Item - 2012.EX21.9

Tracking Status

  • City Council adopted this item on July 11, 2012 with amendments.
  • This item was considered by Executive Committee on June 12, 2012 and was adopted with amendments. It will be considered by City Council on July 11, 2012.
  • See also By-law 1044-2012

EX21.9 - Policy Changes to Facilitate Councillor Office Operations

Decision Type:
ACTION
Status:
Amended
Wards:
All

City Council Decision

City Council on July 11, 12 and 13, 2012, adopted the following:

 

1.         City Council change the  name "Councillor Expense Policy" to "Constituency Services and Office Budget Policy".

 

2.         City Council approve the changes and clarifications to the Constituency Services and Office Budget Policy that incorporates the recommendations set out in Attachment 6 of the report (May 29, 2012) from the Deputy Mayor and the City Clerk, as amended by the following, and authorize the City Clerk to make the corresponding updates to the Introduction Section of the Policy as required.

 

3.         City Council direct that Councillor donations to community groups be an ineligible expense with the exception of donations to groups for use of space for a Town Hall meeting if the organization does not charge rent for their facility and Section 5 (Allowable Expenses) of the Constituency Services and Office Budget Policy dated May, 2012 (Attachment 6 of the report (May 29, 2012) from the Deputy Mayor and the City Clerk), be amended accordingly.

 

4.         City Council direct that Councillors who are not Board or Committee members of the Federation of Canadian Municipalities and incur travel costs associated with attending the Annual Conference of the Federation of Canadian Municipalities may be reimbursed for these costs from the Council Business Travel Budget.

 

5.         City Council approve the Furniture, Configuration and Equipment Standard for Councillor Offices set out in Attachment 1 of the report (May 29, 2012) from the Deputy Mayor and the City Clerk.

 

6.         City Council approve the renaming of the Government Relations Reserve (XQ0009) to the Council Furniture and Equipment Reserve and change the purpose to receive, hold and be drawn on to provide for the state of good repair and replacement of furniture and offices of Members of Council at City Hall, or constituency offices at civic centres or other properties, as set out in Attachment 2 of the report (May 29, 2012) from the Deputy Mayor and the City Clerk.

 

7.         City Council approve the renaming of the Councillors' Severance Reserve (XQ0010) to the Council Transition Reserve and change the purpose to receive, hold and be drawn on to provide for the expenses required during Council transition, including but not limited to the payment of severance for Members of Council and their staff, the set-up of transition offices and payment of transition staff, and other transition-related expenses, as set out in Attachment 3 of the report (May 29, 2012) from the Deputy Mayor and the City Clerk.

 

8.         City Council amend Municipal Code Chapter 227 (Reserve and Reserve Funds) as per Parts 6 and 7 above.

 

9.         City Council approve the provision of BlackBerry smart phones and mobile tablets and associated voice and data plans to Councillors as standard equipment funded from the Council General Expense Budget.

 

 10.      City Council approve that expenses related to electronic equipment be charged to the global Council budget including any roaming charges provided the Councillor has notified the appropriate City staff and roaming plans have been set up for the Councillor, prior to leaving the City.

 

11.       City Council approve the Policy for Councillor Use of Civic Space set out in Attachment 4 of the report (May 29, 2012) from the Deputy Mayor and the City Clerk, and direct the City Manager to implement the policy effective September 1, 2012, and amend divisional permit policies, procedures and rates accordingly, as amended by the following:

 

a.         the provision of a constituency office, within a civic centre (including City Hall) or within the Councillors' respective Wards, to be funded from the General Council Account, and further, that staff develop appropriate parameters for these spaces.

 

b.         by deleting the following bullet point under the heading "Denial of Use":

 

                              Bullet point to be deleted

 

Division Heads may deny Councillors’ use of facilities under their control if Councillors have contravened this Policy.

 

and replacing it with the following new bullet point: 

 

Should a Councillor contravene the use of facilities policy, the division head will discuss the correct use of the policy with the affected Councillor.

 

12.       City Council request City agencies, including but not limited to the Toronto Public Library, the Toronto Parking Authority and the Toronto Transit Commission, to review the City's Policy on Councillor Use of Civic Space and adopt similar policies for facilities under their control.

 

13.       City Council approve the Policy on Use of City Resources during an Election set out in Attachment 5 of the report (May 29, 2012) from the Deputy Mayor and the City Clerk, and direct the City Manager and the Accountability Officers to implement the policy effective immediately.

 

14.       City Council request the City Manager to report on the application of the Policy on Use of City Resources during an Election to City agencies and corporations, for implementation for the 2014 Municipal Election.

 

15.       City Council amend the last bullet of Section 5 (Allowable Expenses - Legal Fees) of the Constituency Services and Office Budget Policy dated May, 2012 (Attachment 6 to the report (May 29, 2012) from the Deputy Mayor and the City Clerk), by deleting "Fees related to first consultation for Code of Conduct investigations (limit $500)" and inserting "Fees related to informal complaints (part A) and formal complaints (part B) of the Code of Conduct Complaint Protocol for Members of Council" so that it now reads as follows:

 

Fees related to informal complaints (part A) and formal complaints (part B) of the Code of Conduct Complaint Protocol for Members of Council [per City Council decision at its meeting on July 15, 16 and 17, 2008, on the Integrity Commissioner's report titled “Report on Issues Arising Out of Operation of Members Code of Conduct and Complaint Protocol"]

 

and City Council request the Integrity Commissioner to review and report to Council on suggested corresponding changes in the Code of Conduct Complaint Protocol for Members of Council.

 

16.       City Council direct that the change in Part 15 above be retroactive to January 1, 2012.

 

17.       City Council amend the Constituency Services and Office Budget Policy dated May, 2012 (Attachment 6 to the report (May 29, 2012) from the Deputy Mayor and the City Clerk) as follows:

 

a.         by adding to Section 2.4 (Introduction – Program Budget) the following new bullet point:

 

Office expense budgets are subject to an annual CPI increase.

