) Subject to Section 13 the meetings of the Advisory Committees shall be open to the public and no person shall be excluded therefrom except for improper conduct.

(2) The Chair may expel or exclude from any meeting any person who has engaged in improper conduct at the meeting. 

13. Closed Meetings 

(1) An Advisory Committee may, by resolution, close a meeting or part of a meeting to members of the public if:

(a) The subject matter to be considered falls within one of the permitted exceptions set out in the Municipal Act, 2001 and Section 13 of the Procedure By-law (By-law No. 2019-8); and

(b) The City Clerk and Solicitor, in consultation with the Integrity Commissioner/Meetings Investigator, has authorized the closing of the meeting pursuant to Subsection 13(1)(a).

(2) A resolution to close a meeting or part of a meeting to the public shall state,

(a) the fact of the holding of the closed meeting; and,

(b) the general nature of the matter to be considered at the closed meeting.

(3) Where a meeting or part of a meeting is closed to the public, all persons not specifically invited to remain by the Advisory Committee shall retire from the meeting room. 

(4) A vote shall not be taken during a meeting or part of a meeting that is closed to the public where to do so would be in contravention of any Act.

14. General Provisions for Advisory Committees

(1) The Chair shall preside; in the absence of the Chair, the Vice-Chair shall preside or in the absence of the Chair or Vice-Chair, the presiding officer shall preside.

(2) All members of the Advisory Committee shall vote on any question before the Committee, and, in the event of an equality of votes, the question being voted upon shall be deemed to have been lost.

(3) Advisory Committees shall consider and report on such matters only as have been referred to them by the Council, their respective Standing Committee or such matters as come within their continuing Terms of Reference.

(4) Advisory Committees may receive representations from the public, however, no person, without leave of the Committee, shall speak for longer than five minutes.

(5) Subject to its Terms of Reference, each Advisory Committee shall diligently pursue its duties and shall report, at least once a year, through its annual report/work plan, to its respective Standing Committee on matters and questions coming before it within its Terms of Reference.

(6) Should the Chair of any Advisory Committee neglect or refuse to call meetings of the Committee at such times or with such frequency as the proper dispatch of the Committee’s business requires, or do the business of the Committee without the knowledge or consent of its members, or contrary to their wishes or actions, the Advisory Committee may report such neglect, refusal or action to the Standing Committee which may remove such Chair from office and the Advisory Committee may appoint another member as Chair. 

(7) Any member of an Advisory Committee, who is absent from two consecutive regularly scheduled meetings of the Committee shall be contacted by the Advisory Committee Coordinator to confirm his/her commitment to the Committee. The member will also be advised that if he or she misses a third meeting, her or his membership is terminated, except in those instances where the Advisory Committee has certified such absences. The City Clerk and Solicitor’s Office will advise a member of his or her termination via a registered letter after he or she has missed three consecutive meetings. 

15. Advisory Committee Coordinator

(1) The Coordinator of any Advisory Committee shall be designated by the City Clerk and Solicitor or his designate; and be responsible to the Office of the City Clerk and Solicitor. 

(2) It shall be the duty of the Coordinator:

(a) to give notice of each meeting of the Advisory Committee together with an Agenda of the matters to be considered; 

(b) to submit the reports to the Standing Committee and to Council, as the case may be; 

(c) to record motions, resolutions, votes, a concise summary of public delegations and action to be taken on items through the preparation of meeting minutes in accordance with the Rules of Procedure;

(d) to provide procedural advice to the Committee Chair;

(e) to act as a link between the Committee and City departments; and

(f) to perform such other functions as may be required from time to time. 

Part II - Voting

16. Secret Ballot Prohibited 

No vote shall be taken by ballot or by any other method of secret voting. 

17. Recorded Vote 

(1) Any member, before the question is decided, may require that the vote be recorded. 

(2) Subject to Section 13, no vote shall be taken while the members are at an in camera meeting. 

(3) When a vote is taken, and no dissent is declared, such vote shall be deemed to be unanimously in favour of the question approved. 

(4) If a vote is to be recorded as herein provided, the Advisory Committee Coordinator shall call the vote, announce the division, and shall record them in the minutes. 

18. All Members Vote 

(1) Every member present at a meeting of the Committee when a question is put shall vote thereon, unless prohibited by statute, in which case it shall be so recorded. 

(2) Any member who refuses to vote shall be recorded as voting in the negative.

19. Disputing Vote

If a member disagrees with the announcement of the Chair that a question is carried or lost, the member may, but only immediately after the declaration by the Chair, object to the Chair’s declaration and require a recorded vote to be taken.

