MINUTES - Ad Hoc Governance Review Committee - 20170228
Town of Aurora
Governance Review Ad Hoc Committee
Meeting Minutes
Date: Tuesday, February 28, 2017
Time and Location: 10 a.m., Holland Room, Aurora Town Hall
Committee Members: Anita Moore (Chair), Anna Lozyk Romeo (Vice-Chair), Steve
Hinder, Bill Hogg, and Terry Jones
Member(s) Absent: None
Other Attendees: Samantha Yew, Deputy Clerk and Nicole Trudeau,
Council/Committee Secretary
The Chair called the meeting to order at 10 a.m.
1. Approval of the Agenda
Moved by Terry Jones
Seconded by Steve Hinder
That the agenda as circulated by Legislative Services, with the following addition,
be approved:
• Item 2 – Draft Governance Review Ad Hoc Committee Work Plan
Carried
2. Declarations of Pecuniary Interest and General Nature Thereof
There were no declarations of pecuniary interest under the Municipal Conflict of
Interest Act.
Governance Review Ad Hoc Committee Meeting Minutes
Tuesday, February 28, 2017 Page 2 of 4
3. Receipt of the Minutes
Governance Review Ad Hoc Committee Meeting Minutes of February 10,
2017
Moved by Bill Hogg
Seconded by Anna Lozyk Romeo
That the Governance Review Ad Hoc Committee meeting minutes of February 10,
2017 be received for information.
Carried
4. Delegations
None
5. Matters for Consideration
1. Round Table Discussion
Re: 2018 Municipal Election – Voting Method
Staff and the Committee discussed various voting methods for the 2018
municipal election including the use of voting and vote-counting equipment,
such as vote tabulators and the use of an alternative voting method that does
not require electors to attend at a voting place in order to vote, such as internet
and telephone.
The Committee agreed that discussing voting method is a priority, and
requested information on alternative voting methods, such as internet and
telephone, including accessibility, budget, staffing and security implications,
communication and change management plan. In addition, the Committee
requested information from other Ontario municipalities regarding internet and
telephone voting including statistics and best practices, along with the position
of the provincial and federal governments on internet and telephone voting.
Governance Review Ad Hoc Committee Meeting Minutes
Tuesday, February 28, 2017 Page 3 of 4
Moved by Bill Hogg
Seconded by Steve Hinder
1. That the Round Table Discussion regarding 2018 Municipal Election –
Voting Method be received and the comments of the Committee be
referred to staff for consideration.
Carried
2. Draft Governance Review Ad Hoc Committee Work Plan
The Chair introduced the draft work plan.
Staff and the Committee reviewed and discussed the three activities listed on
the draft work plan, being the duties and functions of the Committee, including
policies and procedures governing elections, composition and structure of
Council, and remuneration and benefits for members of Council.
The Committee requested information related to the activities on the draft work
plan including data from other municipalities on remuneration and benefits for
members of Council. In addition, the draft work plan is to include a timeline
with set targets and deadlines for the Committee to review and provide
comment.
The Committee agreed that further information regarding questions on the
ballot will not be required as it will not be recommended.
Moved by Terry Jones
Seconded by Anna Lozyk Romeo
1. That the draft Governance Review Ad Hoc Committee Work Plan be
received and the comments of the Committee be referred to staff for
consideration.
Carried
6. Informational Items
None
Governance Review Ad Hoc Committee Meeting Minutes
Tuesday, February 28, 2017 Page 4 of 4
7. New Business
Staff and the Committee confirmed that the next meeting date will be on Tuesday,
March 14, 2017.
8. Adjournment
Moved by Bill Hogg
Seconded by Steve Hinder
That the meeting be adjourned at 11:45 a.m.
Carried
Committee recommendations are not binding on the Town unless adopted by Council at
a later meeting.