Council Composition Review Committee Meeting Minutes

Tuesday, December 03, 2024 at 12:00 P.m. - 1:00 P.m.

McNaughton Room - 3rd Floor, City Hall

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1.

Council Composition Review Committee Meeting 12-2024

Chair: Rebecca Johnson

2.

Members

Wayne Bahlieda
Riley Burton
Cody Fraser
Rebecca Johnson
Heather McLeod
Carlos Santander-Maturana

3.

Officials

John Collin, City Manager
Krista Power, Director of Legislative Services & City Clerk
Dana Earle, Deputy City Clerk
Cynthia Olsen, Director – Strategy & Engagement
Stacey Levanen, Supervisor – Corporate Communications & Community Engagement
Tanis Thompson, Manager – Indigenous Relations
Susan Henton, Lead Mapping Technician
Crystal DePeuter, Council & Committee Clerk

4.

Resource Persons

Tina Larocque, Coordinator - Boards/Committees & Special Projects
Jeff Walters, Communications Officer

5.

Disclosures of Interest

6.

Agenda Approval

WITH RESPECT to the December 3, 2024 meeting of the Council Composition Review Committee, we recommend that the agenda as printed, including any additional information and new business, be confirmed.

MOVED BY: Wayne Bahlieda
SECONDED BY: Heather McLeod

WITH RESPECT to the December 3, 2024 meeting of the Council Composition Review Committee, we recommend that the agenda as printed, including any additional information and new business, be confirmed.

CARRIED

7.

Confirmation of Previous Minutes

The Minutes of Meetings 10-2024 and 11-2024 of the Council Composition Review Committee, held on November 5, 2024 and November 20, 2024, to be confirmed.

THAT the Minutes of Meetings 10-2024 and 11-2024 of the Council Composition Review Committee, held on November 5, 2024 and November 20, 2024, be confirmed.

MOVED BY: Wayne Bahlieda
SECONDED BY: Heather McLeod

THAT the Minutes of Meetings 10-2024 and 11-2024 of the Council Composition Review Committee, held on November 5, 2024 and November 20, 2024, be confirmed.

 

CARRIED

8.

Summary of Phase 2 Public Engagement Data

Director - Legislative Services & City Clerk Krista Power and Supervisor - Corporate Communications & Community Engagement Stacey Levanen to provide an overview of Council Composition Review Phase 2 Public Engagement. Reports received include:

• Survey Results Analysis
• Youth Engagement Summary
• Ward and At Large Townhall Summary

Director-Legislative Services & City Clerk Krista Power and Communications Officer Jeff Walter provided an overview of the feedback collected during Phase 2 Public Engagement, including the following:

• The two targeted library sessions were cancelled due to lack of registration. The Committee has been invited to attend an Indigenous Advisory Council meeting to discuss the options;
  
  
• The engagement efforts were significant and more exhaustive than other campaigns;
  
  
• The survey presented a stronger sentiment towards option 1 - hybrid model;
  
  
• A high number of comments and questions from the survey focused on the at-large positions within the hybrid option and an all-ward consideration;
  
  
• Youth feedback leaned toward no change to composition and questioned the reduction of councillors for representation.
  
  
• Feedback from ward meetings favoured a ward model and noted level of representation, neighbourhood identity, diversification of council, and councillor influence in decision-making as key themes. It was noted that this data must be considered in the context it was received. 

Discussion was held relative to providing an alternate option to the public. It was determined that the committee will provide the recommendation without further engagement. The public will have the opportunity to re-engage with the process once the recommendation is received by council.  

9.

Next Steps

Discussion based on the summary of information collected during Phase 2 Public Engagement. 

Discussion was held relative to a request to have further information provided to the committee by Administration.  It was advised that Council will have the opportunity to request further information from Administration once they have received the report.

Discussion was held relative to the number of wards and whether to recommend the 2 Councillors per ward model.  

Discussion was held relative to alternate proposals such as an all-ward model and a model reflecting 4 wards with 1 Councillor in each and 6 at-large Councillors. 

Discussion was held relative to Option 2: 10 At-Large Councillors. It was determined by the committee that this option will not be considered further. 

Discussion was held relative to the workload of Councillors and the potential impacts different models will have on a Councillor's ability to engage with constituents.  The committee will consider recommending a review of Councillor workload. 

Discussion was held relative to reducing the total number of Councillors. It was determined that the recommendation would reflect 10 councillors. 

10.

Timeline

Updated timeline, for information. 

The Committee confirmed that a representative would attend the Indigenous Advisory Council meeting on December 10 to discuss and hear feedback on the proposed options.

The Committee will meet on January 7, 2025 to determine the final recommendation to be presented to council through a First Report in late February or early March.  

11.

New Business

12.

Next Meeting

The next meeting is scheduled for January 7, 2024 at 12:00 p.m. in the McNaughton Room, City Hall. 

13.

Adjournment

The meeting adjourned at 12:54 p.m.