Part III - Order of Proceedings - Agendas and Minutes

20. Agenda in Committee

(1) The Coordinator shall have prepared and printed for the use of the members at the regular meetings of the Advisory Committee an Agenda setting forth the business to be considered at such meeting.

(2) The business of the Advisory Committee shall be considered in the order set forth on the Agenda, provided however, that the Chair, with the approval of the Committee, may vary the order of business to better deal with matters before the Committee.

(3) Except as otherwise decided by a two-thirds vote of the members of Committee present and voting, the Advisory Committee shall not consider any report, or any matter, that has not been listed on the Agenda.

21. Delivery of Agenda to Members

(1) Not less than seven calendar days in advance of each regular meeting of the Advisory Committee, the Advisory Committee Coordinator shall cause the following to be delivered to each member:

(a) Agenda;

(b) Copy of each item to be considered; and

(c) Copy of each motion to be considered. 

(2) Delivery pursuant to Subsection (1) shall be to the office or the residence of the member, or by electronic mail. 

22. Minutes

(1) Minutes shall record:

(a) the place, date and time of meeting;

(b) the names of the presiding officer or officers and the record of the attendance of the members; 

(c) declarations of interest; 

(d) all the motions, resolutions or votes of the meeting without note or comment; and

(e) concise narrative of public delegations and action to be taken on items.

(2) If the minutes have been delivered to the members, then the minutes shall not be read, and a resolution that the minutes be confirmed shall be in order.

(3) After the minutes have been confirmed they shall be signed by the Chair and by the Advisory Committee Coordinator.

Part IV - Rules of Conduct and Debate

23. Address the Chair 

Any member desiring to speak shall signify their desire to speak in such a manner as the Chair may direct, and upon being recognized by the Chair, shall address the Chair.

24. Privilege 

(1) Where a member considers that the member’s rights, immunities or integrity or the rights, immunities or integrity of the Advisory Committee as a whole has been impugned, the member may, as a matter of privilege, rise at any time, with the consent of the Chair, for the purpose of drawing the attention of the Committee to the matter. 

(2) Upon being recognized by the Chair, the member shall state the question of privilege. 

(3) The Chair shall:

(a) determine the question, or

(b) permit a debate and a vote to be held on the question.

25. Points of Order 

(1) The Chair shall preserve order and decide points of order. 

(2) 

(a) When a member desires to address a point of order, the member shall ask leave of the Chair to raise a point of order and, after leave is granted, the member shall state the point of order to the Chair and the point of order shall be forthwith decided by the Chair. 

(b) Thereafter, a member shall only address the Chair for the purpose of appealing the Chair’s decision to the Advisory Committee. 

(c) If no member appeals, the decision of the Chair shall be final. 

(d) The Advisory Committee, if appealed to, shall call a vote, without debate on the following question “Shall the Chair be sustained?” and its decision shall be final. 

26. Unprovided Cases

(1) In all unprovided cases in the proceedings of the Advisory Committee, the matter shall be decided by the Chair, subject to an appeal to the Committee.

Part V - Resolutions and Motions 

27. Motions 

(1) The following matters and motions with respect thereto may be introduced orally without notice and without leave, except as otherwise provided by the Rules of Procedure;

(a) a point of order or privilege;

(b) to adjourn; and,

(c) to extend the time of the meeting past 10:30 pm.

(2) The following motions may be introduced without notice and without leave, except as otherwise provided by the Rules of Procedure:

(a) to refer;

(b) to postpone or defer to a certain day;

(c) to amend;

(d) to suspend the Rules of Procedure; and,

(e) any other procedural motion.

(3) Except as provided in Subsection (1), all motions shall be in writing.

(4) The mover may withdraw a motion or a Notice of Motion at any time prior to the commencement of debate thereon.

(5) After a motion is read or stated by the Chair, it shall be deemed to be in possession of the Advisory Committee, and it may only be withdrawn before decision or amendment with the permission of the Advisory Committee.

28. Motions Ruled Out of Order

(1) Whenever the Chair is of the opinion that a motion or resolution is contrary to the Rules of Procedure, the Chair shall rule the motion or resolution out of order.

(2) A motion or resolution which requires the exercise of a power or powers by the Advisory Committee which are not within its Terms of Reference, shall not be in order.

29. Notice of Motion

(1) Notices of Motion shall be in writing and include the name of the mover.

(2) Consideration of a motion, of which notice was given pursuant to this section, shall be in order at the next meeting of the Advisory Committee.

