3625 Schedule "A" - Committee/Staff Liaison Policy.THE CORPORATION OF THE TOWN OF TILLSONBURG
ADMINISTRATIVE POLICY
COMMITTEE/STAFF LIAISON POLICY
APPOVAL DATE:
SCHEDULES
REVISION DATE:
00/00/0000
Schedule A
Committee Staff List
Schedule B
Council Request Template
Page 1 of 6
A. Policy Statement
There is a need to provide a staff liaison person for Committees of Council and Boards
of Council within the Town of Tillsonburg.
B.Purpose
Volunteering in the Town of Tillsonburg offers opportunities for the Town and volunteers
to collaborate in developing the Town of Tillsonburg. The Town will benefit from the
value of voluntary and community service and volunteers will develop civic pride in the
giving of their time and expertise.
The Town of Tillsonburg is committed to ensure and improve communications between
Committees/Boards and Council. This policy is to provide guidance and advice to staff
liaisons in order to minimize the Town's liability with respect to Committee/Board actions
while participating in public life. This policy is to improve communication and
opportunities for volunteerism in a safe and productive manner.
C. Scope
This policy applies to all staff that represents the Town on any committee or board.
D. General
This policy shall be administered by the Development & Communications Department.
This policy shall be referred to as the "Committee/Staff Liaison Policy".
This policy comes into force and effect on the date adopted.
E. Authority
The authority for the Committee/Staff Liaison Policy shall be by the approval of the
Council of the Town of Tillsonburg.
THE CORPORATION OF THE TOWN OF TILLSONBURG
ADMINISTRATIVE POLICY
COMMITTEE/STAFF LIAISON POLICY
APPOVAL DATE:
SCHEDULES
REVISION DATE:
00/00/0000
Schedule A
Committee Staff List
Schedule B
Council Request Template
Page 2 of 6
F. Policy
The Town and the community appreciate the commitment and time given by their public
committee members and recognize their valuable contributions and the spirit in which
they are given.
This policy is intended to balance the interests of the community, the public committee
members and the Town by ensuring that these interests are clearly defined and agreed
upon.
To establish guidelines for the conduct of staff appointed by Council to various advisory,
ad hoc or special purpose committees, boards or committees of the Town, or on which
the Town is represented. The policy will ensure that:
• Conflicts of interest are declared.
• Appointments are not used for personal gain.
• Appointees hold membership for the benefit of the public and community at large.
• There is fairness and respect for differences.
• The deliberative privileges of the commission/board/committee are maintained
• Personal information is protected
• Minimize the Town's liability while planning and participating in public life.
• Provide a process for communications and recommendations to Council.
• Identify Staffs role as liaison.
THE CORPORATION OF THE TOWN OF TILLSONBURG
ADMINISTRATIVE POLICY
COMMITTEE/STAFF LIAISON POLICY
APPOVAL DATE:
SCHEDULES
REVISION DATE:
00/00/0000
Schedule A
Committee Staff List
Schedule B
Council Request Template
Page 3 of 6
PROCEDURES FOR THE COMMITTEE/STAFF LIAISON POLICY
Conflict of Interest:
It is recognized that staff and public committee members have a broad range of interests
that may from time to time lead to potential, actual or the appearance of a conflict of
interest.
Staff & Volunteers will be considered to have a conflict of interest where their private
objectives conflict with municipal objectives. As such they shall not:
• Benefit financially from their membership other than an honorarium that may be
paid in certain circumstances.
• Place themselves in a position where they are under obligation to any person
who may benefit from the circumstances
• Deal with any application, agreement or contract in which their spouse, child,
grandchild, parent, grandparent, partner, or company has an interest.
• Gain personal benefit from any knowledge about a municipal related matter.
• Give preferential treatment to any person, partner, organization or company
where the member has a financial interest.
Where a conflict of interest exists, the volunteer shall declare the conflict, or possible
conflict, and withdraw from direct involvement in the matter and refrain from any
comment that might influence a decision.
Volunteers shall ensure the conflict or possible conflict of interest is recorded in the
minutes of the meeting.
Appointment/Performance
Based on the recommendation of the CAO, Council shall appoint a staff liaison as a
member to the appropriate board or committee based on their level of expertise.
THE CORPORATION OF THE TOWN OF TILLSONBURG
ADMINISTRATIVE POLICY
COMMITTEE/STAFF LIAISON POLICY
APPOVAL DATE:
SCHEDULES
REVISION DATE:
00/00/0000
Schedule A
Committee Staff List
Schedule B
Council Request Template
Page 4 of 6
Staff will attend meetings on a regular basis, and provide support and direction to the
committee.
Boards and committees speak with one voice, that being through the motion or
resolution they pass. Discussion on how a member reaches a decision is a matter of
privilege of that member.
Members, whether they are in favour or opposed to a motion, shall support the position
of the board or committee once a question is decided.
Staff representative and Council representatives are to provide support only and their
role is not to give direction to boards and committees.
Staff will ensure that operational matters be forwarded to internal departments where
possible. If in fact the matter is operational then the staff liaison shall determine which
town department would be responsible for the matter and file an ACR to ensure the
matter is dealt with. The staff liaison can then report back to the committee once the
matter has been dealt with.
Example: The Accessibility Advisory Committee identified a few curb cuts within the
town that were no longer accessible. Staff liaison for the committee entered an ACR
request and the matter was dealt with by public works. The Staff liaison then reported at
the next committee meeting that matter has been addressed and the issue was closed.
Matters that require endorsement of Council such as new members, sub-committee
endorsement, legal liabilities, or projects that will require Town funds to implement must
be brought before council in the form of a request. Schedule B attached is a template
for the request.
All requests shall be supported with inclusion of the motion or resolution of the
committee. This is to indicate that the request is the one voice of the committee as
committees and boards speak through motions or resolutions that they pass.
Staff liaison's that are unsure if the matter should be brought before council or be dealt
with through ACR should contact the Town Clerk for clarification.
THE CORPORATION OF THE TOWN OF TILLSONBURG
ADMINISTRATIVE POLICY
COMMITTEE/STAFF LIAISON POLICY
APPOVAL DATE:
SCHEDULES
REVISION DATE:
00/00/0000
Schedule A
Committee Staff List
Schedule B
Council Request Template
Page 5 of 6
Schedule A
COMMITTEE
Community Services Advisory Board
Cultural Advisory Board
Development Committee
Heritage & Beautification Advisory Board
Parks & Recreation Advisory Committee
TACAC
Museum Advisory Board
BIA
Accessibility Advisory Board
Library Board
STAFF LIAISON
Kelley Coulter, Donna Burditt, Jodi Aspden
Cephas Panschow
David Samis, Kelley Coulter
Kelly Batt
Janet McCurdy
Amber Zimmer
Patty Phelps
Cephas Panschow
Donna Wilson
Terri Pope
THE CORPORATION OF THE TOWN OF TILLSONBURG
ADMINISTRATIVE POLICY
COMMITTEE/STAFF LIAISON POLICY
APPOVAL DATE:
SCHEDULES
REVISION DATE:
00/00/0000
Schedule A
Committee Staff List
Schedule B
Council Request Template
Page 6 of 6
Schedule B
Date
Tillsonburg Town Council
RE: Board/Committee Name Request for Council
^Advisory Board Meeting of DATE, the Board/Committee passed theAt the ___
following resolution:
"Resolution"
The board/committee would appreciate your consideration in.
as per the enclosed resolution.
Thank you for your consideration in this matter.
Regards,
Chair/Secretary
Committee
Phone number
Email address