Terms of Reference - Special Awards CommitteeSpecial Awards Committee
TERMS OF REFERENCE Mandate:
To advise Council and make recommendations on awards for volunteer service within the Town
of Tillsonburg.
The Volunteer Service Recognition Program shall recognize volunteers on a monthly basis
when nominations are received by the Special Awards Committee.
The Committee shall organize a Town of Tillsonburg volunteer recognition social event on a
yearly basis with budget approval.
Goals for 2015-2018 Term:
The Special Awards Committee will ensure volunteer service recognition nomination
packages are available to the community which shall include various community groups
including service clubs.
1.0 Role of the Special Awards Committee
1.1 Receive nominations for volunteer recognition;
1.2 Advise Council and make recommendations for volunteer recognition of a
volunteer of the month, 1.3 Based on the approved Council budget organize an annual social event for Town
volunteers. The event shall be organized in partnership with the Clerk’s office.
2.0 Organization of the Committee:
The Committee should be composed of people residing within or around 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 a
variety of advocacy, communication and organizational skills.
2.1 Vacancies will be advertised in the local newspaper, on the Town’s website as well
as various forms of social media as per Town's procedures for Committees of
Council.
2.2 Committee Members will be appointed by Council. The composition will be three community members and two Council members.
2.3 The term of a Committee Member is four (4) years to coincide with the term of
Council.
2.4 Additional members may be appointed throughout the term.
2.5 One member will be appointed by vote of the committee at the first meeting of each
term to chair the meetings for that year. The committee will also, at this time, select
a vice-chair and secretary for the same duration. 2.6 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 six (6) meetings a year or as required. 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
5.0 Role of Vice-Chair In the absence of the Chair, the Vice-Chair shall assume the full responsibilities of the
Chair as listed in points 4.1 to 4.7 inclusive.
6.0 Role of the Secretary: The Secretary is responsible for insuring a complete up to date record for the
Committee.
6.1 In liaison with the Chair, arrange date, time and venue for meetings. 6.2 In liaison with the Chair, set agendas and circulate to the members two business days prior to the meeting.
6.3 Circulate draft minutes to the members.
6.4 Keep a complete up to date record of the committee minutes.
7.0 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: 7.1 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.
7.2 Review all information supplied to them. 7.3 Prepare information for use in the development of materials for the Committee. 7.4 Promote the role of the Committee.
7.5 Offer input to committee reports to Council.
7.6 Attend training as required to effectively perform their role as a committee member.
7.7 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.
8.0 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:
8.1 Acting as an information resource. 8.2 Orientation of Committee members at the first meeting after Council appointment.
8.3 Assist the Committee in its reporting to Council (see Sec. 9.0).
8.4 Provide correspondence to the Committee.
9.0 Reports to Council:
The Committee may advise and make recommendations to Council in accordance with
its role. Reports may be submitted as follows:
9.1 Verbally by a Council representative. 9.2 Verbally by the Committee Chair or the designated Committee representative.
9.3 Minutes from the Committee meetings
9.4 Written reports
An annual report will also be submitted to Council at the beginning of each new year outlining a list of the volunteers recognized in the previous twelve months.