(3) Prior to the Advisory Committee’s consideration of a motion of which notice has been given previously, a revised motion on the same subject, approved by the mover, may be substituted for the original one contained in the Notice of Motion.

30. No Debate Until Read 

No member shall speak to any motion until it is first read by the Chair, and the mover is entitled to speak first thereon if the member so elects. If debated, the question or motion may be read again before being put.

31. Order of Consideration 

(1) When a question is under consideration, no motion shall be received except a procedural motion or a motion to amend.

(2) Procedural motions shall be considered immediately upon receipt and shall have precedence and may be subject to debate as follows:

(a) to refer (debatable);

(b) to defer indefinitely or to a certain day (debatable);

(c) to adjourn (not debatable);

(d) any other procedural motion (debatable); and,

(e) to extend the time of the meeting past 10:30 pm.

32. Amendment 

A Motion to Amend: 

(1) shall be presented in writing;

(2) only one Motion to Amend an amendment to the question shall be allowed at one time and any further amendment must be to the main question;

(3) shall be relevant and not contrary to the principle of the report, item or motion under consideration;

(4) may propose a separate and distinct disposition of a question provided that such altered disposition continues to relate to the same issue which was the subject matter of the question;

(5) shall be put in the reverse order to the order in which it is moved; and,

(6) despite Subsection (5), any amendment(s) to a motion may be placed in order to be determined by the Chair as the most logical, practical and expeditious in all of the circumstances.

Part VI - General Provisions

33. Appendix

Appendix “A”, being the Advisory Committee Members’ Code of Conduct, forms part of this by-law.

34. Repeal

(1) By-law No. 2007-104 is hereby repealed.

(2) This By-law shall not be amended or repealed except by City Council.

35. Effect

This by-law shall be deemed to have come into force on the 5th day of December, 2018.

36. Short Title 

This By-law may be referred to as either the “Advisory Committee Procedure By-law” or the “Rules of Procedure for Advisory Committees”.

ENACTED AND PASSED on the 6th day of March, 2019. 

Advisory Committee Members' Code of Conduct (Appendix A to By-law No. 2019-44)

Advisory Committee Members’ Code of Conduct

The purpose of an Advisory Committee is to provide informed advice and guidance, as well as to facilitate public input to City Council, on programs and policies in support of Council’s priorities. In recognition of the impartial and objective expert advice that Standing Committees’ receive from Advisory Committees, as well as the challenges and inherent restrictions placed upon these same individuals in assessing and recommending various options in a conscientious and ethical manner, the following Code of Conduct is provided as a general standard for all Advisory Committee Members to ensure they are acting in a manner that is appropriate with regard to his or her Committee.

  1. Advisory Committee Members shall, when conducting Committee business, preparing written correspondence, interacting with media, Members of Council, staff or members of the public, act in a manner that accomplishes the following:
    1. Fulfils the mandate and mission statement of his or her Advisory Committee;
    2. Respects due process and the authority of the Chair, Vice-Chair or Presiding Officer;
    3. Demonstrates respect for all fellow Committee Members, Council, staff and the public regardless of cultural, or linguistic diversity and life circumstances;
    4. Respects and gives fair consideration to diverse and opposing viewpoints;
    5. Demonstrates due diligence in preparing for meetings, special occasions, or other Committee-related events;
    6. Demonstrates professionalism, transparency, accountability and timeliness in completing any tasks or projects undertaken by the Committee;
    7. Conforms with all relevant legislation, by-laws, policies and guidelines;
    8. Works in conjunction with the community;
    9. Contributes in a meaningful manner, offering constructive comments to Council, Standing Committees, staff and fellow Committee Members.
  2. A Member of an Advisory Committee shall not engage in political campaigning of any sort (municipally, provincially or federally) on behalf of the Advisory Committee or as a Member of an Advisory Committee.
     
