Corporate Services & Economic Development Committee

Members

Chair:

Vice Chair:

Members:

Councillor Rob Jellett

Councillor Steve Desroches

Mayor Larry O’Brien
Councillor Rainer Bloess
Councillor Glenn Brooks
Councillor Rick Chiarelli
Councillor Diane Deans
Councillor Eli El-Chantiry
Councillor Maria McRae
Councillor Bob Monette
Councillor Marianne Wilkinson

The Corporate Services and Economic Development Committee is responsible for providing direction on the administration of the City of Ottawa with a view to strengthening management and administrative practices, providing policy guidance to the City of Ottawa on all matters of a financial nature (excluding budgetary adjustments within existing funding envelopes for departments not reporting to the Committee) and administrative nature, as well as corporate strategic planning and policies that have a long-term impact on the corporation, and developing recommendations on issues relating to economic/business development in the urban and suburban parts of the City. The Committee is also responsible for oversight on all audit matters, relating to financial reporting and assurance that an effective control and governance framework is in place.

Membership

Membership of the Corporate Services and Economic Development Committee shall consist of nine (9) members of City Council, appointed by the Nominating Committee and approved by City Council. The Mayor shall be the Chair of the Corporate Services and Economic Development Committee.

General Responsibilities

The Corporate Services and Economic Development Committee shall:

  1. Be responsible directly to Council for those items emanating from:
    1. the City Manager’s Office (excepting the Rural Affairs Bureau);
    2. the Office of the City Auditor General;
    3. the Corporate Services Department;
    4. all other Departments in the City of Ottawa (namely, Community and Protective Services, Public Works and Services, and Planning and Growth Management, including the Economic Development and Strategic Projects Branch) for specific matters that fall within the mandate of this Committee;
    5. advisory committees that are within the area of responsibility of the Corporate Services and Economic Development Committee; and
    6. Hydro Ottawa Holdings Inc and all subsidiaries.

  2. Be responsible directly to Council for all audit matters and those items emanating from:
    the annual attest (or external) audit of the City’s financial statements; and
    assurance reports from the City’s Auditor General.

  3. Have responsibility for the review, consideration and approval of issues relating to elected representatives and specifically their office and salary budgets and operation.

  4. Have responsibility for energy-related issues emanating from City departments including conservation and generation (e.g. landfill gas generation and district energy).

  5. Provide overall guidance and direction to the City Manager’s Office (excepting the Rural Affairs Bureau), Corporate Services Department, and the Economic Development and Strategic Projects Branch where applicable. In addition, the Committee shall provide overall guidance and direction to the Office of the Auditor General to ensure an effective and independent internal audit function is maintained at the City

  6. Monitor the associated activities and implementation of programs and projects of the City Manager’s Office (excepting the Rural Affairs Bureau); Office of the Auditor General, Corporate Services Department, and the Economic Development and Strategic Projects Branch where applicable.

  7. Ensure active public participation by receiving delegations from the public, and holding public hearings as required by statute and Council.

  8. Subsequent to the approval of the budget, review and approve all operating and capital budget adjustments that are within the existing funding envelopes of: (i) the City Manager’s Office (excepting the Rural Affairs Bureau); (ii) the Office of the Auditor General; (iii) the Corporate Services Department (except for fleet (fleet growth) and real property (new, renovations, major rehabilitation) capital projects falling under the responsibility of other standing committees); and (iv) the Economic Development and Strategic Projects Branch of the Planning and Growth Management Department.

  9. Subsequent to the approval of the budget, consider, for recommendation to Council, the identification of all additional funding requirements or budget adjustments, including reserves, that cannot be accommodated from within a departmental existing capital or operating budget.

  10. Address issues that affect the entire corporation or issues that are cross-departmental.

  11. Review and recommend to Council revisions to the Corporate Services and Economic Development Committee Terms of Reference, as required.

  12. Review and recommend to Council matters related to Advisory Committees under the Standing Committee’s responsibility, such as but not limited to the Advisory Committee membership, the Terms of Reference, annual work plans and reporting, and funding requests.

  13. Review and recommend to Council the recommendations submitted by the Commemorative Naming Committee with respect to commemorative naming of City facilities excepting those in the rural areas.

  14. Recommend to Council, the City of Ottawa’s participation in federal or provincial cost-sharing programs or employment incentive programs for matters within the mandate of the Committee.

