160505 Airport Advisory MIN ATT01 - Revised Terms of ReferenceAirport Advisory Committee
Terms of Reference
Last Revised: May 5, 2016
Mandate
To advise and assist the Town of Tillsonburg on matters pertaining to the Tillsonburg Regional Airport.
The Airport Advisory Committee will provide a forum for receiving input and advice from aviation
stakeholder groups and the community with respect to the Airport Master Plan, strategic initiatives and
operational improvements. The Committee will also provide a forum for dialogue, communication and
education.
1.0 Role of the Airport Advisory Committee
The Airport Advisory Committee will provide input and advice on Airport matters as follows:
• Airport policies including master plan implementation and updates;
• Long term strategies to grow and expand the airport including infrastructure
improvements/expansions and services;
• Opportunities to support the financial self-sufficiency of the airport including increased
revenues and decreased costs;
• Airport awareness including marketing and promotion initiatives;
• Airport initiatives and events;
• Tourism initiatives related to the Airport;
• Advise on aviation matters or initiatives including existing and proposed regulations by external
agencies; and
• Matters referred to the Advisory Committee by Council.
2.0 Organization of the Committee
The Committee shall be composed of people from the Greater Tillsonburg Area/Oxford County who
demonstrate a strong commitment to the terms of reference. A cross selection 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 committee should be composed, but not restricted to, members from the following categories:
• Airport tenants (minimum 2)
• Pilots (minimum 2)
• Town Councillor (1)
• Southwest Oxford Township Councillor (1)
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Non-voting members:
• Public Works Manager
• Airport Administrator
• Oxford County representative
2.4 The term of a Committee Member is four (4) years to coincide with the term of Council.
2.5 A Committee Member may apply for 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
meetings form 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 four (4) quarterly meetings with additional meetings at the
call of the Chair.
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 Committee Members will constitute quorum for the transaction of business.
4.0 Role of the Chair
The Chair is responsible for ensuring 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
using a roundtable format.
4.3 Creating an agenda in consultation with the Secretary.
4.4 Chairing the meetings.
4.5 Acting as spokesperson.
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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.
5.4 Keep a complete up to date record on the Committee minutes.
6.0 Role of Members
6.1 Membership on the Committee is a position of responsibility and requires a strong commitment to
the Terms of Reference. Committee members are required to:
6.2 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.
6.3 Review all information supplied to them
6.4 Prepare information for use in the development of materials for the Committee.
6.5 Promote the role of the Committee.
6.6 Offer input to Committee reports to Council.
6.7 Attend training as required to effectively perform their role as a Committee member.
6.8 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:
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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. 8.0).
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 By a Council representative.
8.2 By the Chair or the designated representative.
8.3 Minutes from the Committee meetings.
8.4 Written reports.
An annual report will also be submitted to Council at the beginning of each new year outlining the
Committee’s accomplishments in the previous twelve months.