  3. A Member of an Advisory Committee shall not:
    1. Engage in any business or transaction or have a financial or personal interest that is incompatible with the discharge of his or her official duties;
    2. Place them self in a position where s/he is under obligation to any person who might benefit from special consideration or favour on their part or who might seek in any way preferential treatment;
    3. Accord, in the performance of his or her official duties, preferential treatment to relatives or to organizations in which s/he or his or her relatives have an interest, financial or otherwise;
    4. Deal with an application to the City for a grant, award, contract or other benefit involving his or her spouse, live-in partner, child or parent;
    5. Place them self in a position where s/he could derive any direct or indirect benefit or interest from any matter about which they can influence decisions;
    6. Benefit from the use of information acquired during the course of his or her official duties which is not generally available to the public; or
    7. Accept gifts, hospitality, or entertainment that could reasonably be construed as being given in anticipation or recognition of special consideration by the Advisor or his or her respective Advisory Committee.
  4.   
    1. Section 3 does not apply to the interests of a Member by reason of the Member belonging to a particular body which Council has expressly provided a designated seat on the Advisory Committee. 
    2. In addition to Clause (a), it is understood that Members of the City’s Planning Advisory Committee are intentionally comprised of citizens from professional groups who interact regularly with the City’s planning process. Therefore, a Member’s interest that is industry-wide in nature does not constitute a breach of Section 3.
  5. A Member of an Advisory Committee shall disclose to the City Clerk or persons designated, immediately that s/he could be involved in either a real or perceived conflict of interest as prohibited by the Code and shall abide by any decision made by the City Clerk, or the designated person, with respect to such conflict of interest without recourse.
     
  6. Where an Advisory Committee Member believes or has been advised that s/he has or may have a conflict of interest in a particular matter, s/he shall:
    1. Prior to any consideration of the matter, disclose his or her interest and the general nature thereof;
    2. Leave the room for the duration of time that the matter is being considered;
    3. Not take part in the discussion of, or vote on any question or recommendation in respect of the matter; and
    4. Not attempt in any way whether before, during or after the meeting to influence the voting on any such question or recommendation.
  7. Should a Member of an Advisory Committee breach any of the clauses set out herein, the following actions may occur:
    1. An Advisory Committee may censure the member or recommend his or her removal to the relevant Standing Committee;
    2. A formal warning may be issued to the Member from the City Clerk; or
    3. Should subsequent breaches occur following the formal warning, the City Clerk may suspend the Member and recommend his or her removal to the relevant Standing Committee. 
  8. This Code of Conduct does not apply to Advisory Committee Members that are also Members of City Council, as these Members are governed by the Code of Conduct for Members of Council. 

Appointment Policy

Appointment Policy – Citizen Members of City Advisory Committees, Boards and Task Forces, and External Boards, Commissions and Authorities

Approved By: City Council
Approval Date: March 28, 2001
Effective Date: December 5, 2018
Revision Approved By: City Council
Revision/Review Date: December 5, 2018

Policy Statement

The Appointment Policy governs the recruitment and selection process for all Council-appointed citizen members to various City of Ottawa committees, boards, task forces, sub-committees, commissions and quasi-judicial committees, as well as external boards and commissions.

Purpose

The policy outlines a fair and equitable approach and process for recruiting, selecting and appointing citizen members to City committees, boards, task forces, sub-committees, commissions and quasi-judicial committees, as well as external boards and commissions.

To encourage participation, the City will adopt the general concepts of equity, accessibility and accommodation, to ensure that all citizens have equal opportunity.  Membership on City committees, boards, task forces, sub-committees, commissions and quasi-judicial committees, as well as external boards and commissions will, as much as possible, reflect Ottawa’s diversity and demographics in such areas as gender, official language, geographic representation, race and disability.

Application

The following applies for the citizen appointments by City Council to City committees, boards, task forces, sub-committees, commissions and quasi-judicial committees, as well as external boards and commissions where Council is required to make such appointments.

Policy Requirements

1. Qualification of Members

1.1 All Council-appointees must be residents of the City of Ottawa and must maintain this qualification during their term of office.
1.2 All Council-appointees must be at least 18 years of age.
1.3 Full time permanent employees of the City of Ottawa are not eligible for positions as citizen members on any City committee or board where Council is required to make such appointments.

2. Term of Office

2.1 The term of office is generally two or four years and membership is tied to the Term of Council.  Members are eligible to serve the greater of two consecutive terms or eight consecutive years on the same committee or board (a maximum of 8 years) subject to section 2.2 and 2.5.
2.2 A person appointed to fill a partially completed term is appointed to the end of that term of office. Such a member, if appointed for an interim term not exceeding one year, may be eligible for reappointment for two full terms.
2.3 Applicants are required to sit out at least one year after serving two consecutive terms, before being eligible for reappointment on the same committee or board, although may apply to serve on another Committee during that time.
2.4 Those members who wish to be reappointed to an additional term must reapply and go through the approved selection process.
2.5 The restriction on term limits does not apply to appointments to Conservation Authorities (Report ACS2006-CRS-CCB-0005 approved by Council January 25, 2006)
2.6 Citizen members may serve on only one committee or board at any one time.
2.7 Members continue to serve on a committee/board past the expiration of their term until they are re-appointed or replaced (subject to the end-of-term governance review).
2.8 Terms of office, qualifications and membership on some external boards, commissions and authorities or quasi-judicial committees may differ as specifically outlined under statute or by-law, which would take precedence over this policy.
2.9 In the case of City of Ottawa Advisory Committees, in order to accept and retain their membership with the Advisory Committee, each member is required to attend at least one (1) orientation session as well as read and sign the Advisory Committee members’ Code of Conduct.

