AGENDA - Ad Hoc Governance Review Committee - 20170411Governance Review
Ad Hoc Committee
Meeting Agenda
Tuesday, April 11, 2017
10 a.m.
Holland Room
Aurora Town Hall
Public Release
April 7, 2017
Town of Aurora
Governance Review Ad Hoc Committee
Meeting Agenda
Date: Tuesday, April 11, 2017
Time and Location: 10 a.m., Holland Room, Aurora Town Hall
1. Approval of the Agenda
Recommended:
That the agenda as circulated by Legislative Services be approved.
2. Declarations of Pecuniary Interest and General Nature Thereof
3. Receipt of the Minutes
Governance Review Ad Hoc Committee Meeting Minutes of March 28, 2017
Recommended:
That the Governance Review Ad Hoc Committee meeting minutes of March 28,
2017, be received for information.
4. Delegations
Governance Review Ad Hoc Committee Meeting Agenda
Tuesday, April 11, 2017 Page 2 of 2
5.Matters for Consideration
1.Round Table Discussion
Re: Ward Systems
Recommended:
1.That the Round Table Discussion regarding Ward Systems be received
and the comments of the Committee be referred to staff for consideration.
6.Informational Items
2.Memorandum from Manager of Human Resources
Re: Council Compensation Review
Recommended:
1.That the memorandum regarding Council Compensation Review be
received for information.
7.New Business
8.Adjournment
Town of Aurora
Governance Review Ad Hoc Committee
Meeting Minutes
Date: Tuesday, March 28, 2017
Time and Location: 10 a.m., Holland Room, Aurora Town Hall
Committee Members: Anna Lozyk Romeo (Vice-Chair), Steve Hinder, Bill Hogg,
and Terry Jones
Member(s) Absent: Anita Moore
Other Attendees: Samantha Yew, Deputy Clerk, and Michael de Rond, Deputy
Clerk, Township of Uxbridge
The Vice Chair called the meeting to order at 10:05 a.m.
1. Approval of the Agenda
Moved by Steve Hinder
Seconded by Bill Hogg
That the agenda as circulated by Legislative Services be approved.
Carried
2. Declarations of Pecuniary Interest and General Nature Thereof
There were no declarations of pecuniary interest under the Municipal Conflict of
Interest Act.
3. Receipt of the Minutes
Governance Review Ad Hoc Committee Meeting Agenda
Tuesday, April 11, 2017
Minutes
Page 1 of 3
Governance Review Ad Hoc Committee Meeting Minutes
Tuesday, March 28, 2017 Page 2 of 3
Governance Review Ad Hoc Committee Meeting Minutes of February 28,
2017
Moved by Terry Jones
Seconded by Steve Hinder
That the Governance Review Ad Hoc Committee meeting minutes of February 28,
2017 be received for information.
Carried
4. Delegations
None
5. Matters for Consideration
1. GRAHC17-001 - Re: 2018 Municipal Election – Voting Methods
Staff and the Committee discussed various aspects of tabulator and internet
voting. The Committee suggested that when a report is brought forward to
Council, it include further information regarding a communications plan,
standardized and alternative voting locations, the possibility of an online “help
desk” for voter support, the use of telephone voting, best practices of other
municipalities, long-term internet voting strategies, and a cost breakdown.
Moved by Bill Hogg
Seconded by Terry Jones
1. That Report No. GRAHC17-001 be received; and
2. That the Governance Review Ad Hoc Committee recommend to Council:
1. That internet only voting be implemented for the 2018 municipal
election; and
2. That a report be brought forward to Council outlining internet voting
options, including the comments and suggestions from the Committee.
Carried
Governance Review Ad Hoc Committee Meeting Agenda
Tuesday, April 11, 2017
Minutes
Page 2 of 3
Governance Review Ad Hoc Committee Meeting Minutes
Tuesday, March 28, 2017 Page 3 of 3
6. Informational Items
None
7. New Business
Staff indicated that the next topic for Committee discussion will be municipal ward
systems which will be discussed in April, and Council composition and
compensation is scheduled to be discussed in May.
8. Adjournment
Moved by Bill Hogg
Seconded by Steve Hinder
That the meeting be adjourned at 11:15 a.m.
Carried
Committee recommendations are not binding on the Town unless adopted by Council at
a later meeting.
Governance Review Ad Hoc Committee Meeting Agenda
Tuesday, April 11, 2017
Minutes
Page 3 of 3
100 John West Way
Box 1000
Aurora, Ontario
L4G 6J1
Phone: 905-727-3123 ext. 4773
Email: smckenzie@aurora.ca
www.aurora.ca
Town of Aurora
Human Resources
Memorandum
Date: April 11, 2017
To: Chair Moore, and Members of the Governance Review Ad Hoc Committee
From: Sandra McKenzie, Manager of Human Resources
Re: Council Compensation Review
Recommendations
1. That the memorandum regarding Council Compensation Review be received for
information.
Background
The Governance Review Ad Hoc Committee has been charged with reviewing the
compensation and benefits of members of Council. The last compensation and benefits
review for members of Council was undertaken in 2012 by a Council Compensation Ad Hoc
Committee which Mr. Dan Elliott, Director of Financial Services – Treasurer, supported with
information and inputs into their discussion.
In conducting a review of the compensation and benefits of elected members of Council
there are many factors which may influence the recommendations of the Committee. In
support of the work of this current review process, as a starting point, staff will prepare the
following information, which was considered by the last review committee. We expect to be
able to deliver all of this information in an organized binder of materials in time for your May
meeting agenda circulation.
Materials to be supplied by Town Staff:
1. Final Report and Council Extract of last Council Compensation Ad Hoc Committee
2. Municipal Councillors Guide: Ministry of Municipal Affairs and Housing
3. Town Policy No. 57 - Compensation and Support for Members of Council
4. Copy of current Council Compensation By-law No. 5564-13, with current amounts
5. Council compensation survey of York Region municipalities, plus other comparable
nearby municipalities. (two (2) pages from last review attached as sample)
Governance Review Ad Hoc Committee Meeting Agenda
Tuesday, April 11, 2017
Item 2
Page 1 of 2
April 11, 2017 -2- Council Compensation Review
6. Information and implications regarding pending statutory changes to the one-third tax-
free salary component currently in place at Aurora
7. Car allowance details and kilometer equivalents, and information regarding car
allowances for senior management
8. Councillor expenses information: two (2) most recent annual reports, budget values
and copy of Town Policy No. 28 – Corporate, Travel & Auto Expenses for employees
and Councillors
9. Current schedule of meetings of Council, General Committee and Advisory
Committees
10. Transition payment policy examples from other municipalities
11. Summary of Aurora’s benefits plan and OMERS (Ontario Municipal Employees
Retirement System) pension plan, including OMERS participation requirements.
12. Years of service for each member of the current and past term of Council
13. Comparison of income protection program of staff vs Mayor
Although Mr. Elliott could not attend in person today, we plan to attend your future meetings
at which compensation and benefits of Council is planned to be discussed.
The last committee surveyed the current Council members, seeking information regarding
the hours required to fulfil their duties, and other inputs. This Committee is encouraged to
consider doing something similar with the current Council.
If there are any specific information needs of this Committee in connection with its review of
compensation and benefits of elected Members, I ask that you make a request for such by
resolution at your meeting. I fully expect that in future meetings, additional information
needs may arise, to which staff will respond as expeditiously as possible.
I look forward to supporting your Committee through this review process.
Governance Review Ad Hoc Committee Meeting Agenda
Tuesday, April 11, 2017
Item 2
Page 2 of 2