Clearview council explores reducing number of committees

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Clearview council is holding a second meeting Wednesday to review the township’s boards and committees.

The meetings are being held outside of regular council sessions in order to dedicate more time to the topic.

Council first broached the subject at a March 29 meeting when council approved a plan to undertake the review. It will take place over four round table discussions and consultation with the public and current committee members.

Clerk Pamela Fettes reported Clearview Township has 34 boards, committees and working groups that do everything from manage parks and community centres to cemeteries and tending to mandated township duties.

“The long standing and ongoing contributions of dedicated volunteers who have been associated with boards and committees is recognized and appreciated. It has been through the commitment of so many volunteers that Clearview Township represents the very best in community spirit and wellness,” writes Fettes.

The review is in part precipitated by changes to legislation that governs the township. Bill 8, which came into effect in January, expands the Ontario ombudsman’s jurisdiction to municipalities, universities and school boards, requires municipalities and all committees to follow proper procedures and reporting.

“The Township of Clearview is governed in part, by the Municipal Act. We are creatures of the province,” reports Fettes. “Some of the key principles directed through this legislation and similar regulations speak to accountability and transparency. As a government body, we are not only accountable to the electorate in all actions we take, but must be transparent in how corporate business is conducted.”

Using words like “foundation” and “backbone” to describe volunteers, she said they are facing more administrative duties and bureaucratic red tape than ever before. Council may consider solutions such as hiring staff to take minutes and offering training on procedures.

At the same time, volunteers are facing similar pressures under the Accessibility for Ontarians with Disabilities Act, which requires them to take compliance training.

“We are hoping to reduce the process somewhat by reducing the number of committees,” said CAO Steve Sage.

In the first round of talks, councillors Doug Measures, Deborah Bronée and Kevin Elwood suggested looking at consolidating committees and hall boards, and disbanding inactive committees.

“Volunteers feel they have a choice. The township has to tread lightly because they value the volunteers,” said Bronée, adding they should take charge of the database and make sure they are all qualified.

“Council and staff need to agree on the role of volunteers,” said Councillor Thom Paterson. “What do we expect? In good times we give platitudes, shown in a meaningful way, and in crisis times we say, we’ll just do it ourselves. Both are valid but we have to decide… They are not employees or interns but they have to understand that we have obligations.”

He said sometimes it’s the process, not just compliance and the township should try looking at the issue from the perspective of volunteer experience.

Deputy Mayor Barry Burton said it’s really about communication.

He too would like to see the number of committees reduced but doesn’t want to compare Clearview to other townships, most of which have fewer committees.

“We need to be aware of the sensitivity of it so we aren’t treating them like employees,” said Burton. “We have to do a little more hand-holding long term with volunteers to let them know changes are being forced upon them through legislation.”

Councillor Shawn Davidson said the reason the township has so many committees is to bring groups and facilities under township insurance and because it is too onerous to get charitable status, but asked, is it legitimate township business?

He said it will be difficult to reduce the number of committees unless there is a “seismic change to the thinking of the people in the township”.

Davidson said there’s no way to tell hall boards, and cemetery boards, they would have to amalgamate.

“Unless somebody has the will to push that seismic change,” said Davidson. “I’m not doing it.”

Councillor Connie Leishman suggested maybe separating some committees out from the municipality to get the numbers down. She said volunteers need more direction and clear expectations.

“They are doing it for fun, well… They want to be part of the township,” she said.

Mayor Chris Vanderkruys said it was worth exploring the possibility of moving some committees under other organizations or service clubs so they don’t have to follow township rules.

Councillor Robert Walker said volunteers are very important to Clearview because of the geography of the township and large areas between residential areas.

He said a lot of things should have been addressed in the past 10 years and no one likes change.

“You accept change and you get on the bus or you don’t accept the change and you get off the bus,” said Walker.

The mayor tasked council members with talking to the various boards and committees they represent about the issue.

The next meeting takes place at town hall in Stayner from 5 p.m. to 6:30 p.m. on Wednesday, April 27. The meeting is open to the public.

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