  

b.         by amending the first bullet point in Section 4.7(b) (Councillor Expenses during an Election Year – Specific Limitations) by adding the words "after the nomination deadline" after the word "announced" so that it now reads as follows:

 

Once a Councillor has announced after the nomination deadline they are not seeking re-election and plan to retire from office at the end of the term, the Councillor will not be permitted to use City funds to:

 

Increase the salary of their staff

Buy furniture and equipment for the office

Attend conferences, seminars or undertake business travel

Trade furniture with other Councillors

 

c.         by deleting the word "basic" in the first and second bullet points in Section 5, Allowable Expenses (Internet Services) under the heading "Eligible Expenses" so they now read as follows:

 

High-speed internet connection for Constituency Office

High-speed internet connection for Home Office

 

d.         by moving the following bullet point from Section 5, Allowable Expenses (Internet Services) under the heading "Ineligible Expenses" to Section 5, Allowable Expenses (Internet Services) under the heading "Eligible Expenses":

 

Fees to enhance bandwidth and transmission speed

 

18.       City Council amend the Constituency Services and Office Budget Policy dated May, 2012 (Attachment 6 to the report (May 29, 2012) from the Deputy Mayor and the City Clerk) as follows:

 

a.           by adding to Appendix 1, Part 3 (Office Operations) and to Section 5, Allowable Expenses (Newsletters and Flyers) the following new bullet point:

 

Each Councillor be entitled to an amount equivalent to the cost of postage or delivery by other means of one newsletter to all households within the ward, based on the 2011 census information, and at a rate not to exceed the current Canada Post standard admail rate, paid for from the Council General Expense Budget.

 

19.       City Council request the City Manager to report back to City Council on October 30, 2012 on the feasibility of providing additional funds to be applied to the office budgets of Councillors who have more than 60,000 constituents.

Background Information (Committee)

(May 29, 2012) Report from the Deputy Mayor and the City Clerk on Policy Changes to Facilitate Councillor Office Operations
https://www.toronto.ca/legdocs/mmis/2012/ex/bgrd/backgroundfile-48022.pdf
Attachment 1 - Furniture, Configuration and Equipment Standard for Councillor Offices
https://www.toronto.ca/legdocs/mmis/2012/ex/bgrd/backgroundfile-48023.pdf
Attachment 2 - Council Furniture and Equipment Reserve
https://www.toronto.ca/legdocs/mmis/2012/ex/bgrd/backgroundfile-48024.pdf
Attachment 3 - Council Transition Reserve
https://www.toronto.ca/legdocs/mmis/2012/ex/bgrd/backgroundfile-48025.pdf
Attachment 4 - Policy on Councillor Use of Civic Space
https://www.toronto.ca/legdocs/mmis/2012/ex/bgrd/backgroundfile-48026.pdf
Attachment 5 - Policy on Use of City Resources during an Election
https://www.toronto.ca/legdocs/mmis/2012/ex/bgrd/backgroundfile-48027.pdf
Attachment 6 - Annotated revised Councillor Expense Policy
https://www.toronto.ca/legdocs/mmis/2012/ex/bgrd/backgroundfile-48028.pdf

Motions (City Council)

1 - Motion to Amend Item moved by Councillor Joe Mihevc (Carried)

That City Council approve the provision of a constituency office, within a civic centre (including City Hall) or within the Councillors' respective Wards, to be funded from the General Council Account, and further, that staff develop appropriate parameters for these spaces.

Vote (Amend Item) Jul-11-2012 7:52 PM

Result: Carried Majority Required - EX21.9 - Mihevc - Motion 1
Total members that voted Yes: 27 Members that voted Yes are Paul Ainslie, Maria Augimeri, Raymond Cho, Josh Colle, Vincent Crisanti, Janet Davis, Glenn De Baeremaeker, Sarah Doucette, John Filion, Paula Fletcher, Mary Fragedakis, Mike Layton, Gloria Lindsay Luby, Giorgio Mammoliti, Josh Matlow, Pam McConnell, Mary-Margaret McMahon, Joe Mihevc, Cesar Palacio, John Parker, James Pasternak, Anthony Perruzza, Jaye Robinson, David Shiner, Karen Stintz, Adam Vaughan, Kristyn Wong-Tam
Total members that voted No: 16 Members that voted No are Ana Bail„o, Michelle Berardinetti, Shelley Carroll, Gary Crawford, Mike Del Grande, Doug Ford, Rob Ford, Mark Grimes, Doug Holyday, Norman Kelly, Chin Lee, Peter Milczyn, Denzil Minnan-Wong, Frances Nunziata (Chair), Gord Perks, Michael Thompson
Total members that were Absent: 2 Members that were absent are Frank Di Giorgio, Ron Moeser

2a - Motion to Amend Item moved by Councillor Giorgio Mammoliti (Carried)

That:

 

1.         City Council amend the last bullet of Section 5 (Allowable Expenses - Legal Fees) of the Councillor Expenses Policy dated May, 2012 (Attachment 6 to the report (May 29, 2012) from the Deputy Mayor and the City Clerk), by deleting "Fees related to first consultation for Code of Conduct investigations (limit $500)" and inserting "Fees related to informal complaints (part A) and formal complaints (part B) of the Code of Conduct Complaint Protocol for Members of Council" so that it now reads as follows:

 

Fees related to informal complaints (part A) and formal complaints (part B) of the Code of Conduct Complaint Protocol for Members of Council [per City Council decision at its meeting on July 15, 16 and 17, 2008, on the Integrity Commissioner's report titled “Report on Issues Arising Out of Operation of Members Code of Conduct and Complaint Protocol"]

 

2.         City Council direct that the change in Recommendation 1 above be retroactive to January 1, 2012.

Vote (Amend Item) Jul-11-2012 7:53 PM

Result: Carried Majority Required - EX21.9 - Motion 2a - Mammoliti
Total members that voted Yes: 24 Members that voted Yes are Maria Augimeri, Ana Bail„o, Shelley Carroll, Josh Colle, Gary Crawford, Vincent Crisanti, Glenn De Baeremaeker, Sarah Doucette, Paula Fletcher, Mary Fragedakis, Norman Kelly, Gloria Lindsay Luby, Giorgio Mammoliti, Pam McConnell, Mary-Margaret McMahon, Joe Mihevc, Cesar Palacio, James Pasternak, Anthony Perruzza, David Shiner, Karen Stintz, Michael Thompson, Adam Vaughan, Kristyn Wong-Tam
Total members that voted No: 19 Members that voted No are Paul Ainslie, Michelle Berardinetti, Raymond Cho, Janet Davis, Mike Del Grande, John Filion, Doug Ford, Rob Ford, Mark Grimes, Doug Holyday, Mike Layton, Chin Lee, Josh Matlow, Peter Milczyn, Denzil Minnan-Wong, Frances Nunziata (Chair), John Parker, Gord Perks, Jaye Robinson
Total members that were Absent: 2 Members that were absent are Frank Di Giorgio, Ron Moeser

2b - Motion to Amend Item (Additional) moved by Councillor Giorgio Mammoliti (Carried)

That City Council request the Integrity Commissioner to review and report to Council on suggested corresponding changes in the Code of Conduct Complaint Protocol for Members of Council.

