Terms of Reference - HBC CommitteeTillsonburg Heritage, Beautification & Cemetery Advisory Committee
TERMS OF REFERENCE
Mandate:
To advise and make recommendations to Council on all matters with respect to architectural and
historical significance, beautification of public spaces, including trees, and Tillsonburg cemeteries.
To advise Council of new and relevant legislation and funding initiatives; to make
recommendations and assist with the development of education programs; and to liaise with the
community and other organizations to promote Tillsonburg heritage, beautification and
cemeteries.
1.0 Role of the Tillsonburg Heritage, Beautification & Cemetery Advisory Committee:
1.1 To make recommendations to council regarding designation of buildings, natural areas,
and parks as well as plaques and monuments with historical or architectural significance
to ensure the conservation, protection and preservation of heritage resources in accordance with the Ontario Heritage Act, R.S.O. 1990, c.O.18. 1.2 To advise and develop working relationships with owners of heritage designated
properties.
1.3 To make recommendations to Council regarding beautification of public spaces including
both naturalized and cultivated areas as well as heritage trees. 1.4 To assist Council in enhancing and beautifying the Town of Tillsonburg by recommending and/or implementing community based beautification projects.
1.5 To make recommendations to Council with regard to the preservation, maintenance and
development of Tillsonburg cemeteries.
2.0 Organization of the Committee
The Committee should be composed of people who demonstrate a strong commitment to the
terms of reference and include a cross section of individuals in an effort to bring to the committee, relevant technical and professional expertise, as well as strong advocacy, communication and organizational skills.
2.1 Vacancies for citizen appointments to the Heritage, Beautification & Cemetery Advisory
Committee shall be advertised in local newspapers and on the Town website 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.
Revised December 14, 2015
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 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.
Revised December 14, 2015
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.
7.5 The Clerk will maintain a list of designated properties situated in the municipality in
accordance with Sec. 27 of the Ontario Heritage Act, R.S.O. 1990, c.O.18. 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
Revised December 14, 2015