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Specific Responsibilities

The Corporate Services and Economic Development Committee shall exercise the following authority:

Administration and General Policy

Staffing and Personnel

Budget and Expenditures

Office of the Auditor General

External Audit

Corporate Control Framework

Corporate Governance

Real Property Asset Management

Contracts and Tenders

Legal Services

Economic/Business Development

Member Services

Other Miscellaneous Powers

1. Administration and General Policy

    1. Have general responsibility for review and recommend approval to Council of staffing and personnel, budget and expenditure issues of a corporate nature that are not specific to another standing committee’s mandate, acquisition and disposal of property, and contracts and tenders;
    2. Identify overlaps and duplications of programs; and
    3. Supervise the implementing of orders of Council and, to that end, give such direction as may be necessary.

2. Staffing and Personnel

    1. Upon receipt of advice from the City Manager, recommend to Council the appointment, dismissal or suspension of any Department Head, including the terms of all related separation agreements;
    2. Recommend to Council the salaries of all officers and clerks not governed by the terms of a collective agreement;
    3. Approve the adjustments to the compensation for the City Manager, any Department Head and the City’s Auditor General in accordance with contractual requirements;
    4. Act as the official bargaining agent of the City of Ottawa in all negotiations with representatives of City employees, particularly pertaining to all collective agreements between the City of Ottawa and unions and associations representing its employees, and make recommendations to Council. The Committee may delegate its bargaining and negotiation powers, however, the Committee has the authority to direct staff on the parameters of the negotiations and no final agreement resulting from such a delegation shall be binding on the City until it is approved by Committee and Council;
    5. Recommend to Council any contract extensions or contract changes for the City Manager, any Department Head and the City Auditor General;
    6. Recommend to Council the amalgamation, creation and elimination of departments where it is deemed advisable; and
    7. Examine from time to time all bonds of officials and recommend to Council any necessary changes.

3. Budget and Expenditures

    1. Review and recommend to Council all matters associated with the annual corporate budget process;
    2. Subsequent to the approval of the budget, consider, for recommendation to Council, all operating and capital budget adjustments that are within the existing funding envelopes for the: (i) the City Manager’s Office (excepting the Rural Affairs Bureau); (ii) the Office of the Auditor General; (iii) the Corporate Services Department (except for fleet (fleet growth) and real property (new, renovations, major rehabilitation) capital projects falling under the responsibility of other standing committees); and (iv) the Economic Development and Strategic Projects Branch;
    3. Subsequent to the approval of the budget, consider, for recommendation to Council, the identification of all additional funding requirements or budget adjustments, including reserves, that cannot be accommodated from within a departmental existing capital or operating budget;
    4. Identify, for Council approval, the source of necessary funds for any expenditure adopted by Council where such funds have not already been identified; and
    5. Monitor all matters connected with expenditure, revenue and investment, and recommend such measures to Council as may be deemed necessary.

4. Office of the Auditor General

All Committee dealings will comply with By-Law No. 2005-84: A by-law of the City of Ottawa to establish the position and duties of the Auditor General of the City of Ottawa and the Corporate Policy on Fraud and Other Similar Activities.

4.1 Administration and General Policy

    1. Confirm and assure the independence of the City’s Auditor General and the external auditor, including a review, if requested, of all additional audit, management consulting and other fees of the external auditor;
    2. Provide an open avenue of communication between the City’s Auditor General, the external auditors and City Council;
    3. Meet with the City’s Auditor General, the external auditor and the City Manager to discuss any matters that the Committee or these individuals believe should be discussed in camera with the Committee;
    4. Act as a selection committee (or appoint a sub-committee to act as the selection committee) to interview candidates for the position of City Auditor General;
    5. Recommend to Council the appointment of the City’s Auditor General and the terms of employment/contract for the Auditor General, including compensation adjustments and contract changes; and
    6. Recommend to City Council the dismissal or suspension of the City Auditor General, including the terms of any related separation agreement.

4.2 Audit Plan

    1. Recommend that Council receives the annual Audit Plan and any subsequent adjustments from the Office of the Auditor General;
    2. Receive all applicable reports of interest to Council and recommend to Council the acceptance and direct management action in response to the report recommendations;
    3. Monitor the performance of the Office of the Auditor General in carrying out its approved audit plan;
    4. Review reports from the Office of the Auditor General on status and implementation of audit recommendations for which management action has been directed;
    5. Review the mandate and charter for Audit and ensure the Office is adequately resourced to carry out the approved audit plan; and
    6. Meet, through the Committee Chair, on a regular basis with the Auditor General to discuss issues arising from the administration of the Corporate Policy on Fraud and Other Similar Irregularities.

5. External Audit

    1. Receive and review the Annual Financial Statements with management and the external auditors and recommend their approval to Council;
    2. Review any other matters brought to the Committee’s attention by the external auditor and determine the appropriate disposition;
    3. Review any changes in accounting principles and practices followed by the municipality;
    4. Discuss with the external auditor the annual evaluation of the internal control systems and recommendations for improvements; and
    5. Recommend the selection of the external auditor and the audit fees to Council, as required.