Vote (Amend Item (Additional)) Jul-11-2012 7:54 PM

Result: Carried Majority Required - EX21.9 - Mammoliti - motion 2b
Total members that voted Yes: 35 Members that voted Yes are Maria Augimeri, Ana Bail„o, Michelle Berardinetti, Shelley Carroll, Raymond Cho, Josh Colle, Gary Crawford, Vincent Crisanti, Glenn De Baeremaeker, Sarah Doucette, John Filion, Doug Ford, Mary Fragedakis, Mark Grimes, Doug Holyday, Norman Kelly, Chin Lee, Gloria Lindsay Luby, Giorgio Mammoliti, Pam McConnell, Mary-Margaret McMahon, Joe Mihevc, Peter Milczyn, Denzil Minnan-Wong, Frances Nunziata (Chair), Cesar Palacio, John Parker, James Pasternak, Anthony Perruzza, Jaye Robinson, David Shiner, Karen Stintz, Michael Thompson, Adam Vaughan, Kristyn Wong-Tam
Total members that voted No: 8 Members that voted No are Paul Ainslie, Janet Davis, Mike Del Grande, Paula Fletcher, Rob Ford, Mike Layton, Josh Matlow, Gord Perks
Total members that were Absent: 2 Members that were absent are Frank Di Giorgio, Ron Moeser

3a - Motion to Amend Item moved by Councillor Mike Del Grande (Redundant)

That:

 

1.         City Council amend the Councillor Expense Policy dated May, 2012 (Attachment 6 to the report (May 29, 2012) from the Deputy Mayor and the City Clerk) as follows:

 

a.         by deleting the following words "to a maximum of $400 per month" in Section 5, Allowable Expenses (Constituency Office Expenses - City-owned and agency owned Space) under the heading "Constituency Office Space at City Hall, Civic Centre or other City owned or agency –owned Space" so it now reads as follows:

  

City Council has approved the lease rate as 80 cents per square foot.

Ruling by Speaker Frances Nunziata
Speaker Nunziata ruled motion 3a by Councillor Del Grande redundant due to Council's adoption of motion 1 by Councillor Mihevc.


3b - Motion to Receive Item moved by Councillor Mike Del Grande (Lost)
That the item be received for information.

Vote (Receive Item) Jul-11-2012 7:51 PM

Result: Lost Majority Required - EX21.9 - Motion 3b - Receive the item
Total members that voted Yes: 14 Members that voted Yes are Michelle Berardinetti, Josh Colle, Gary Crawford, Vincent Crisanti, Mike Del Grande, Rob Ford, Norman Kelly, Mary-Margaret McMahon, Peter Milczyn, Denzil Minnan-Wong, Frances Nunziata (Chair), John Parker, Jaye Robinson, David Shiner
Total members that voted No: 28 Members that voted No are Paul Ainslie, Maria Augimeri, Ana Bail„o, Shelley Carroll, Raymond Cho, Janet Davis, Glenn De Baeremaeker, Sarah Doucette, John Filion, Paula Fletcher, Doug Ford, Mary Fragedakis, Mark Grimes, Doug Holyday, Mike Layton, Chin Lee, Gloria Lindsay Luby, Giorgio Mammoliti, Josh Matlow, Pam McConnell, Joe Mihevc, Cesar Palacio, James Pasternak, Gord Perks, Anthony Perruzza, Michael Thompson, Adam Vaughan, Kristyn Wong-Tam
Total members that were Absent: 3 Members that were absent are Frank Di Giorgio, Ron Moeser, Karen Stintz

4 - Motion to Amend Item moved by Councillor Adam Vaughan (Carried)

That expenses related to electronic equipment be charged to the global Council budget including any roaming charges provided the Councillor has notified the appropriate City staff and roaming plans have been set up for the Councillor, prior to leaving the City.

Vote (Amend Item) Jul-11-2012 7:56 PM

Result: Carried Majority Required - EX21.9 - Vaughan - motion 4
Total members that voted Yes: 29 Members that voted Yes are Maria Augimeri, Ana Bail„o, Shelley Carroll, Raymond Cho, Josh Colle, Gary Crawford, Vincent Crisanti, Janet Davis, Glenn De Baeremaeker, Sarah Doucette, John Filion, Mary Fragedakis, Mike Layton, Gloria Lindsay Luby, Josh Matlow, Pam McConnell, Mary-Margaret McMahon, Joe Mihevc, Peter Milczyn, Denzil Minnan-Wong, John Parker, James Pasternak, Gord Perks, Anthony Perruzza, Jaye Robinson, Karen Stintz, Michael Thompson, Adam Vaughan, Kristyn Wong-Tam
Total members that voted No: 14 Members that voted No are Paul Ainslie, Michelle Berardinetti, Mike Del Grande, Paula Fletcher, Doug Ford, Rob Ford, Mark Grimes, Doug Holyday, Norman Kelly, Chin Lee, Giorgio Mammoliti, Frances Nunziata (Chair), Cesar Palacio, David Shiner
Total members that were Absent: 2 Members that were absent are Frank Di Giorgio, Ron Moeser

5a - Motion to Amend Item moved by Councillor Gloria Lindsay Luby (Carried)

That: 

 

1.         City Council amend the Councillor Expense Policy dated May, 2012 (Attachment 6 to the report (May 29, 2012) from the Deputy Mayor and the City Clerk) as follows and authorize the City Clerk to make the corresponding updates to the Introduction Section of the Council Expense Policy as required:

 

a.         by adding to Section 2.4 (Introduction – Program Budget) the following new bullet point:

 

Office expense budgets are subject to an annual CPI increase.

