Terms of Reference -Traffic Advisory Committee 2022-2026Traffic Advisory Committee
Terms of Reference
Mandate: To advise and make recommendations to Council on all matters related to
roadways, parking, speed zones, pedestrian paths, sidewalks, cross-walks and cycling
to promote safety and livability in our community.
1.0 Role of the Traffic Advisory Committee
1.1 To identify challenges and opportunities in high-traffic areas
1.2 To provide information and recommendations to Council regarding traffic,
parking and speed zones
1.3 To review and consider traffic, parking and speed zone concerns
1.4 To promote, support and increase traffic initiatives throughout Tillsonburg
1.5 Advocate for the safety of pedestrians and cyclists in Tillsonburg
2.0 Organization of the Committee
The Committee shall be composed of local experts in law enforcement, safety and
traffic initiatives thus will consist of: two Council representatives, one member of the
Oxford County OPP Detachment, Chair of the Police Services Board , one member from
Oxford County Public Works Division, and the Director of Operations and Development.
The term of a Committee Member is four years, concurrent with the term of Council.
2.1 Additional members may be appointed throughout the term.
2.2 One member will be appointed by vote of the committee at the first
meeting of each term to Chair the meetings for that term. At this time, they
will select a vice-chair for the same duration. These appointees shall not
be staff members or Council representatives.
2.3 Municipal staff shall act in an advisory manner to the committee and the
role of staff liaisons shall be fulfilled by a By-Law Enforcement Officer.
3.0 Meetings
3.1 The Committee will hold a minimum of four meetings a year with a
maximum of one meeting per month.
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 (including previous meeting minutes)
will be sent electronically to Committee 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 and staff liaison.
4.4 Chairing the meetings to ensure business is carried out efficiently and
effectively.
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. The Secretary will be the staff liaison 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 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 regularly scheduled meetings. Members shall notify the Chair
and Secretary if they are unable to attend a meeting.
6.2 Adhere to the provisions set out in the Policy for Boards and Committees
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 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 t he 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 an information resource.
7.2 Orientation of Committee members by the Clerk’s Department at the 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 the staff liaison and presented by the Chair of the
designated representative to Council.
An annual report will also be submitted and presented to Council at the beginning of
each year outlining the Committee’s accomplishments in the previous year.