That Council approve and direct that:
1. The Committees of Council organizational structure listed in Appendix “A” be adopted, with the following specific changes as follows:
a. Creation of a Committee of the Whole (“COTW”) composed of all members of Council.
i. This committee to hold its inaugural meeting in October 2021. This committee to meet monthly on the third Monday of each month, except in March, July, August, and December, or otherwise shall have special meetings at the call of the chair.
ii. This committee shall be chaired by the Deputy Mayor.
iii. This committee shall replace the Tourism & Economic Development Committee, Parks, Recreation, Arts & Culture Committee, Striking Committee, Planning Advisory Committee, Personnel Committee and Mettawas Waterfront Park Fundraising Committee.
iv. COTW meetings will be open to the public, except when permitted to be in camera (closed session) as permitted by the Municipal Act, 2001.
v. The Procedural Bylaw be amended to allow the chair of COTW to relax the rules to allow for longer delegations, flexibility on registering for a delegation, and more informal discussion among the public, staff and members of Council.
vi. COTW shall be an advisory Committee of Council without authority.
b. Creation of the Committee of Adjustment and Appeals (“COAA”) composed of three members of the public and two members of Council.
i. This committee to hold its inaugural meeting in October 2021 and thereafter at dates and times established by Administration. This committee shall only meet when it has business before it.
ii. The three members of the public currently sitting as members of the Committee of Adjustment shall be invited to become inaugural members of this new committee and shall remain members until the end of term of Council.
iii. The three members of the public shall be compensated $2,094.24 annually ($523.56).
iv. Council shall appoint two members of Council to sit on this committee. This appointment shall take place before the inaugural meeting of this committee.
v. COAA meetings will be open to the public, except when permitted to be in camera (closed session) as permitted by the Municipal Act, 2001.
vi. COAA shall replace and/or assume the role of the Committee of Adjustment, Fence Viewers, Court of Revision, Bylaw Appeals Committee and Property Standards Committee, and shall have all powers of each of these committees.
vii. COAA shall be an authoritative Committee of Council with authority to make final decisions as set out in legislation or by-law.
c. That the above committees being replaced shall have their final meetings in September 2021, that members of the public sitting on these committees shall be invited to any future task forces or public consultations on topics related to their committees, and that these persons should be thanked by the Mayor on behalf of Council for their service on these committees.
2. That Administration complete reviews of special event committees, being Migration Festival, Highland Games, Fantasy of Lights, and Communities in Bloom, with recommendations brought back to Council by Administration in early 2022. Any proposed changes to these committees be considered for implementation in November 2022 at the start of the new Council term.
3. That members of the public on all advisory Committees of Council shall not be compensated for attendance at committee meetings commencing in November 2022 at the start of the new Council term. Further, that Administration shall provide recommendations to Council on how committee volunteers shall be recognized annually for their volunteer contributions.
4. A budget line adjustment be implemented to move funds allocating compensation for members of Council for committee meeting attendances into base compensation, effective October 1, 2021. The change will mean that:
a. There is no increase and no change to the overall compensation for members of Council with no additional cost to taxpayers.
b. Committee and board compensation will be eliminated for all members of Council where the amount paid is from the Town of Kingsville. This will include compensation paid by the Town for appointments to external boards or organizations, such as UWSS.
c. The 2021 annual base pay for Mayor, Deputy Mayor and Councillor will be as follows: Mayor $48,800, Deputy Mayor $33,700, and Councillor $26,500.
5. Each committee shall have a budget approved by Council. All purchases or expenses by committees shall follow the Town’s procurement policy and shall be approved by the:
a. Manager or Director assigned to the committee, where the expense is below $1,000;
b. CAO where the expense is between $1,000 and $5,000; and
c. Council, where the expense is above $5,000.
6. Appointments to Committees of Council shall be made by Council. The Committee of the Whole shall review applications for committee appointments in a closed session meeting and make recommendations to Council. The Manager of Human Resources will review and check references as applicable.
7. Committees shall not direct staff but may make recommendations to Council requesting staff support. It is then up to Council to direct staff through the CAO. Where a committee requires regular annual staff support, such as for special events, the committee shall make its request to Council for the allocation of staffing resources.
8. Staff shall not bring forward committee motions or recommendations to Council on behalf of a committee. Motions or recommendations from a committee should appear in the committee’s minutes for Council to review and, where deemed appropriate, a committee can make a delegation to Council.