   

b.          by amending the first bullet point in Section 4.7(b) (Councillor Expenses during an Election Year – Specific Limitations) by adding the words "after the nomination deadline" after the word "announced" so that it now reads as follows:

 

Once a Councillor has announced after the nomination deadline they are not seeking re-election and plan to retire from office at the end of the term, the Councillor will not be permitted to use City funds to:

 

Increase the salary of their staff

                                                Buy furniture and equipment for the office

                                                Attend conferences, seminars or undertake business travel

                                                Trade furniture with other Councillors

 

c.         By deleting the word "basic" in the first and second bullet points in Section 5, Allowable Expenses (Internet Services) under the heading "Eligible Expenses" so they now read as follows:

 

High-speed internet connection for Constituency Office

High-speed internet connection for Home Office

 

d.         By moving the following bullet point from Section 5, Allowable Expenses (Internet Services) under the heading "Ineligible Expenses" to Section 5, Allowable Expenses (Internet Services) under the heading "Eligible Expenses":

 

Fees to enhance bandwidth and transmission speed

 

2.         City Council amend the Policy on Councillor Use of Civic Space (Attachment 4 to the report (May 29, 2012) from the Deputy Mayor and the City Clerk) as follows and authorize the City Clerk to make the corresponding updates to the Introduction Section of the Council Expense Policy as required:

 

               a.      By deleting the following bullet point under the heading "Denial of Use":

 

                           Bullet point to be deleted

 

Division Heads may deny Councillors’ use of facilities under their control if Councillors have contravened this Policy.

 

and replacing it with the following new bullet point: 

 

Should a Councillor contravene the use of facilities policy, the division head will discuss the correct use of the policy with the affected Councillor.

Vote (Amend Item) Jul-11-2012 7:57 PM

Result: Carried Majority Required - EX21.9 - Lindsay Luby - motion 5a Part 1a
Total members that voted Yes: 24 Members that voted Yes are Maria Augimeri, Raymond Cho, Gary Crawford, Vincent Crisanti, Janet Davis, Glenn De Baeremaeker, Sarah Doucette, John Filion, Paula Fletcher, Norman Kelly, Mike Layton, Chin Lee, Gloria Lindsay Luby, Pam McConnell, Mary-Margaret McMahon, Joe Mihevc, John Parker, James Pasternak, Gord Perks, Anthony Perruzza, David Shiner, Karen Stintz, Adam Vaughan, Kristyn Wong-Tam
Total members that voted No: 19 Members that voted No are Paul Ainslie, Ana Bail„o, Michelle Berardinetti, Shelley Carroll, Josh Colle, Mike Del Grande, Doug Ford, Rob Ford, Mary Fragedakis, Mark Grimes, Doug Holyday, Giorgio Mammoliti, Josh Matlow, Peter Milczyn, Denzil Minnan-Wong, Frances Nunziata (Chair), Cesar Palacio, Jaye Robinson, Michael Thompson
Total members that were Absent: 2 Members that were absent are Frank Di Giorgio, Ron Moeser

Vote (Amend Item) Jul-11-2012 7:58 PM

Result: Carried Majority Required - EX21.9 - Lindsay Luby - balance of motion 5a
Total members that voted Yes: 34 Members that voted Yes are Paul Ainslie, Maria Augimeri, Ana Bail„o, Michelle Berardinetti, Shelley Carroll, Raymond Cho, Josh Colle, Gary Crawford, Vincent Crisanti, Janet Davis, Glenn De Baeremaeker, Sarah Doucette, John Filion, Paula Fletcher, Mary Fragedakis, Norman Kelly, Mike Layton, Chin Lee, Gloria Lindsay Luby, Giorgio Mammoliti, Josh Matlow, Pam McConnell, Joe Mihevc, Denzil Minnan-Wong, Cesar Palacio, John Parker, James Pasternak, Gord Perks, Anthony Perruzza, David Shiner, Karen Stintz, Michael Thompson, Adam Vaughan, Kristyn Wong-Tam
Total members that voted No: 9 Members that voted No are Mike Del Grande, Doug Ford, Rob Ford, Mark Grimes, Doug Holyday, Mary-Margaret McMahon, Peter Milczyn, Frances Nunziata (Chair), Jaye Robinson
Total members that were Absent: 2 Members that were absent are Frank Di Giorgio, Ron Moeser

5b - Motion to Amend Item moved by Councillor Gloria Lindsay Luby (Carried)

That City Council delete Executive Committee Recommendation 2 with respect to travel costs for attendance at FCM and instead adopt the original proposed policy as follows:

 

"Councillors who are not Board or Committee members of the Federation of Canadian Municipalities and incur travel costs associated with attending the Annual Conference of the Federation of Canadian Municipalities may be reimbursed for these costs from the Council Business Travel Budget".

Vote (Amend Item) Jul-11-2012 7:59 PM

Result: Carried Majority Required - EX21.9 - Motion 5B - Lindsay Luby
Total members that voted Yes: 27 Members that voted Yes are Maria Augimeri, Ana Bail„o, Shelley Carroll, Raymond Cho, Josh Colle, Gary Crawford, Vincent Crisanti, Janet Davis, Glenn De Baeremaeker, Sarah Doucette, John Filion, Paula Fletcher, Mary Fragedakis, Mike Layton, Gloria Lindsay Luby, Giorgio Mammoliti, Josh Matlow, Pam McConnell, Mary-Margaret McMahon, Joe Mihevc, John Parker, Gord Perks, Anthony Perruzza, Karen Stintz, Michael Thompson, Adam Vaughan, Kristyn Wong-Tam
Total members that voted No: 16 Members that voted No are Paul Ainslie, Michelle Berardinetti, Mike Del Grande, Doug Ford, Rob Ford, Mark Grimes, Doug Holyday, Norman Kelly, Chin Lee, Peter Milczyn, Denzil Minnan-Wong, Frances Nunziata (Chair), Cesar Palacio, James Pasternak, Jaye Robinson, David Shiner
Total members that were Absent: 2 Members that were absent are Frank Di Giorgio, Ron Moeser

6 - Motion to Amend Item moved by Councillor Mary Fragedakis (Lost)

That City Council delete Executive Committee Recommendation 1 with respect to donations to community groups and instead adopt the original proposed policy, in Section 5, Appendix 6 of the Councillor Expense Policy, as follows:

 

"That Community Expense - Donation to Community Groups be an eligible expense category."

