240417 Museum, Culture, Heritage and Special Awards Advisory Committee AgendaThe Corporation of the Town of Tillsonburg
Museum, Culture, Heritage and Special Awards Advisory
Committee
AGENDA
Wednesday, April 17, 2024
4:30 PM
Lion's Den
45 Hardy Ave, Tillsonburg
1.Call to Order
2.Closed Session
Moved By: ________________
Seconded By: ________________
THAT the Museum, Culture, Heritage and Special Advisory Awards Committee move into
Closed Session to Consider the following:
2.4.1 2024 Citizen of the Year Award Nominations
239 (2) (b) personal matters about an identifiable individual, including municipal or local
board employees
2.1 Adoption of Closed Agenda
2.2 Disclosures of Pecuniary Interest and General Nature Thereof
2.3 Adoption of Closed Session Minutes
2.4 Reports
2.4.1 2024 Citizen of the Year Award Nominations
3.Adoption of Agenda
Moved By: ________________
Seconded By: ________________
THAT the agenda as prepared for the Museum, Culture, Heritage and Special Awards
Advisory Committee meeting of April 17, 2024 be approved.
4.Disclosures of Pecuniary Interest and the General Nature Thereof
5.Adoption of Minutes of Previous Meeting
Moved By: ________________
Seconded By: ________________
THAT the minutes of the Museum, Culture, Heritage and Special Advisory Awards
Committee of March 20, 2024 be approved.
6.Presentations
7.General Business & Reports
7.1 Andrea Greenway, Recreation Programs & Services Manager RE: Museum Updates
7.2 Tabitha Verbuyst, Executive Director/Curator RE: Station Arts Centre Updates
7.3 Founder's Day
7.4 Selection of Location for Northcrest Parks Names
Moved By: ________________
Seconded By: ________________
THAT the Museum, Culture, Heritage and Special Advisory Awards Committee move
into the Commemorative Naming Committee.
Moved By: ________________
Seconded By: ________________
THAT report titled Selection of Location for Northcrest Parks Names be
received as information; and
A.
THAT the Commemorative Naming Committee recommend to Council that
_____ be chosen as the park name for Northcrest Phase I and ____ as the
park name for Northcrest Phase II.
B.
Moved By: ________________
Seconded By: ________________
THAT the Commemorative Naming Committee move into the Museum, Culture,
Heritage and Special Advisory Awards Committee.
7.5 Previous Committee Terms of Reference
Page 2 of 35
Moved By: ________________
Seconded By: ________________
THAT report CS 24-049 Previous Committee Terms of Reference be
received as information.
A.
8.Next Meeting
9.Adjournment
Moved By: ________________
Seconded By: ________________
THAT the Museum, Culture, Heritage and Special Awards Advisory Committee be adjourned
at pm.
Page 3 of 35
1
The Corporation of the Town of Tillsonburg
Museum, Culture, Heritage and Special Awards
Advisory Committee
MINUTES
Wednesday, March 20, 2024
4:30 PM
30 Tillson Avenue
ATTENDANCE: Carrie Lewis
Amie Varga
Isaac Card
Doug Cooper
Joan Weston
Tabitha Verbuyst
Courtney Booth
Rosemary Dean
Kelly Spencer
Deb Gilvesy
Regrets: Lindsay Munroe
Staff: Patricia Phelps
Hillary Miller
_____________________________________________________________________
1. Call to Order
The meeting was called to order at 4:35 pm.
2. Closed Session
Resolution # 1
Page 4 of 35
2
Moved By: Kelly Spencer
Seconded By: Amie Varga
THAT the Museum, Culture, Heritage and Special Advisory Awards Committee
move into Closed Session to Consider the following:
2.3.1 Spring 2024 Volunteer Achievement Award Nominations
239 (2) (b) personal matters about an identifiable individual, including municipal
or local board employees
2.3.2 Naming of Northcrest Park - Public Consultation and
Recommendation
239 (2) (b) personal matters about an identifiable individual, including municipal
or local board employees
Carried
2.1 Adoption of Closed Agenda
2.2 Disclosures of Pecuniary Interest and the General Nature Thereof
2.3 Reports
2.3.1 Spring 2024 Volunteer Achievement Award Nominations, CLD-
CS-24-002
2.3.2 Naming of Northcrest Parks - Public Consultation and
Recommendation, CLD-CS-24-003
3. Adoption of Agenda
Joan Weston returned to the meeting.