3. Composition

3.1 The membership of City committees, boards, task forces, sub-committees, commissions and quasi-judicial committees, as well as external boards and commissions shall, as much as possible, achieve a balance between a variety of technical expertise and other representation.
3.2 As much as possible, the membership should reflect the diversity and demographics of the City of Ottawa in such areas as gender, official language, geographical representation, race and disability.
3.3 Appointments should be undertaken with a view to achieving the City of Ottawa’s goal to have a 50 per cent representation of women on all City Advisory Committees.

4. Recruitment

4.1 The recruitment for the City’s committees, boards, task forces, sub-committees, commissions and quasi-judicial committees, as well as external boards and commissions for which members are required, shall be held early in each Term of Council and again at approximately mid-term.
4.2 The principles of equity and accommodation for all candidates shall be adopted and implemented by enforcing application deadlines, selection criteria, and interviewing procedures using the same questions and same evaluation criteria for all candidates.

4.3 The recruitment and selection process for citizen members will include advertisements for interested applicants placed by the City Clerk’s and Solicitor Department, in the daily and/or weekly community newspapers in accordance with the City’s advertising policy as well as on the City’s website.  Advertisements will also be distributed throughout Client Service Centres and libraries.  In addition, for specific committees, an effort will be made to tailor the recruitment process specifically, but not exclusively, to the particular groups that are potential members.

4.4The advertisements may include the following information:

  1. Function or brief mandate statement of the entities for which recruitment is taking place;
  2. Frequency and time of meetings and where possible any other expectations for participation of members;
  3. City policies that guide the selection process or the operation of the Committee;
  4. Anticipated time commitment;
  5. Information on how to submit an application;
  6. A request for applicants to either select one committee/board of interest, or to prioritize the committees/boards of interest; and
  7. Indication that an individual can be appointed to serve on only one committee, board, task force, sub-committee, commission or quasi-judicial committee, external board or commission at a time.

4.5 Applications

  1. All applications must outline how the applicant’s qualifications, specific skills, interests and background are relevant to the committee. They may include a statement of work, life and educational experience and/or a resume.
  2. All applications will be sent to the City Clerk’s and Solicitor Department to be processed.
  3. All applications will be acknowledged by the City Clerk’s and Solicitor Department.
  4. An initial screening of applications will be conducted. Only those meeting the qualifications set out in Section 1 will be brought forward to the next stage.
  5. All applications must be received by the published deadline in order to be considered.
  6. Applicants shall be encouraged to apply for only the committees/boards they wish to serve on rather than applying to many or all.
  7. Should an applicant choose to apply to more than one committee/board, they will be requested to prioritize their preferences.

4.6 Selection

  1. At the outset of each new term of Council, City Council, upon recommendation of the Nominating Committee, will appoint a minimum of two members of Council to sit on each Selection Panel to review applications and make recommendations to Council. If necessary throughout the term of Council, the applicable Standing Committee or the Nominating Committee will recommend Selection Panel members to City Council.
  2. The Committee Coordinator for the Committee will provide advice and assistance to the Selection Panel.
  3. Each Selection Panel shall meet to determine selection criteria based on the specific expertise needed by the committee, board, external board or commission and the need to reflect the community as detailed under the entity’s composition, prepare questions to be asked of each candidate during interviews, and review applications based on these criteria to determine which applicants will be interviewed. It is recommended that each Selection Panel shall be required to conduct interviews when considering the appointment of new candidates to a committee or board as well as those who may be applying for re-appointment. In the case of members applying for re-appointment, the Selection Panel may choose to waive the interview requirement.
  4. The Selection Panel shall recommend appointments as well as a reserve list of people who could be appointed should a vacancy occur before the end of a term.
    i. The reserve list shall be maintained until the next advertisement for vacancies for that particular committee or board. The number of reserve members shall be at the discretion of the Selection Panel.
    ii. Should a vacancy occur before the end of a term, the selection panel will meet again to select a candidate from the reserve list, with a view to maintaining the appropriate demographic and skill balance on the committee as whole;
  5. The City Clerk’s and Solicitor Department shall forward the Selection Panel recommendations through a public report to the relevant Standing Committee and Council (or Finance and Economic Development Committee if there is no assigned Standing Committee).
  6. The City Clerk’s and Solicitor Department shall advise all applicants of the status of their applications.
  7. Should the Selection Panel receive insufficient applications to fill the number of vacancies, the Selection Panel may request the City Clerk and Solicitor Department extend the application deadline and/or undertake a targeted recruitment process (outreach to specific organizations).