Vote (Amend Item) Jul-11-2012 8:00 PM

Result: Lost Majority Required - EX21.9 - Motion 6 - Fragedakis
Total members that voted Yes: 21 Members that voted Yes are Maria Augimeri, Raymond Cho, Gary Crawford, Vincent Crisanti, Janet Davis, Glenn De Baeremaeker, John Filion, Paula Fletcher, Mary Fragedakis, Norman Kelly, Mike Layton, Gloria Lindsay Luby, Pam McConnell, Joe Mihevc, Denzil Minnan-Wong, Cesar Palacio, John Parker, James Pasternak, Anthony Perruzza, David Shiner, Michael Thompson
Total members that voted No: 22 Members that voted No are Paul Ainslie, Ana Bail„o, Michelle Berardinetti, Shelley Carroll, Josh Colle, Mike Del Grande, Sarah Doucette, Doug Ford, Rob Ford, Mark Grimes, Doug Holyday, Chin Lee, Giorgio Mammoliti, Josh Matlow, Mary-Margaret McMahon, Peter Milczyn, Frances Nunziata (Chair), Gord Perks, Jaye Robinson, Karen Stintz, Adam Vaughan, Kristyn Wong-Tam
Total members that were Absent: 2 Members that were absent are Frank Di Giorgio, Ron Moeser

7 - Motion to Amend Item moved by Councillor John Filion (Carried)

That:

 

1.         City Council amend the Councillor Expense Policy dated May, 2012 (Attachment 6 to the report (May 29, 2012) from the Deputy Mayor and the City Clerk) as follows and authorize the City Clerk to make the corresponding updates to the Introduction Section of the Council Expense Policy as required:

 

a.           by adding to Appendix 1, Part 3 (Office Operations) and to Section 5, Allowable Expenses (Newsletters and Flyers) the following new bullet point:

 

Each Councillor be entitled to an amount equivalent to the cost of postage or delivery by other means of one newsletter to all households within the ward, based on the 2011 census information, and at a rate not to exceed the current Canada Post standard admail rate, paid for from the Council General Expense Budget.

Vote (Amend Item) Jul-11-2012 8:01 PM

Result: Carried Majority Required - EX21.9 - Motion 7 - Filion
Total members that voted Yes: 26 Members that voted Yes are Maria Augimeri, Michelle Berardinetti, Shelley Carroll, Raymond Cho, Janet Davis, Glenn De Baeremaeker, Sarah Doucette, John Filion, Paula Fletcher, Mary Fragedakis, Mike Layton, Chin Lee, Giorgio Mammoliti, Josh Matlow, Pam McConnell, Joe Mihevc, Peter Milczyn, Cesar Palacio, John Parker, James Pasternak, Gord Perks, Anthony Perruzza, David Shiner, Karen Stintz, Adam Vaughan, Kristyn Wong-Tam
Total members that voted No: 17 Members that voted No are Paul Ainslie, Ana Bail„o, Josh Colle, Gary Crawford, Vincent Crisanti, Mike Del Grande, Doug Ford, Rob Ford, Mark Grimes, Doug Holyday, Norman Kelly, Gloria Lindsay Luby, Mary-Margaret McMahon, Denzil Minnan-Wong, Frances Nunziata (Chair), Jaye Robinson, Michael Thompson
Total members that were Absent: 2 Members that were absent are Frank Di Giorgio, Ron Moeser

8 - Motion to Amend Item moved by Councillor Sarah Doucette (Carried)

That City Council amend Executive Committee Recommendation 1 to reads as follows:

 

1.         Councillor donations to community groups be an ineligible expense with the exception of donations to groups for use of space for a Town Hall meeting if the organization does not charge rent for their facility and Section 5 (Allowable Expenses) of the Councillor Expense Policy dated May, 2012 (Attachment 6 of the report (May 29, 2012) from the Deputy Mayor and the City Clerk), be amended accordingly.

Vote (Amend Item) Jul-11-2012 8:02 PM

Result: Carried Majority Required - EX21.9 - Motion 8 - Doucette
Total members that voted Yes: 26 Members that voted Yes are Maria Augimeri, Ana Bail„o, Shelley Carroll, Raymond Cho, Josh Colle, Janet Davis, Glenn De Baeremaeker, Sarah Doucette, John Filion, Paula Fletcher, Mary Fragedakis, Norman Kelly, Mike Layton, Chin Lee, Gloria Lindsay Luby, Josh Matlow, Pam McConnell, Joe Mihevc, Denzil Minnan-Wong, John Parker, Gord Perks, Anthony Perruzza, Karen Stintz, Michael Thompson, Adam Vaughan, Kristyn Wong-Tam
Total members that voted No: 17 Members that voted No are Paul Ainslie, Michelle Berardinetti, Gary Crawford, Vincent Crisanti, Mike Del Grande, Doug Ford, Rob Ford, Mark Grimes, Doug Holyday, Giorgio Mammoliti, Mary-Margaret McMahon, Peter Milczyn, Frances Nunziata (Chair), Cesar Palacio, James Pasternak, Jaye Robinson, David Shiner
Total members that were Absent: 2 Members that were absent are Frank Di Giorgio, Ron Moeser

9 - Motion to Amend Item (Additional) moved by Councillor Raymond Cho (Carried)

That City Council request the City Manager to report back to City Council on October 30, 2012 on the feasibility of providing additional funds to be applied to the office budgets of Councillors who have more than 60,000 constituents.

Vote (Amend Item (Additional)) Jul-11-2012 8:03 PM

Result: Carried Majority Required - EX21.9 - Cho - motion 9
Total members that voted Yes: 27 Members that voted Yes are Maria Augimeri, Ana Bail„o, Shelley Carroll, Raymond Cho, Janet Davis, Glenn De Baeremaeker, Sarah Doucette, John Filion, Paula Fletcher, Mary Fragedakis, Norman Kelly, Mike Layton, Chin Lee, Gloria Lindsay Luby, Josh Matlow, Pam McConnell, Joe Mihevc, Peter Milczyn, Cesar Palacio, John Parker, James Pasternak, Gord Perks, Anthony Perruzza, Karen Stintz, Michael Thompson, Adam Vaughan, Kristyn Wong-Tam
Total members that voted No: 16 Members that voted No are Paul Ainslie, Michelle Berardinetti, Josh Colle, Gary Crawford, Vincent Crisanti, Mike Del Grande, Doug Ford, Rob Ford, Mark Grimes, Doug Holyday, Giorgio Mammoliti, Mary-Margaret McMahon, Denzil Minnan-Wong, Frances Nunziata (Chair), Jaye Robinson, David Shiner
Total members that were Absent: 2 Members that were absent are Frank Di Giorgio, Ron Moeser

10 - Motion to Amend Item moved by Councillor Paula Fletcher (Carried)

That City Council change the "Councillor Expense Policy" instead to "Constituency Services and Office Budget".

