Terms of Reference - Accessibility Advisory CommitteeAccessibility Advisory Committee
TERMS OF REFERENCE
Mandate:
To advise and assist the Town of Tillsonburg on matters, issues and policies pertaining to accessibility for
persons with disabilities to a building, structure or premises, or part of a building, structure or premise.
Goals for 2014-2018 Term:
The committee should use the Mandate to set out a clear plan for the term.
Set out Goals the committee will work towards accomplishing and add the document to the Committee
binder.
Avoid duplication from other committees
The goals of the Accessibility Committee are to encourage and facilitate accessibility on behalf of all
persons by:
1. Promoting public awareness of accessibility issues.
2. Encouraging cooperation among all service and interest groups to ensure a better community for
all persons.
3. Liaising with Town Departments and local organizations in addressing accessibility issues that are
related to municipal property and buildings; Acting as a consulting body during any renovations
that may be taking place over the course of this committee's term.
4. Ensuring that town facilities are accessible not only for users, but also for prospective employees.
5. Recognizing leadership in accessibility in Tillsonburg's private sector through the awarding of a
certificate, and recognition in the Tillsonburg News.
1.0 Role of the Accessibility Advisory Committee
1. Advise Council on matters pertaining to accessibility for persons with disabilities.
2. Advise and inform Council of new legislation and funding initiatives.
3. Advise and develop working relationships with relevant groups and individuals.
4. Advise and assist with the development of education programs and promote the activities of the
Committee.
5. Liaise with other like organizations to promote Tillsonburg’s accessibility of buildings.
6. Advise and inform Council with regard to accessibility issues as they arise.
7. Assist in the creation and annual review of the Multi-Year Accessibility Plan.
2.0 Organization of the Committee:
The Committee should be composed of people residing within the Town of Tillsonburg who
demonstrate a strong commitment to the terms of reference. A cross section of people should attempt
to be chosen in order to bring to the committee relevant technical and professional expertise as well as
strong advocacy, communication and organizational skills.
2.1 Appointment will be advertised in local newspapers as per Town's procedures for Committees of
Council.
2.2 Committee Members will be appointed by Council.
2.3 The term of a Committee Member is four (4) years.
2.4 Additional members may be appointed throughout the term.
2.5 A Committee Member may apply for a re-appointment for three consecutive terms, in order to
ensure transfer of knowledge and continuity amongst Committee Members.
2. 6 One member will be appointed by vote of the committee at the first meeting of each term to chair
the meetings for that term. The committee will also, at this time, select a vice-chair and secretary
for the same duration.
2.7 A Municipal staff person shall interact in an advisory manner to the committee.
3.0 Meetings:
3.1 The Committee will hold a minimum of eight (8) meetings a year.
3.2 The date and time of the regular meetings will be established at the first meeting of each term.
3.3 Meetings will have a formal agenda.
3.4 Agendas and information packages, that will include the minutes from the previous meeting, will be
sent (via mail, e-mail, or fax) to Committee Members prior to each meeting.
3.5 A majority of Council appointed Committee Members will constitute quorum for the transaction of
business.
3.6 The members may meet occasionally informally to discuss issues as warranted.
4.0 Role of The Chair:
The Chair is responsible for insuring the smooth and effective operation of the Committee and its roles.
This will include responsibility for:
4.1 Calling the meetings to order.
4.2 The Chair is encouraged to create an informal atmosphere to encourage the exchange of ideas such
as, using a roundtable format.
4.3 Creating an agenda in consultation with the Secretary.
4.4 Chairing the meetings.
4.5 Acting as spokesperson.
4.6 Representing the Committee on other committees when necessary.
4.7 The Chair shall conduct meetings in accordance with the Town's Procedural By-law
4.8 In the absence of the Chair, these responsibilities will be undertaken by a the Vice-Chair.
5.0 Role of the Secretary:
The Secretary is responsible for ensuring a complete up to date record for the Committee.
5.1 In liaison with the Chair, arrange date, time and venue for meetings.
5.2 In liaison with the Chair, set agendas and circulate to the members two business days prior to the
meeting.
5.3 Circulate draft minutes to the members.
5.4 Keep a complete up to date record of the committee minutes.
6.0 Role of Members:
Membership on the Committee is a position of responsibility and requires a strong commitment to the
Terms of Reference. Committee members are required to:
6.1 Attend all regular scheduled meetings. Members are required to notify the Chair, Secretary or the
designated municipal staff liaison if they are unable to attend a meeting.
6.2 Review all information supplied to them.
6.3 Prepare information for use in the development of materials for the Committee.
6.4 Promote the role of the Committee.
6.5 Offer input to committee reports to Council.
6.6 Attend training as required to effectively perform their role as a committee member.
6.7 Committee Members are subject to The Municipal Conflict of Interest Act R.S.O, 1990, c.M50 and
must disclose any direct or indirect pecuniary interest. The disclosure must be recorded in the
minutes of the meeting.
7.0 Role of Municipal Staff:
The Town of Tillsonburg, by its nature and purpose, affects and is affected by many different Municipal
departments. Assistance will be provided on an as required basis from various departments. Municipal
staff will be responsible for carrying out the following functions with respect to the Committee:
7.1 Acting as an information resource.
7.2 Orientation of Committee members at the first meeting after Council appointment.
7.3 Assist the Committee in its reporting to Council (see Sec. 7.0).
7.4 Provide correspondence to the Committee.
8.0 Reports to Council:
The Committee may advise and make recommendations to Council in accordance with its role. Reports
may be submitted as follows:
8.1 Verbally by a Council representative.
8.2 Verbally by the Chair or the designated representative.
8.3 Minutes from the Committee meetings
8.4 Written reports, including annual and end-of-term reports