5. Attendance

5.1 Any member of a City committee, board, task force, sub-committee, commission, quasi-judicial committee, external board or commission who is absent from two (2) consecutive regularly scheduled meetings of the committee, shall be contacted by the committee/board Coordinator to confirm his/her commitment.
5.2 Should the member miss another consecutive meeting, without being authorized to do so by a resolution of the Committee,the seat shall be declared vacant and the selection panel shall choose a  qualified reserve member for that committee/board to fill the vacancy.
5.3 If no reserve members remain to fill the position, then the seat shall remain vacant until the next recruitment process. Recruitment shall only be undertaken at another time than the normal process if the number of members on the committee falls to one above quorum, or there is a need to fill vacancies on numerous committees/boards in that the associated costs and staff resources are justified.
5.4 For record and information purposes, the Committee Coordinator will prepare and distribute an “Information Previously Distributed” memorandum to the applicable Standing Committee noting the appointment of the reserve member as a full voting member.

6. Subcommittees

6.1 City advisory committees and boards may create subcommittees or working groups to work on specific areas of their mandate. These subcommittees or working groups may be comprised of non-members of the committee/board and do not require Council approval of the appointment. However, the subcommittee must have a minimum of one-third of the members as voting committee members of the main committee or board.
6.2 Minimal administrative support will be provided to subcommittees and is limited to booking rooms and the provision of material if necessary.

7. Exceptions

7.1 This Policy shall not apply to incorporated boards where the City is the sole-shareholder (ex. Hydro, Ottawa Community Housing Corporation, Ottawa Community Land Development Corporation) or to boards where the Mayor is delegated the authority to make nominations (ex. Ottawa Airport Authority)

7.2 Certain provisions of this Policy may not apply where they are in conflict with the requirements set out in legislation, including but not limited to the Public Libraries Act, Police Services Act and the Conservation Authorities Act.

Responsibilities

The Office of the City Clerk and Solicitor is responsible for the administration of appointments to Advisory Committees, Boards and Task Forces, and External Boards, Commissions and Authorities, in accordance with this policy. Selection Panels are responsible for reviewing and make recommendations to Council in accordance with this policy.

Monitoring/Contraventions

Failure to comply with this policy may result in inconsistent response, coordination and appointment of citizen members on City of Ottawa committees, boards, task forces, sub-committees, commissions and quasi-judicial committees, as well as external boards and commissions. Inconsistent application may hinder the objectives of open, accessible and impartial practice with respect to citizen appointments.

References

N/A

Legislative and Administrative Authorities

2018-2022 Council Governance Review (ACS2018-CCS-GEN-0028) as approved by City Council December 5, 2018

Definitions

N/A

Enquiries

Enquiries should be directed to:
Office of the City Clerk and Solicitor
City of Ottawa
110 Laurier Avenue, West
Ottawa, Ontario, K1P 1J1
(613) 580- 2424 – Ext.
Tel: (613) 580-2424 ext. 28136

Appendices

N/A

Advisory Committees Participation Expense Policy

Advisory Committees Participation Expense Policy

Approved By: City Council
Approval Date: March 28, 2001
Effective Date: March 28, 2001
Revision Approved By: City Council
Revision/Review Date: December 5, 2018

Policy Statement

The Participation Expense Policy is a City of Ottawa policy regarding reimbursement of expenses incurred by voting members and reserve members of Advisory Committees

Purpose

The purpose of the Advisory Committee Participation Expense policy is to clearly define what expenses shall be reimbursed, under what conditions, to whom, and what if any minimum or maximum amounts apply to ensure all members clearly understand what is or is not considered a legitimate expense.

Application

This policy applies to Council appointed Advisory Committee Voting Members and Reserve Members.  In certain circumstances and outlined within the policy Subcommittee Members are covered.

Policy Requirements

1.0 Reimbursement Policy

Upon submission of an original receipt, all voting members deemed present in the approved minutes of the meeting are authorized to receive reimbursement based on the following:

1.1. Parking expenses incurred to attend official meetings are eligible.  The preferred method of payment for parking expenses at City facilities is via a parking stamp.