Vote (Amend Item) Jul-11-2012 8:04 PM

Result: Carried Majority Required - EX21.9 - Fletcher - motion 10
Total members that voted Yes: 36 Members that voted Yes are Maria Augimeri, Ana Bail„o, Michelle Berardinetti, Shelley Carroll, Raymond Cho, Josh Colle, Gary Crawford, Vincent Crisanti, Janet Davis, Glenn De Baeremaeker, Sarah Doucette, John Filion, Paula Fletcher, Mary Fragedakis, Mark Grimes, Norman Kelly, Mike Layton, Chin Lee, Gloria Lindsay Luby, Giorgio Mammoliti, Josh Matlow, Pam McConnell, Mary-Margaret McMahon, Joe Mihevc, Frances Nunziata (Chair), Cesar Palacio, John Parker, James Pasternak, Gord Perks, Anthony Perruzza, Jaye Robinson, David Shiner, Karen Stintz, Michael Thompson, Adam Vaughan, Kristyn Wong-Tam
Total members that voted No: 7 Members that voted No are Paul Ainslie, Mike Del Grande, Doug Ford, Rob Ford, Doug Holyday, Peter Milczyn, Denzil Minnan-Wong
Total members that were Absent: 2 Members that were absent are Frank Di Giorgio, Ron Moeser

11 - Motion to Amend Item moved by Councillor Glenn De Baeremaeker (Redundant)

That City Council amend the Councillor Expense Policy dated May, 2012 (Attachment 6 to the report (May 29, 2012) from the Deputy Mayor and the City Clerk) as follows:

 

a.         by adding the following bullet point in Section 5, Allowable Expenses (Constituency Office Expenses - City-owned and agency owned Space) under the heading "Constituency Office Space at City Hall, Civic Centre or other City owned or agency –owned Space" and in Section 5, Allowable Expenses (Constituency Office Expenses – non City-owned or non agency owned Space) under the heading "Other information about Constituency Offices on non City-owned or non agency-owned space":

 

-           Councillors can choose to use up to $20,000 of their annual Staff Salary Budget to pay for constituency office lease expenses

Ruling by Speaker Frances Nunziata
Speaker Nunziata ruled motion 11 by Councillor de Baeremaeker redundant due to Council's adoption of motion 1 by Councillor Mihevc.


12 - Motion to Amend Item moved by Deputy Mayor Doug Holyday (Carried)

That City Council delete Executive Committee Recommendation 3:

 

Recommendation to be deleted

 

 3.        City Council amend Section 4.7(b) Councillor Expenses during an Election Year, Specific Limitations of the Councillor Expense Policy dated May, 2012 (Attachment 6 of the report (May 29, 2012) from the Deputy Mayor and the City Clerk), by deleting "August 1" and replacing with "Labour Day".

Vote (Amend Item) Jul-11-2012 8:05 PM

Result: Carried Majority Required - EX21.9 - Holyday - motion 12
Total members that voted Yes: 23 Members that voted Yes are Paul Ainslie, Ana Bail„o, Michelle Berardinetti, Shelley Carroll, Gary Crawford, Janet Davis, Doug Ford, Rob Ford, Mark Grimes, Doug Holyday, Mike Layton, Giorgio Mammoliti, Josh Matlow, Mary-Margaret McMahon, Peter Milczyn, Denzil Minnan-Wong, Frances Nunziata (Chair), Gord Perks, Jaye Robinson, David Shiner, Karen Stintz, Michael Thompson, Kristyn Wong-Tam
Total members that voted No: 20 Members that voted No are Maria Augimeri, Raymond Cho, Josh Colle, Vincent Crisanti, Glenn De Baeremaeker, Mike Del Grande, Sarah Doucette, John Filion, Paula Fletcher, Mary Fragedakis, Norman Kelly, Chin Lee, Gloria Lindsay Luby, Pam McConnell, Joe Mihevc, Cesar Palacio, John Parker, James Pasternak, Anthony Perruzza, Adam Vaughan
Total members that were Absent: 2 Members that were absent are Frank Di Giorgio, Ron Moeser

Motion to Adopt Item as Amended (Carried)

Vote (Adopt Item as Amended) Jul-11-2012 8:06 PM

Result: Carried Majority Required - EX21.9 - Adopt the item as amended
Total members that voted Yes: 34 Members that voted Yes are Paul Ainslie, Maria Augimeri, Ana Bail„o, Michelle Berardinetti, Shelley Carroll, Raymond Cho, Josh Colle, Vincent Crisanti, Janet Davis, Glenn De Baeremaeker, Sarah Doucette, John Filion, Mary Fragedakis, Mark Grimes, Mike Layton, Chin Lee, Gloria Lindsay Luby, Giorgio Mammoliti, Josh Matlow, Pam McConnell, Mary-Margaret McMahon, Joe Mihevc, Peter Milczyn, Cesar Palacio, John Parker, James Pasternak, Gord Perks, Anthony Perruzza, Jaye Robinson, David Shiner, Karen Stintz, Michael Thompson, Adam Vaughan, Kristyn Wong-Tam
Total members that voted No: 9 Members that voted No are Gary Crawford, Mike Del Grande, Paula Fletcher, Doug Ford, Rob Ford, Doug Holyday, Norman Kelly, Denzil Minnan-Wong, Frances Nunziata (Chair)
Total members that were Absent: 2 Members that were absent are Frank Di Giorgio, Ron Moeser

a - Motion to Extend Speaking Time (Carried)

Speaker Nunziata proposed that Councillor Mammoliti's speaking time be extended so that he could complete his remarks.

