That the following actions be taken with respect to the 11th Report of the Governance Working Group from its meeting held on June 25, 2018:
a) on the recommendation of the City Manager, the following actions be taken with respect to the Council Policy Manual Modernization:
i) the proposed by-laws appended to the Governance Working Group dated June 25, 2018 as Appendices B2 to B4, B6 to B24, and B26 to B78, excluding B16, B33 and B44, BE INTRODUCED, at the Municipal Council meeting to be held on July 24, 2018, to amend the following Council Policies for reformatting into the new Council Policy template, review with the gender equity lens and content updates:
2. Diversity and Inclusion Policy for the City of London
3. Accessibility Policy
4. Promotion of Corporate Products to City Staff
6. Hiring of Employees Policy
7. Employee Service Recognition Program
8. Benefits for Survivors of Employees Killed on the Job
9. Appointments Requiring Council Approval and/or Consultation
10. Workplace Harassment and Discrimination Prevention Policy
11. Mayor – Contracted Staff
12. Fixed Term Employment Agreements
13. Collective Bargaining Activities
14. Bravery Award Policy
15. Queen Elizabeth Scholarships
17. Annual Retirement Dinner, 25-Year Club Dinner and Other Civic Dinners Policy
18. Diversity, Race Relations and Inclusivity Award Policy
19. Corporate Plaques and Recognitions Policy
20. Outstanding London Ambassador Award Policy
21. Soliciting Funds in City Hall Policy
22. Naming/Re-naming or Dedicating of Municipal Property, Buildings and Park Elements
23. City of London Days at the Budweiser Gardens Policy
24. Use of Civic Square by Centennial Hall Events Policy
26. Placement of Public Submissions on Standing Committee Agendas
27. Inter-Municipal Endorsement of Council Resolutions
28. General Policy for Advisory Committees
29. Delegations by Union Executives to Standing Committees
30. Establishment of Task Forces and Working Groups
31. Allocation of Councillors’ Offices
32. Policy for the Use of City of London Resources for Municipal Election Purposes
34. Code of Conduct for Members of Council
35. Remuneration for Elected Officials and Appointed Citizen Members
36. Appointment of Council Members to Standing Committees of Council and Various Civic Boards and Commissions
37. Review of Ward Boundaries
38. Audio Recording of Municipal Council and Standing Committee In Closed Session Meetings Policy
39. Legal Services and Accounts
40. Added Staff Recommendations and Committee Reports
41. Official City Flag
42. Landing of Helicopters
43. Use of Cenotaph
45. Issuance of Proclamations
46. Public Notice Policy
47. Accountability and Transparency to the Public Policy
48. Delegation of Powers and Duties Policy
49. Illumination of City of London Buildings and Amenities
50. City of London Records Management Policy
51. Staff at Ward Meetings
52. Protocol for Unapproved Aboriginal Burial Sites
53. City of London Community Suite Policy
54. Council Members’ Expense Account
55. Mayor’s Expenses
56. Policy for the Establishment and Maintenance of Council Policies
57. Sale of Major Assets Policy
58. Asset Transfers To Municipal Services Corporations Policy
59. Conveyance of Sanitary Filled Land
60. Real Estate Service – MLS
61. Financing of Sales
62. Transactions Involving Elected Officials
63. Property for Capital Works Projects
64. Internal Review of Property Sales
65. City-Owned Residential Properties
66. Property Enquiries to Board of Education
67. Demolitions of Buildings on Flood Plain Lands
68. Rental of Lands for Billboards
69. Leasing and Licencing of City-Owned Land
70. Real Estate Services
71. Lands for Public Works Projects
72. Donation of Land and Buildings to the City
73. Sale and Other Disposition of Land Policy
74. Real Property Acquisition Policy
75. Tax Collection Policy
76. Treatment of Properties That Do Not Sell At Municipal Tax Sales
77. Minutes of Settlement for Assessment Appeals
78. Travel & Business Expenses
ii) the proposed by-laws appended to the Governance Working Group dated June 25, 2018 as Appendix C1 to C7 BE INTRODUCED at the Municipal Council meeting to be held on July 24, 2018, to repeal and replace the following Council Policies:
1. “Use of Cafeteria as Staff Facility Policy” to be renamed as “Use of the City Hall Cafeteria Policy”
2. “Discussion on Elected Officials’ Salaries to be in Public” to be renamed as “Discussion of Remuneration for Elected Officials and Individuals Appointed by City Council to Serve on its Committees or a Local Agency, Board or Commission Policy”
3. “Council Appointee to External Board or Commission – Membership Paid by City” to be renamed as “Payment of Membership Fees of a Council Appointee to an External Board or Commission”
4. “Anonymous Communications, Etc.” to be renamed as “Processing of Anonymous Communications Policy”
5. “City Representation at “Out of Town” Functions” to be renamed as “City Council Representation at “Out of Town” Functions Policy”
6. “Civic Administration - Not to be Appointed as Voting Members to Boards, Commissions and Advisory Committees” to be renamed as “Civic Administration Appointments to Boards, Commissions and Advisory Committees Policy”
7. “Process for the Public Release of Information Pertaining to Investigations Undertaken by the Ontario Ombudsman” to be renamed as “Public Release of Information Pertaining to Investigations Undertaken by the Ontario Ombudsman Policy;
iii) the attached proposed by-law (Appendix B25) being “A by-law to amend By-law No. CPOL.-54 “Appointment of Deputy Mayor” BE REFERRED to a future meeting of the Governance Working Group (GWG) for further discussion; it being noted that the Deputy Mayor will be invited to attend that meeting of GWG to provide input with respect to his experience as Deputy Mayor; it being further noted that all Members of Council are to be advised that that this matter would be discussed, so that they may attending the meeting should they wish to do so;
iv) the Civic Administration BE DIRECTED to undertake consultation with the First Nations to receive input with respect to Council Policy “Protocol for Unapproved Aboriginal Burial Sites” and report back at a future meeting of the Governance Working Group (GWG) with respect to any additional updates to the Policy which may be required as a result of the consultation;
v) the attached further revised proposed by-law appended to the Governance Working Group dated June 25, 2018 as Appendix B1 BE INTRODUCED at the Municipal Council meeting to be held on July 24, 2018, to repeal and replace the Council Policy CPOL.-188-370 being “City of London Race Relations Policy” and replace it with a new Council Policy entitled “City of London Race Relations/Anti-Racism Policy”; and
vi) the attached further revised proposed by-law appended to the Governance Working Group dated June 25, 2018 as Appendix B5 BE INTRODUCED at the Municipal Council meeting to be held on July 24, 2018, to repeal and replace the Council Policy related to By-law No. CPOL.-147-399 being “Retirement Dinners for Department Heads” and replace it with a new Council Policy entitled “Retirement Dinners for the Service Areas Leads”;
vii) the attached revised proposed by-law (Appendix B16) BE INTRODUCED at the Municipal Council meeting to be held on July 24, 2018 to, to repeal and replace the Council Policy CPOL.-18(a)144 being “Mayor’s New Year’s Honour List Policy” and replace it with a new Council Policy entitled “”Mayor’s New Year’s Honour List Policy”;
viii) the attached revised proposed by-law (Appendix B44) BE INTRODUCED at the Municipal Council meeting to be held on July 24, 2018 to, to repeal and replace the Council Policy CPOL.-114(a)-63 being “Flags at City Hall Policy” and replace it with a new Council Policy entitled “”Flags at City Hall Policy”;
b) clause 3.1 a) 33. Issuance of Computer Equipment to Council Members, BE RECEIVED; and,
c) clauses 1.1, 2.1 and 2.2 BE RECEIVED.