1.2. Dependant Care expenses incurred to attend official meetings will be eligible on the following basis: up to a maximum of $14.00/hour. The amount payable will be calculated by the official start and end time of the meeting plus up to a maximum of one hour for traveling time. Reimbursement for dependant care on a per person basis will not be eligible.

1.3. Specialized Dependant care expenses (for persons with exceptional needs) incurred to attend official meetings will be eligible on the following basis: up to a maximum of $40.00/hour. The amount payable will be calculated by the official start and end time of the meeting plus up to a maximum of one hour for traveling time.

1.4. Conventional transit fare / Para Transpo fare to and from official meetings will be eligible. However, the Participation Expense Policy does not reimburse Advisory Committee members for monthly conventional transit passes or monthly ParaPasses. The amounts reimbursed will be solely for any single-use or cash fares paid.  

1.4.1    A bus transfer or copy of a Presto e-Purse usage report must be provided as proof of payment for a conventional transit fare. Upon receipt of this proof of payment, the City of Ottawa shall reimburse the member.

1.4.2    A copy of a ParaPurse usage report must be provided as proof of payment for a Para Transpo fare. If the Committee member uses cash to pay, they must provide the respective Committee Coordinator with details of the trip in writing (including client number, date, time, pick-up and drop-off locations) so that these details can be validated with and a proof of payment obtained from Para Transpo Customer Service. Upon receipt of this proof of payment, the Committee Coordinator will reimburse the Advisory Committee member at the subsequent meeting.

1.5. As an accommodation for members with mobility limitations that would ordinarily take Para Transpo, reimbursement of an Accessible Taxi or Private Transportation Company (PTC) fare will be provided if a member is unable to secure Para Transpo. Proof of payment must be provided.

1.6. Mileage for members using a personal vehicle to attend official meetings will be eligible at the rate provided to City of Ottawa staff (currently the rate of $0.54/km).

1.7. Reimbursement for meals or refreshments or other out of pocket expenses not provided for within this policy will not be eligible.

1.8. Reimbursement for meetings with Community Groups, Members of Council, staff, citizens or otherwise are not eligible for reimbursement, unless provided for under this policy.  Some form of reimbursement may be available from the meeting's host.  Some exceptions will be made for the Chairs (see section i(d) under "Definitions").

1.9 Reimbursement for other expenses incurred to perform the duties of the members will not be eligible, including, but not limited to, reimbursement for office supplies, technology or telephone expenses etc.

1.10 Members are expected to consider the most economical modes of travel as may be practical for their particular situation.

2.0 Limitations of the Policy

2.1. The staff of the Office of the City Clerk and Solicitor reserve the right to review and/or refuse any expenses submitted by a voting or reserve citizen member for reimbursement, with reasonable cause and justification

2.2. If it can be proven that a member is submitting fraudulent claims for participation expenses the City of Ottawa, the Office of the City Clerk and Solicitor reserves the right to either:

2.2.1.  Refuse to reimburse the specific individual; and/or

2.2.2.  Refer the incident to Corporate Security or the appropriate authorities.

Responsibilities

Advisory Committee Members must provide an original receipt before he/she will be reimbursed.

All Committee Coordinators are responsible for enforcing the policy and for ensuring each Advisory Committee member including Reserve Members are fully aware of the policy.

In the event of a dispute, the City Clerk and Solicitor, or their designate, shall review the request and advise the requesting member of his/her final decision.

Monitoring/Contraventions

All reimbursement claims are submitted on a form, which must be authorized for payment by the Program Manager, Committee and Council Services.

The Office of the City Clerk and Solicitor also reserves the right to monitor and audit claims on an ad-hoc basis to ensure the policy is being applied consistently and to assist in ensuring reimbursement requests are not fraudulent in nature.

Any suspected fraudulent claims shall be referred to the City’s Corporate Security office – and/or other appropriate authority(ies).

Failure to comply with this reimbursement criteria (original receipts, etc.) may deem the claim void.