Vote (Extend Speaking Time) Jul-11-2012 12:27 PM

Result: Carried Majority Required - EX21.9 - Extend Councillor Mammoliti's speaking time
Total members that voted Yes: 34 Members that voted Yes are Paul Ainslie, Shelley Carroll, Raymond Cho, Josh Colle, Gary Crawford, Vincent Crisanti, Janet Davis, Glenn De Baeremaeker, Mike Del Grande, Frank Di Giorgio, Sarah Doucette, Paula Fletcher, Rob Ford, Mary Fragedakis, Mark Grimes, Doug Holyday, Norman Kelly, Mike Layton, Chin Lee, Gloria Lindsay Luby, Giorgio Mammoliti, Josh Matlow, Mary-Margaret McMahon, Frances Nunziata (Chair), Cesar Palacio, John Parker, James Pasternak, Gord Perks, Anthony Perruzza, David Shiner, Karen Stintz, Michael Thompson, Adam Vaughan, Kristyn Wong-Tam
Total members that voted No: 0 Members that voted No are
Total members that were Absent: 11 Members that were absent are Maria Augimeri, Ana Bail„o, Michelle Berardinetti, John Filion, Doug Ford, Pam McConnell, Joe Mihevc, Peter Milczyn, Denzil Minnan-Wong, Ron Moeser, Jaye Robinson

b - Motion to Extend Speaking Time (Carried)

Speaker Nunziata proposed that Deputy Mayor Holyday's speaking time be extended so that he could complete his remarks.

Vote (Extend Speaking Time) Jul-11-2012 7:44 PM

Result: Carried Majority Required - EX21.9 - Extend Deputy Mayor Holyday's speaking time
Total members that voted Yes: 38 Members that voted Yes are Paul Ainslie, Maria Augimeri, Ana Bail„o, Michelle Berardinetti, Shelley Carroll, Raymond Cho, Gary Crawford, Vincent Crisanti, Janet Davis, Glenn De Baeremaeker, Mike Del Grande, Sarah Doucette, John Filion, Doug Ford, Rob Ford, Mary Fragedakis, Doug Holyday, Norman Kelly, Mike Layton, Chin Lee, Gloria Lindsay Luby, Giorgio Mammoliti, Josh Matlow, Pam McConnell, Mary-Margaret McMahon, Joe Mihevc, Peter Milczyn, Denzil Minnan-Wong, Frances Nunziata (Chair), Cesar Palacio, John Parker, James Pasternak, Gord Perks, Anthony Perruzza, Jaye Robinson, David Shiner, Michael Thompson, Kristyn Wong-Tam
Total members that voted No: 2 Members that voted No are Paula Fletcher, Mark Grimes
Total members that were Absent: 5 Members that were absent are Josh Colle, Frank Di Giorgio, Ron Moeser, Karen Stintz, Adam Vaughan

EX21.9 - Policy Changes to Facilitate Councillor Office Operations

Decision Type:
ACTION
Status:
Amended
Wards:
All

Committee Recommendations

The Executive Committee recommends that:

 

1.         Councillor donations to community groups be an ineligible expense and Section 5 (Allowable Expenses) of the Councillor Expense Policy dated May, 2012 (Attachment 6 of the report (May 29, 2012) from the Deputy Mayor and the City Clerk), be amended by deleting Community Expense-Donations to Community Groups as an expense category.

 

2.         Councillors who are not Board or Committee Members of the Federation of Canadian Municipalities (FCM) fund the attendance of the Annual Conference from their Office Expense Budget and that Section 5, Appendix 1 (Allowable Expenses - Resources Available/Allocated to Councillors) of the Councillor Expense Policy dated May, 2012 (Attachment 6 of the report (May 29, 2012) from the Deputy Mayor and the City Clerk), be amended so that the last bullet, which reads:

 

"Councillors who are not Board or Committee members of the Federation of Canadian Municipalities and incur travel costs associated with attending the Annual Conference of the Federation of Canadian Municipalities may be reimbursed for these costs from the Council Business Travel Budget"

 

is deleted and replaced with:

 

"Councillors who are not Board or Committee Members of the Federation of Canadian Municipalities and attend the Annual Conference will fund the cost for the conference from their Office Expense Budget."

 

 3.        City Council amend Section 4.7(b) Councillor Expenses during an Election Year, Specific Limitations of the Councillor Expense Policy dated May, 2012 (Attachment 6 of the report (May 29, 2012) from the Deputy Mayor and the City Clerk), by deleting "August 1" and replacing with "Labour Day".

 

4.         City Council approve the Furniture, Configuration and Equipment Standard for Councillor Offices set out in Attachment 1 of the report (May 29, 2012) from the Deputy Mayor and the City Clerk.

 

5.         City Council approve the renaming of the Government Relations Reserve (XQ0009) to the Council Furniture and Equipment Reserve and change the purpose to receive, hold and be drawn on to provide for the state of good repair and replacement of furniture and offices of Members of Council at City Hall, or constituency offices at civic centres or other properties, as set out in Attachment 2 of the report (May 29, 2012) from the Deputy Mayor and the City Clerk.

 

6.         City Council approve the renaming of the Councillors' Severance Reserve (XQ0010) to the Council Transition Reserve and change the purpose to receive, hold and be drawn on to provide for the expenses required during Council transition, including but not limited to the payment of severance for Members of Council and their staff, the set-up of transition offices and payment of transition staff, and other transition-related expenses, as set out in Attachment 3 of the report (May 29, 2012) from the Deputy Mayor and the City Clerk.

 

7.         City Council amend Municipal Code Chapter 227 (Reserve and Reserve Funds) as per Recommendations 5 and 6 above.

 

8.         City Council approve the provision of BlackBerry smart phones and mobile tablets and associated voice and data plans to Councillors as standard equipment funded from the Council General Expense Budget.

 

9.         City Council approve the Policy for Councillor Use of Civic Space set out in Attachment 4 of the report (May 29, 2012) from the Deputy Mayor and the City Clerk, and direct the City Manager to implement the policy effective September 1, 2012, and amend divisional permit policies, procedures and rates accordingly.

 

10.       City Council request City agencies, including but not limited to the Toronto Public Library, the Toronto Parking Authority and the Toronto Transit Commission, to review the City's Policy on Councillor Use of Civic Space and adopt similar policies for facilities under their control.

 

11.       City Council approve the Policy on Use of City Resources during an Election set out in Attachment 5 of the report (May 29, 2012) from the Deputy Mayor and the City Clerk, and direct the City Manager and the Accountability Officers to implement the policy effective immediately.

 

12.       City Council request the City Manager to report on the application of the Policy on Use of City Resources during an Election to City agencies and corporations, for implementation for the 2014 Municipal Election.

 

13.       City Council approve the changes and clarifications to the Councillor Expense Policy that incorporates the above recommendations set out in  Attachment 6 of the report (May 29, 2012) from the Deputy Mayor and the City Clerk.

