SMART City Master Plan Steering Committee. Terms of Reference

SMART City Master Plan Steering Committee Terms of Reference February 2014 TABLE OF CONTENTS Background ...............................................
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SMART City Master Plan Steering Committee Terms of Reference February 2014

TABLE OF CONTENTS Background ................................................................................................................. 2 Approval Resolution..................................................................................................... 3 Objectives and Tasks .................................................................................................. 3 Term ............................................................................................................................ 4 Membership and Selection .......................................................................................... 4 Member Roles and Responsibilities............................................................................. 4 Committee Resources ................................................................................................. 5 Meeting Format, Voting and Schedules....................................................................... 5

Smart City Master Plan Steering Committee – Terms of Reference

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Background To meet the challenges and opportunities of the growing digital / urban society, leading municipalities are embracing “SMART City” principles and technologies. These communities embrace technology and advanced data analytics as a means to achieve exciting lifestyle benefits for residents, robust economic opportunities, and more efficient governance within a safe and healthy environment. In 2013, St. Albert City Council supported the development of a SMART City Master Plan (Master Plan) to position the City as a SMART City Centre of Excellence. The overall objectives of the Master Plan are to:   

identify innovative technology investments that can improve asset management and enhance resident service delivery; support economic development efforts to grow existing business and attract new investment; and provide opportunities for improved organizational efficiencies.

Detailed strategies will be identified within the Master Plan, including prioritized investments, partnerships, targets / benchmarks, and other tactics that are necessary to realize long term success. As this is a major undertaking for the City of St. Albert, it is recommended that a SMART City Master Plan Steering Committee (Committee) be created to provide valuable insights into the Master Plan development and ultimately serve as ambassadors within the community. The structure of defined committees to support the Master Plan is as follows:

SMART City Master Plan Steering Committee Council & Community Members

SMART City Alliance Virtual Third Party Organization

Corporate Leadership Group Administrative Perspective and Alignment

Centre of Excellence and Business Strategy Development Group Master Plan Strategy Development

Econ Dev / Build St. Albert

Internal leaders and Project Manager

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Note that the development of Master Plan will also be informed through public input, detailed technical research, input from the City’s standing committees, consideration of best practices, and ongoing relationships with industry and academic leaders.

Approval Resolution On February 18, 2014, Council passed the following resolution: C84-2014 That the SMART City Master Plan Steering Committee Terms of Reference, provided as Attachment 1 to the SMART City Master Plan Steering Committee agenda report dated February 18, 2014, as amended be approved; and That recruitment for the SMART City Master Plan Steering Committee be commenced pursuant to the process described in the approved Terms of Reference.

Objectives and Tasks The Committee’s primary objective is to provide guidance and input to City Administration, including high-level political and community perspectives into the development of the Master Plan, and to endorse the Master Plan for Council’s ultimate consideration. Specific Committee tasks include: 1. Review administrative recommendations regarding various aspects of the proposed Master Plan and the City’s SMART City strategies, and provide strategic guidance and other perspectives as required; 2. Consider research, best practices, and findings related to SMART City implementations and data-driven innovation efforts across Canada and the world; 3. Review community and industrial engagement results, and provide strategic perspectives as required; 4. Serve as an advocate for the SMART City initiative amongst residents, businesses, and other stakeholders; and 5. Provide a final draft of the Master Plan, for presentation (through the City Manager) to Council in late 2015. The Committee shall report to Council on its activities on a quarterly basis, within the City’s regular quarterly reporting process.

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Term The term of this Council Advisory Committee shall be from March or April 2014 until Fall 2015 or until Council receives the completed draft Master Plan.

Membership and Selection Members shall include seven (7) members of Council and the public. Members shall not be remunerated for service on the Committee. Two (2) Council members shall be selected by the City’s Nominating Committee, consistent with the City’s typical committee appointment process. As a Council Committee, the Mayor is automatically an ex officio member of the Task Force unless the Council provides otherwise (Section 154 (2) of the Municipal Government Act). Five (5) public members shall be selected based on a competitive application process, chosen by the two Council representatives selected for the Committee with the assistance of Administrative officials. Selection criteria shall include:    

Ability to commit to the meeting schedule and requirements of the committee (mandatory); Experience and knowledge in SMART City applications, municipal innovation, public/private partnerships, business attraction, community master planning, and/or other related areas (60%); Academic and professional credentials (10%); and Evidence of community leadership and experience working collaboratively and providing effective recommendations on a board or committee (30%)

The Chair and Vice Chair shall be chosen by the Committee directly, at its first meeting.

Member Roles and Responsibilities All members of the Committee are expected to:     

attend all scheduled meetings; participate in discussions and decisions, listen actively, share insights and experiences, communicate regularly throughout the process, and provide constructive input; complete preparatory work or reading prior to meetings, where necessary; maintain confidentialities and comply with the terms of any protection of privacy legislation that may be applicable to their activities, including the City of St. Albert’s Personal Information and Collection, Use and Dissemination Policy; and declare where there is a real or potential conflict of interest

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The Chair shall confirm meeting agendas in consultation with the Committee Facilitator, preside over meetings, and sign the final report to Council on the Committee’s behalf. The Chair shall be directly supported by the Committee Facilitator. In the absence of the Chair, the Vice-Chair shall undertake the duties of the Chair.

Committee Resources Member(s) of City Administration shall support the Committee, including the City Manager, the General Manager of Corporate Strategic Services, and the Executive Director of Economic Development. All members from Administration shall serve in a non-voting capacity. The City Manager shall also name a Committee Facilitator, who serves as a subject matter expert supporting the Committee and responsible for executing many of the decisions and engagements discussed with the Committee. The Committee Facilitator will:    

arrange meeting venues and logistics; prepare and distribute agendas and other materials prior to meetings (in consultation with the Chair); support the Chair and provide the Committee with information, research, note taking, and other services as required; and support the City Manager as the primary liaison with the appropriate City Departments and the lead on many of the activities discussed by the Committee.

The Committee will be provided with additional administrative and technical support at the discretion of the City Manager. While there is no specific budget allocated to this Committee, funding for incidental items will be drawn from the Smart City project budget.

Meeting Format, Voting and Schedules Committee meetings are intended to be informal, and structured to encourage maximum flexibility and open, honest debate. Decision-making shall be consensus/majority driven and the Committee shall speak with one voice after a decision has been made. Votes shall be taken by show of hands. Quorum for the purpose of each meeting shall be three (3) members. Committee meetings will commence in March or April 2014. Specific meeting schedules are at the Committee’s discretion; however, it is anticipated that: 

One meeting would be scheduled every two (2) months, with additional meetings at the Committee’s discretion;

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  

Generally, meetings will be scheduled on the third Wednesday of the month, from 5:30pm – 7:00pm (with a working dinner provided); and Attendance at other related events, such as scheduled community and industry engagements, is encouraged but at the Committee’s discretion. In accordance with Section 197 of the Municipal Government Act, meetings shall be held in public with the exception of the reasons outlined in Division 2, Part 1 of the Freedom of Information and Protection of Privacy Act or section 198 of the Municipal Government Act.

Committee meetings will conclude in late 2015 with the completion of the Master Plan, and submission to City Council for consideration.

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