References

N/A

Legislative and Administrative Authorities

  • Proposed Advisory and Quasi-Judicial Committee and Task Force Structure (ACS2001-CRS-SEC-0016) as approved by City Council March 28, 2001
  • Status of External Boards, Commissions and Authorities  (ACS2001-CRS-SEC-0015) as approved by City Council March 28, 2001
  • Status of External Boards, Commissions and Authorities – Update (ACS2002-CRS-SEC-0015) as approved by City Council April 10, 2002
  • Annual Review of Advisory Committees – Structure, Policies and Process (ACS2002-CRS-SEC-0061) as approved by City Council August 28, 2002
  • Council Governance Review – 2003-2006 Council (ACS2003-CRS-SEC-0059) as approved by City Council December 3, 2003 and December 10, 2003.
  • Advisory Committee Procedure By-law, Appointment Policy and Participation Expense Policy Mid-Term Review (ACS2006-CRS-SEC-0005) as approved by City Council January 25, 2006.
  • 2006-2010 Council Governance Review (ACS2006-CMO-OCM-0012) as approved by City Council December 6, 2006
  • 2010-2014 Council Governance Review (ACS2010-CMR-CCB-0106) as approved by City Council December 8, 2010
  •  Advisory Committee Renewal to Support Term of Council Priorities (ACS2012-CMR-CCB-0032) Council September 12, 2012
  • 2018-2022 Council Governance Review (ACS2018-CCS-GEN-0028) as approved by City Council December 5, 2018

Definitions

i.      Official Meeting: is defined as one of the following:

a.    the one quarterly meeting of the Advisory Committee,

b.    any official subcommittee/working group meeting as approved by the advisory committee,

c.    a meeting of any Advisory Committee to which a member has been appointed as a liaison member;

d.    a meeting where a motion and/or minutes exist(s) that show the member was specifically requested to attend on behalf of the Committee on a day and time outside of a regularly scheduled Advisory Committee meeting.

e.    a Standing Committee meeting where an official designate of the Advisory Committee makes presentation to said standing committee; or

f.     where any one member has been officially appointed by the Committee to represent the views of the Committee at a conference, speaking engagement, etc.

ii.    Attendance: A Citizen voting member shall be deemed present if the accepted minutes of the meeting so indicate. Where the request for reimbursement is for a subcommittee/working group meeting at which there is no Committee Coordinator present, the Minutes need only contain the date, start time and duration, location, a list of attendees and topics discussed. One voting member of the Committee shall be deemed responsible to record the time, date, topics discussed and attendance at the meeting and forward the information to the Committee Coordinator.

iii.   Dependant care with exceptional needs:  A dependant is deemed to have exceptional needs if the member provides a certificate signed by a doctor, which states that the dependant requires specialized care during the member's absence from the home.  This clause allows for the reimbursement of dependant care expenses in excess of the normally permitted $14.00 per hour maximum. This exception is available for people caring for children or adults requiring special care, (e.g. a partner, parent or adult child).

iv.   Disabled persons' expense: is defined as an expense, which must be incurred in order to provide a service without which the Member cannot participate in the meeting, (e.g. intervenors, interpreters, real-time captioning or Braille text) because of the Member's disability.

v.    Bus Fare/Para Transpo Fare: Reimbursement shall be provided for any extra bus fare incurred by a member to attend the meeting.  Bus transfer or receipt is deemed as acceptable proof of payment.

vi.   Mileage: Mileage shall be calculated by the Committee Coordinator on the basis of the shortest distance to and from the meeting from work, home, or the next closest destination of the member.

vii.  Parking: Any long or short-term placement of a personal vehicle in a monitored or unmonitored area. Because a receipt is necessary for any reimbursement, parking meters that do not produce a physical proof of purchase are not eligible for reimbursement, nor will parking tickets incurred as a result of meeting attendance be reimbursed.

viii. Reserve Member: means a citizen who has been pre-approved but not appointed as an Advisory Committee member during the selection process and placed on a list of reserve members who may be called upon should there be a vacancy on the committee for which they are on the reserve list.  Although a Reserve Member may ask and be granted permission by an Advisory Committee to participate in a meeting, that reserve member does not have the authority or powers of a sitting citizen member in that he or she cannot vote at meetings, is not an official representative of a committee however is eligible for coverage under the City's Expense Policy (Participation in Advisory Committee meetings is purely voluntary and one's choice to not attend meetings does not disqualify him or her from being called upon to replace a vacancy nor does it adversely affect one's application to become a sitting citizen member at a later date).

ix. Sub-Committee/Working Group Member: is a citizen who is not an Advisory Committee Member, but who has been invited by the Committee to participate on an Advisory Committee Sub-committee/Working Group for his or her unique set of skills or expertise, which otherwise do not exist within the current Committee's complement. These members are eligible for reimbursement of "disabled person's expense."

Enquiries

For more information on this policy, contact:

Program Manager, Committee and Council Services
Office of the City Clerk and Solicitor
City of Ottawa
110 Laurier Avenue, West
Ottawa, Ontario, K1P 1J1
(613) 580- 2424 – Ext. 28136

Appendices

N/A