the broken typewriter

Back in June, Fort St. John City Council directed staff to develop a policy to define the role of a council liaison, after groups in the city expressed an interest in having such a role. Until now, there has been no specific policy, definition, or process for appointing council liaisons.

To develop the policy, Corporate Officer Bonnie McCue told the October 23 Committee of the Whole that staff reviewed the current appointment policy and bylaws, and staff is proposing a revision of Council Responsibilities Policy No. 30.

Rather than create a new policy to address council liaisons and appointments, “staff is proposing combining the two policies into an amended policy, which captures the liaison roles,” McCue said. It would combine information from Council Policy No. 30 and Council Policy No. 104.

Policy No. 30 is primarily used to track appointments and functions as more of an index, which requires frequent updates. Policy No. 104 is largely copied from the Community Charter, McCue explained.

The changes, said McCue, are intended to provide clarity on the types of possible committees, how they’re established and what the roles and responsibilities are of council members who are appointed to these committees.

The revised and amended Policy No. 30’s – to be renamed Council Committees and Appointments: Council Policy No. 30 – purpose is “to establish guidelines for the formation and operation of Council committees, including advisory committees, commissions, and subcommittees that provide ongoing advice of a policy nature.”

And to “establish how members of Council are appointed to Regional Government Boards, advisory committees, select committees, standing committees, statutory committees, and outside agencies, and to clarify their roles and responsibilities.”

Not all the types of committees listed in the revised and amended policy are ones that currently exist but are defined as potential committees for the future.

McCue said that the role of Council Liaison would be for outside agencies, rather than committees or commissions. Council liaisons are not typically appointed to neighbourhood associations, sporting clubs, political advisory groups or religious groups, she said.

However, any such group is welcome to invite members of council to meetings and events as non-voting guests. At these meetings, liaisons are to avoid putting the city in a position of conflict of interest by not voting or participating in group debates. Liaisons must also not participate in meetings that involve confidential matters, such as personnel; and they mustn’t make commitments on behalf of the city that aren’t in alignment with the city’s strategic plan.

“At their discretion, the liaison may provide an update to council on the outside agency’s activity during a regular council meeting.”

This policy revision was well-received by council, with a couple of additions during the discussion.

In response to a question from Councillor Gord Klassen about appointing a liaison to a particular group, it was decided to add that any outside group or agency would have to first approach council and request a liaison.

Councillor Trevor Bolin also suggested that a “less impulsive” way to decide who would be appointed to various positions was needed. A specific direction to review the potential appointments and canvas council when the draft agenda comes out, has also been added to the policy.