6. Corporate Control Framework

    1. Review the City’s control processes and systems to ensure compliance with those policies, plans, procedures, laws and regulations, which could have an impact on operations and reports;
    2. Review the mechanisms used to safeguard corporate assets and, as appropriate, verify the existence of those assets; and
    3. Appraise the economy, efficiency and effectiveness of programs and resources utilization and determine whether value-for-money is provided by City programs and projects.

7. Corporate Governance

    1. Review corporate policies relating to compliance with laws and regulations, ethics, conflict of interest and the investigation of misconduct and fraud;
    2. Review the clarity and completeness of corporate and program objectives and performance measures; and
    3. Ensure information provided to Council is adequate to support decision-making and provide appropriate and accurate information regarding performance.

8. Real Property Asset Management

    1. Consider, report and recommend to Council, when required, on the acquisition or purchase of lands and buildings required for any purpose of the City of Ottawa and in accordance with the provision of the delegation of authority by-law;
    2. Recommend to Council the acquisition of property, including limited interests therein, such as easements, rights of way, mortgages, leases and licenses, where the cost of such property exceeds $500,000;
    3. Approve all expenditures for the acquisition of lands for the City Forests;
    4. In accordance with the provision of the Disposal Policy and by-law, authorize the sale or other disposition of land, including determination of the compensation to be paid therefore, provided that such sale price does not exceed $500,000 and when Council has declared such land surplus. Recommend to Council disposals over $500,000;
    5. Consider and make recommendations to Council on all matters connected with the sale, maintenance and operation of buildings and property of the City of Ottawa, inclusive of venture properties such as the Pine View Golf Course and the Ottawa Municipal Campground Authority; and
    6. In relation to property management, direct the activities of the Chief Corporate Services Officer in the maintenance and management of real property.

9. Contracts and Tenders

Recommend to Council the approval of contracts or purchase orders to such persons and upon such terms and conditions as are deemed fit in accordance with the provisions of the purchasing by-law.

10. Legal Services

    1. Receive briefings on litigious matters involving the City of Ottawa unless the matter is essentially a planning and development issue in which case the direction will be given by the Planning and Environment Committee and/or the Agriculture and Rural Affairs Committee if the land is within a rural area; and
    2. Give direction to the City Solicitor on litigation in which the City of Ottawa is a party or potential party unless the matter is essentially a planning and development issue in which case the direction will be given by the Planning and Environment Committee and/or the Agriculture and Rural Affairs Committee if the land is within a rural area.

11. Economic/Business Development

    1. Have general responsibility for economic development in the urban and suburban areas of the City of Ottawa;
    2. Receive advice from and liaise with The Ottawa Partnership (TOP), and other agencies such as the Ottawa Tourism and Convention Authority (OTCA), the Ottawa Centre for Research and Innovation (OCRI), and the Ottawa Life Science Council (OLSC);
    3. Liaise with other levels of government and the business community regarding economic development issues; and
    4. Encourage the creation of initiatives supporting the development of the City’s economic clusters and of the broader business community.

12. Member Services

The Corporate Services and Economic Development Committee (or a subcommittee appointed by the Corporate Services and Economic Development Committee) shall have jurisdiction regarding:

    1. The administration of the offices of the Councillors;
    2. Expenditures by Councillors;
    3. Entitlement of Councillors to City facilities and resources for the performance of their duties; and
    4. Personnel matters related to:
      1. the offices of the Councillors, or
      2. the performance by the Councillors of their duties.

13. Other Miscellaneous Powers

    1. Recommend to Council proposed by-laws that are under the Committee’s jurisdiction;
    2. Supervise and control all matters relating to the books, documents, records, vouchers and securities of the City of Ottawa;
    3. Conduct, on behalf of Council, all public meetings or hearings required by provincial legislation except those meetings or hearings specifically delegated by Council to other Committees of Council;
    4. Consider, report and recommend to Council on the creation of public/private partnerships to support the delivery of city programs;
    5. Recommend to Council all Council appointments to urban or suburban external committees, boards and commissions that are not completed through the Nominating Committee of Council;
    6. Recommend to Council all Council representation on and membership in generic organizations such as AFMO (Association française des municipalités de l’Ontario), AMO (Association of Municipalities of Ontario and FCM (Federation of Canadian Municipalities); and
    7. Approve Councillors’ travel and attendance at generic conferences such as AFMO, AMO, FCM and other conferences that do not fall within the mandate of other standing committees.

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