THE REGIONAL MUNICIPALITY OF PEEL

REGIONAL COUNCIL POLICIES AND PROCEDURES

COMMITTEE MINUTES

PPC-2/2022

Thursday, April 21, 2022

11:00 A.m. - 12:30 P.m.

Council Chamber, 5th Floor

Regional Administrative Headquarters

10 Peel Centre Drive, Suite A

Brampton, Ontario

Members Present:

• B. Crombie
• P. Fortini
• J. Innis
• S. McFadden
• M. Medeiros
• M. Palleschi
• C. Parrish
• P. Saito
• I. Sinclair
• A. Thompson

Members Absent:

• P. Brown
• N. Iannicca

Staff Present

• J. Baker, Chief Administrative Officer
• G. Kent, Chief Financial Officer and Commissioner of Corporate Services
• P. Caza, Regional Solicitor
• K. Dedman, Commissioner of Public Works
• A. Adams, Regional Clerk
• C. Thomson, Deputy Clerk and Manager of Legislative Services
• R. Khan, Legislative Technical Coordinator
• S. MacGregor, Legislative Technical Coordinator

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1.

CALL TO ORDER

Councillor Parrish, Committee Chair, called the Regional Council Policies and Procedures Committee meeting to order on April 21, 2022 at 11:00 a.m., in the Council Chambers, Regional Administrative Headquarters, 10 Peel Centre Drive.

Councillor Brown was absent due to other municipal business

Councillor Crombie arrived at 11:01 a.m.

Councillor Fortini arrived at 11:01 a.m.

Councillor Thompson arrived at 11:04 a.m.

2.

DECLARATIONS OF CONFLICTS OF INTEREST

Nil.

3.

APPROVAL OF AGENDA

• RECOMMENDATION PPC-5-2022:

  That the agenda for the April 21, 2022 Regional Council Policies and Procedures Committee meeting include an item for discussion from Councillor Parrish regarding Motions Arising from Delegations, to be dealt with under Other Business – Item 7.5;

  And further, that the agenda for the April 21, 2022 Regional Council Policies and Procedures Committee meeting be approved, as amended.

4.

DELEGATIONS

Nil.

5.

REPORTS

5.1

Region of Peel Procedure By-law Amendments

• RECOMMENDATION PPC-6-2022:

  That a new Region of Peel Procedure By-law incorporating the amendments outlined in Appendix I to the Report of the Chief Financial Officer and Commissioner of Corporate Services, listed on the April 21, 2022 Regional Council Policies and Procedures Committee agenda titled “Region of Peel Procedure By-law Amendments”, be approved;

  And further, that the Terms of Reference for all Committees requiring the appointment of certain Council Section Chairs and Vice Chairs as members, be revised in accordance with section 2. d of the subject report;

  And further, that the necessary by-law be presented to Regional Council for enactment;

  And further, that should Regional Council pass any additional amendments to the Procedure By-law prior to the date when the new Procedure By-law comes into force in accordance with section 1.b of the subject report, such amendments shall be deemed to be incorporated into the Procedure By-law and the Regional Clerk shall be authorized to insert such amendments into the new Procedure By-law prior to the new Procedure By-law coming into force, to ensure correct and complete implementation of the intention of Council, without necessitating the passing of a separate amending by-law.

Councillors Innis, Palleschi, Sinclair and Thompson indicated their opposition to the Procedure By-law amendments related to the appointment of the Regional Chair.

5.2

Administrative Amendments to the Procedure By-law 56-2019, as amended, Regional Council Agenda Sections

• RECOMMENDATION PPC-7-2022:

  That an administrative amendment be made to section 1.2.6 of the Procedure By-law 56-2019, as amended, to rename the Council Section of the Regional Council agendas from “Enterprise Programs and Services” to “Corporate Services”;

  And further, that the required amendments be made to the Terms of Reference for the Audit and Risk Committee, DEBT Issuance Committee, and the Interim Approvals Committee.

5.3

Integrity Commissioner and Lobbyist Registrar Appointment Process

• RECOMMENDATION PPC-8-2022:

  That a subcommittee consisting of members of the Regional Council Policies and Procedures Committee serve as the evaluation Committee for the appointment of an Integrity Commissioner and Lobbyist Registrar;

  And further, that up to two PPC members from each local municipality be appointed to the subcommittee;

  And further, that the members of the subcommittee be as follows:

  Councillor Saito

  Councillor Sinclair

  Mayor Thompson

  Councillor Fortini

  Councillor McFadden;

  And further, that an RFP process be issued to market; proposals be evaluated and a recommendation report be brought to the PPC; a recommendation from PPC be brought to Council prior to its last meeting in July; and, a contract and appointment by-law be approved by Regional Council, to come into effect on February 1, 2023.

