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THE CORPORATION OF THE CITY OF WINDSOR
POLICY
Service
Area:
Council Services
Policy No.:
Department:
Office of the City Clerk
Approval Date: January 31, 2011
Division:
Approved By:
CR 49/2011
Effective Date:
January 31, 2011
Subject:
Council Appointments to Agencies,
Boards and Committees
Procedure
Ref.:
Pages:
Replaces:
Prepared
By:
Steve Vlachodimos
Date:
1.
POLICY
1.1 The City of Windsor is committed to ensuring the appointment of qualified
candidates by Council to Civic Agencies in a manner that is transparent, fair
and consistent, while at the same time meeting requirements for the
protection of personal information as required by the Municipal Freedom of
Information and Protection of Privacy Act.
2.
PURPOSE
2.1 The purpose of this policy is to establish a fair and consistent process for
Council appointments to City of Windsor Civic Agencies.
3.
SCOPE
3.1 This policy shall govern the actions of the Clerk's Department, Council and
any Selection Committee appointed by Council to address vacancies on Civic
Agencies required to be filled by Council Appointments.
4.
RESPONSIBILITY
4.1 Every appointment by the City to a Civic Agency shall be by a resolution of
Council.
4.2 Every appointment by the City to a Civic Agency shall be at the pleasure of
Council, whether or not the appointment is for a specified time period.
4.3 No person may be appointed to be a member of more than one Civic Agency
at the same time.
4.4 Notwithstanding 4.3, a Member of Council may be appointed to be a member
of more than one Civic Agency at the same time.
4.5 Council may make appointments at their discretion and are not limited to
only eligible electors.
4.6 Council shall:
a) Approve this policy and any changes to this policy from time to time;
b) Consider applications for vacancies on Civic Agencies;
c) From time to time, establish Selection Committees on an as-needed
basis and, unless otherwise provided for at the time of establishment,
the Mayor shall be an ex-officio member of such selection Committee;
d) By resolution, make appointments of members to Civic Agencies in
accordance with this policy.
4.7 The Selection Committee shall:
a) Meet at the appointed time and place for the purpose of interviewing
applicants identified by Council as candidates for vacancies on Civic
Agencies;
b) Consider and recommend to Council the candidate(s) that in the
opinion of the Selection Committee would best service the needs of
Council and the public on a given Civic Agency.
4.8 The Clerk's Department shall:
a) Coordinate appointments to Civic Agencies by:
i.
Providing public notice of vacancies on Civic Agencies;
ii.
Providing application materials to individuals who wish to
apply for appointment as new members;
iii.
Arranging appropriate meetings for the Selection Committee;
iv.
Providing all documents the Selection Committee may require
to facilitate interviews;
v.
Preparing letters to send to all applicants concerning the status
of their application;
vi.
Notifying the Civic Agency of appointments and re-
appointments made by Council
4.9
The Clerk's department shall maintain all records pertaining to
appointments to Civic Agencies.
5.
GOVERNING RULES AND REGULATIONS
5.1
The City of Windsor Clerk's Department shall provide public notice of any
vacancies on any Civic Agencies in accordance with the City's Public
Notice By-Law.
5.2
The public notice shall include general information regarding the nature of
the vacancies on the Civic Agency and timelines for the receipt of
applications from the general public.
5.3
All applications containing personal information and submitted to the City
of Windsor in response to the public notice shall be treated as confidential
information in accordance with the provisions of Part II of the Municipal
Freedom of Information and Protection of Privacy Act.
5.4
When the application deadline is reached, the Clerk's Department will
confidentially circulate all applications received within the prescribed
timelines with agenda materials for the next available meeting of Council.
5.5
At the appropriate Council Meeting, Council shall consider all circulated
applications in closed session in accordance with Part II of the Municipal
Freedom of Information and Protection of Privacy Act and with Section 239
of the Municipal Act, 2001, and based upon such consideration Council
may:
a) When the number of applicants is less than or equal to the number of
vacancies; Council may appoint one or more applicants to sit on the
Civic Agencies for which corresponding application has been made;
b) When the number of applicants is greater than the number of vacancies
or when Council otherwise considers it appropriate, Council may
direct the Clerk's Department to arrange for confidential interview
with one or more applicants, such interviews to be conducted by a
Selection Committee of not less than three Members of Council who
shall report back, in closed session, to the next available meeting of
Council with recommendations regarding appointments.
c) Direct Clerk's Department staff to assemble additional information
regarding the applications for review by Council, in closed session, at
its next available meeting.
5.6
After due consideration in closed session, Council shall in open session vote
on any recommendation for appointments arising from closed session
deliberations.
5.7
After ratification of appointments by Council, the Clerk's Department shall
notify all applicants considered by Council of the resulting decision.
5.8
"Civic Agency" means an agency, board, committee, commission, panel or
corporation or otherwise to which Council appoints one or more members;
"Council" means the Municipal Council of the City of Windsor;
"Selection Committee" means a Committee of not less than three members
of Council, established by Council from time to time to conduct interviews
of applicants for positions on a Civic Agency;
"City" means the City of Windsor
5.9
This policy is subject to any statute, regulation or By-law.