Terms of Reference - Tillsonburg 150 SubcommitteeTillsonburg 150 Ad Hoc Committee
Terms of Reference
Mandate:
To work in collaboration with Town staff and community partners to plan and execute a
family-friendly event to commemorate the 150th Anniversary of the Incorporation of the
Town of Tillsonburg in September of 2022.
1.0 Role of the Tillsonburg 150 Committee:
1.1 To plan and execute a family-friendly event to celebrate Tillsonburg’s 150th
Birthday
1.2 To develop and present to the Culture, Heritage and Special Awards
Committee a budget for the event and to work within said budget for the
event
1.3 To seek out, if needed, additional funding to meeting budget
1.4 To work with the Town’s Communication Department to promote the
celebration to all Town citizens
1.5 To develop working relationships with community groups and organizations
for assistance to plan and execute the event
1.6 To present a final report on the event to the Culture, Heritage and Special
Awards Committee at their November 2022 meeting
2.0 Organization of the Committee
The Committee should be comprised of a cross section of individuals with relevant
technical and professional expertise, as well as strong advocacy, communication and
organizational skills.
2.1 Vacancies for citizen appointments will be advertised in the local newspaper
as per the Town’s procedures for Committees of Council.
2.2 Committee members will be appointed by Council.
2.3 The Committee shall include one Council representative, three members of
the Culture, Heritage and Special Awards Committee, four members of the
public including one representative from the Historical Society.
2.4 The term of a Committee member will conclude when the ad -hoc committee
is abolished after meeting their outlined mandate.
2.5 One member will be appointed by vote of the committee at the first meeting
to chair the meetings for the term. At this time, they will select a vice-chair.
2.6 Municipal staff shall act in an advisory manner to the committee and the role
of staff liaison shall be fulfilled by the Executive Assistant and
Curator/Manager of Culture and Heritage.
3.0 Meetings
3.1 The Committee will meet once a month.
3.2 The date and time of the regular meetings will be established at the first
meeting of the group.
3.3 Meetings will have a formal agenda.
3.4 Agendas and information packages (including previous meeting minutes) will
be sent electronically to Members prior to each meeting.
3.5 A majority of Council appointed 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 Encouraging an informal atmosphere to encourage the exchange of ideas.
4.3 Creating an agenda in consultation with the Secretary.
4.4 Chairing the meetings to ensure business is carried out efficiently and
effectively.
4.5 Acting as spokesperson.
4.6 Representing the Committee at Town Council.
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 agendas 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 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. Members are required to:
6.1 Attend all regularly scheduled meetings. Members shall notify the Chair or
Staff Liaison if they are unable to attend a meeting.
6.2 Adhere to the provisions set out in the Policy for Boards and Committ ees of
Council. If a member has an unexplained absence of three or more
consecutive meetings then their seat on the Committee shall be declared
vacant.
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 and its’ decisions made.
6.6 Offer input to Committee reports to Council.
6.7 Attend training as required to effectively perform their roles 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:
7.1 Act as information resource.
7.2 Orientation of Committee members at their first meeting after Council
appointment.
7.3 Assist the Committee in its reporting to Council.
7.4 Provide correspondence to the Committee.
7.5 Responsible for maintaining accurate and up-to-date committee records and
providing minutes to Council.
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 Written Report from staff liaison and/or presented by the Chair or the
designated representative to Council.