Members of Committee discussed and asked questions regarding: the Integrity Commissioner and Lobbyist Registrar appointment process, formation of a subcommittee for the evaluation of potential candidates; the role of the Integrity Commissioner as an independent officer; consideration of candidate prerequisite criteria; appointment timing; and, the potential impacts of "lame duck" restrictions on the timelines.

6.

COMMUNICATIONS

6.1

Gary Kent, Chief Financial Officer and Commissioner of Corporate Services

Email dated April 11, 2022, Regarding Elected Officials Expense Policy Review (Receipt recommended)

• Received

Members of Committee discussed and asked questions regarding: constituent related expenses during the election period; restricted and permitted expenditures and activities during an election period; reward programs; Councillor newsletter cost allocations; and per diem allowance benchmarking.

In response to a question from Committee Chair Parrish regarding charitable donations made from a Councillor's Region of Peel expense account, Gary Kent, Chief Financial Officer and Commissioner of Corporate Services noted that best practice would be to have the receipt for such donations made out to the Region of Peel.

Staff undertook to report to the next Regional Council meeting with proposed amendments to the Business Expense Accounts – Members of Council policy related to business expenses for members of Regional Council during the election period.

7.

OTHER BUSINESS

7.1

Discussion Regarding Peel Regional Chair Compensation

(Direction required)

• Deferred to the next Regional Council Policies and Procedures Committee meeting

The Committee Clerk was requested to schedule a Regional Council Policies and Procedures Committee meeting in June to review Peel Regional Chair Compensation.  Staff undertook to complete an environmental scan of other Regional Chairs' salary and expenditure budget.

The Regional Clerk was requested by Councillor Fortini to review the timing of the Region of Peel and City of Brampton Inaugural meetings in consideration of Brampton Council's process to appoint three local Councillors to sit on Regional Council.

7.2

Net Expenditure Budget 2021 Region of Peel Chair

• Deferred to the next Regional Council Policies and Procedures Committee meeting

7.3

Policies Related to Remuneration and Expenses for Members of Regional Council

• Received

7.4

Discussion Regarding Agenda Material Received Less than 72 Hours Prior to a Meeting

• RECOMMENDATION PPC-11-2022:

  That section 5.2.2 of the Procedure By-law 56-2019, as amended, be deleted and replaced with the following:

  Any materials or delegation requests received by the Office of the Regional Clerk, less than 72 hours prior to the time appointed for holding of a regular meeting of Council or Committee (after the distribution of the Revised agenda) and up to 9:30 a.m. on the Wednesday prior to a scheduled Council or Committee meeting, which relate to an item listed on the draft agenda will only be added to the draft agenda on the approval of Council or Committee at the approval of Agenda section of the meeting. Any items received after 9:30 a.m. on the Wednesday prior to a scheduled Council or Committee meeting will be added to the agenda of the next appropriate Council or Committee meeting.  

  a.    Meetings or Special meetings of Council or Committee that are called by the Regional Chair or Committee Chair with 48 hours’ notice are not subject to the 72 hour agenda provisions. 

  b.    For greater clarity, where a meeting (not on the approved schedule of regular meetings) has been called by the Regional Chair or Committee Chair, with more than 48 hours’ notice, every effort shall be made to deliver the agenda and related materials to members not less than 72 hours prior to the meeting start time.

  And further, that section 5.4.3 of the Procedure By-law be amended in accordance with the above;

  And further, that the necessary amending by-law be presented to Regional Council for enactment.

Members of Committee discussed challenges with receiving information before the commencement of Council and committee meetings on the day of the meeting.

7.5

Discussion Regarding Motions Arising from Delegations

• Received

Members of Committee discussed the current Procedure By-law provision that requires a two-thirds majority vote to consider a motion arising from a delegation.

8.

IN CAMERA

Nil.

9.

NEXT MEETING

The Regional Clerk was directed to schedule a meeting of the Regional Council Policies and Procedures Committee in June.

Please forward regrets to Harjit Gill, at [email protected].

10.

ADJOURNMENT

The meeting adjourned at 12:10 p.m.