Origin

(May 29, 2012) Report from the Deputy Mayor and the City Clerk

Summary

This report outlines changes in City policies that have been identified by Councillors as necessary for the effective and efficient operation of their offices during consultations on the Councillor Expense Policy. An annotated Councillor Expense Policy incorporating these proposed policy changes and clarifying some expenses is included for reference. The report also includes a recommended separate Policy on Use of City Resources during an Election, so that policies guiding staff action are segregated from the provisions guiding Councillors in the Councillor Expense Policy. 

Background Information

(May 29, 2012) Report from the Deputy Mayor and the City Clerk on Policy Changes to Facilitate Councillor Office Operations
https://www.toronto.ca/legdocs/mmis/2012/ex/bgrd/backgroundfile-48022.pdf
Attachment 1 - Furniture, Configuration and Equipment Standard for Councillor Offices
https://www.toronto.ca/legdocs/mmis/2012/ex/bgrd/backgroundfile-48023.pdf
Attachment 2 - Council Furniture and Equipment Reserve
https://www.toronto.ca/legdocs/mmis/2012/ex/bgrd/backgroundfile-48024.pdf
Attachment 3 - Council Transition Reserve
https://www.toronto.ca/legdocs/mmis/2012/ex/bgrd/backgroundfile-48025.pdf
Attachment 4 - Policy on Councillor Use of Civic Space
https://www.toronto.ca/legdocs/mmis/2012/ex/bgrd/backgroundfile-48026.pdf
Attachment 5 - Policy on Use of City Resources during an Election
https://www.toronto.ca/legdocs/mmis/2012/ex/bgrd/backgroundfile-48027.pdf
Attachment 6 - Annotated revised Councillor Expense Policy
https://www.toronto.ca/legdocs/mmis/2012/ex/bgrd/backgroundfile-48028.pdf

Motions

1 - Motion to Amend Item moved by Councillor Doug Holyday (Carried)

That Councillors who are not Board or Committee Members of the Federation of Canadian Municipalities (FCM) fund the attendance of the Annual Conference from their Office Expense Budget and that Section 5, Appendix 1 (Allowable Expenses - Resources Available/Allocated to Councillors) of the Councillor Expense Policy dated May, 2012 (Attachment 6 of the report (May 29, 2012) from the Deputy Mayor and the City Clerk), be amended so that the last bullet, which reads:

 

"Councillors who are not Board or Committee members of the Federation of Canadian Municipalities and incur travel costs associated with attending the Annual Conference of the Federation of Canadian Municipalities may be reimbursed for these costs from the Council Business Travel Budget"

 

is deleted and replaced with:

 

"Councillors who are not Board or Committee Members of the Federation of Canadian Municipalities and attend the Annual Conference will fund the cost for the conference from their Office Expense Budget."

Vote (Amend Item) Jun-12-2012

Result: Carried Majority Required
Total members that voted Yes: 7 Members that voted Yes are Mike Del Grande, Rob Ford (Chair), Doug Holyday, Norman Kelly, Denzil Minnan-Wong, Cesar Palacio, Jaye Robinson
Total members that voted No: 2 Members that voted No are Michelle Berardinetti, Michael Thompson
Total members that were Absent: 4 Members that were absent are Paul Ainslie, Giorgio Mammoliti, Peter Milczyn, David Shiner

2 - Motion to Amend Item moved by Councillor Doug Holyday (Carried)

That Councillor donations to community groups be an ineligible expense and Section 5 (Allowable Expenses) of the Councillor Expense Policy dated May, 2012 (Attachment 6 of the report (May 29, 2012) from the Deputy Mayor and the City Clerk), be amended by deleting Community Expense-Donations to Community Groups as an expense category.

Vote (Amend Item) Jun-12-2012

Result: Carried Majority Required
Total members that voted Yes: 5 Members that voted Yes are Michelle Berardinetti, Mike Del Grande, Rob Ford (Chair), Doug Holyday, Jaye Robinson
Total members that voted No: 4 Members that voted No are Norman Kelly, Denzil Minnan-Wong, Cesar Palacio, Michael Thompson
Total members that were Absent: 4 Members that were absent are Paul Ainslie, Giorgio Mammoliti, Peter Milczyn, David Shiner

3 - Motion to Amend Item moved by Councillor Mike Del Grande (Carried)

That City Council amend Section 4.7(b) Councillor Expenses during an Election Year, Specific Limitations of the Councillor Expense Policy dated May, 2012 (Attachment 6 of the report (May 29, 2012) from the Deputy Mayor and the City Clerk), by deleting "August 1" and replacing with "Labour Day".

Vote (Amend Item) Jun-12-2012

Result: Carried Majority Required
Total members that voted Yes: 5 Members that voted Yes are Michelle Berardinetti, Mike Del Grande, Denzil Minnan-Wong, Cesar Palacio, Jaye Robinson
Total members that voted No: 3 Members that voted No are Rob Ford (Chair), Doug Holyday, Michael Thompson
Total members that were Absent: 5 Members that were absent are Paul Ainslie, Norman Kelly, Giorgio Mammoliti, Peter Milczyn, David Shiner

4 - Motion to Refer Motion moved by Councillor Michael Thompson (Lost)

That Motion 1 by Deputy Mayor Holyday be referred to the the City Clerk, in consultation with the City Manager, for report directly to Council.

Vote (Refer Motion) Jun-12-2012

Result: Lost Majority Required
Total members that voted Yes: 4 Members that voted Yes are Michelle Berardinetti, Denzil Minnan-Wong, Cesar Palacio, Michael Thompson
Total members that voted No: 5 Members that voted No are Mike Del Grande, Rob Ford (Chair), Doug Holyday, Norman Kelly, Jaye Robinson
Total members that were Absent: 4 Members that were absent are Paul Ainslie, Giorgio Mammoliti, Peter Milczyn, David Shiner

5 - Motion to Adopt Item as Amended moved by Councillor Doug Holyday (Carried)

Vote (Adopt Item as Amended) Jun-12-2012

Result: Carried Majority Required
Total members that voted Yes: 9 Members that voted Yes are Michelle Berardinetti, Mike Del Grande, Rob Ford (Chair), Doug Holyday, Norman Kelly, Denzil Minnan-Wong, Cesar Palacio, Jaye Robinson, Michael Thompson
Total members that voted No: 0 Members that voted No are
Total members that were Absent: 4 Members that were absent are Paul Ainslie, Giorgio Mammoliti, Peter Milczyn, David Shiner
Source: Toronto City Clerk at www.toronto.ca/council