Resolution # 8
Moved By: Amie Varga
Seconded By: Isaac Card
THAT the agenda as prepared for the Museum, Culture, Heritage and Special
Awards Advisory Committee meeting of March 20, 2024 be approved.
Carried
4. Disclosures of Pecuniary Interest and the General Nature Thereof
None
Page 5 of 35
3
5. Adoption of Minutes of Previous Meeting
Resolution # 9
Moved By: Joan Weston
Seconded By: Courtney Booth
THAT the minutes of the Museum, Culture, Heritage and Special Advisory
Awards Committee of January 17, 2024 be approved.
Carried
6. Presentations
None.
7. General Business & Reports
7.1 Patty Phelps, Culture & Heritage Manager/Curator RE: Museum
Updates
Patty Phelps, Manager/Curator of the Museum provided the following
verbal updates:
Recap of January and February
Throughout January staff and volunteers took down Christmas and
put up the quilt exhibit in the Pratt Gallery
Attendance for the month was 476, which included 2 group tours
and 2 room rentals. This number is a significant increase over
January of 2023, which had an attendance number of 180 visitors.
Museum was open on Family day 10 to 3 with tours, games, crafts
and new exhibit – saw 218 visitors
With this number, expecting to exceed Feb. 2023 attendance
numbers as well
Lunch & Learn series starts tomorrow
Have 50 people signed up between Thursday and Friday
Most have bought a series pass, so will be attending all 4 lectures
Leap year Tea planned for February 29 – currently have 20 people
signed up
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4
February Attendance – 2023: 417 and 2024: 505, Year to date - 2023:
597 and 2024: 981
Up-coming in March
o Women’s Day Luncheon on March 8 – currently have 31
women signed up
o March break programming registration open – different program
each day about animals connected to the museum parrots,
song birds, otter, turtles and cows – have a spots left
o March’s Lunch & Learn features guest lecturer Joan Weston
and her talk on the history of flue-cured tobacco in Tillsonburg
and area. A tickets left for this lecture.
o Oxford County Book Bus will be in our parking lot on March 12
from 10 – 12
o Motor Coach of 52 booked for a tour on March 14
o Easter falls at the end of March and the Museum will be closed
for the Easter weekend from Friday, March 29 through Monday,
April 1
7.2 Tabitha Verbuyst, Executive Director/Curator RE: Station Arts Centre
Updates
Tabitha Verbuyst, Executive Director/Curator provided the following verbal
updates:
March break camp is completely sold out.
Summer programs are already sold out as of March.
Spring into Art Market is coming again this year. Will span over two
weekends. Open house with a few farmers markets. Circus aerials
and a band. People can shop and be entertained and will hopefully
bring more traffic into the gallery.
Big Cheese Day, part of the Cheese Trail coming up.
Painters and Potters exhibit is currently on.
Membership has seen an increase in 100 new people.
Page 7 of 35
5
Women and History online platform for Station Arts. Looking to
highlight women in town and show how many amazing women are
in the community.
7.3 Founder's Day
The Committee decided to have Founder's Day the weekend after
Thanksgiving. Themes of thankfulness and living in the town can be used.
Carrie will reach out to the Community Centre to try and book the
auditorium for that weekend. Having the event at the auditorium provides
more space to come up with other activities for the day.
Joan will reach out to Theatre Tillsonburg to see if a play could be put on
for that day to showcase the history of Tillson's arrival to the area.
Other ideas included having blacksmiths and woodworkers in the parking
lot to embrace the pioneer sense of what the land was like in Tillson's
time.
7.4 Separate Social Media Pages for Parks, Culture and Recreation and
the Museum
Tabitha Verbuyst left the meeting at 5:35 p.m.
Resolution # 10
Moved By: Joan Weston
Seconded By: Doug Cooper
THAT the Museum, Culture, Heritage and Special Awards Advisory
Committee does not support the merger of the social media page of the
Museum and the social media page of the Recreation Culture and Parks;
THAT there are very different demographics in which the Museum has
heritage awareness and that the focus of Recreation is on wellness and
active living;
THAT the Committee feels there is no reason to risk losing a social media
page that is already well established;
AND THAT these comments be provided to the Director of Recreation,
Culture and Parks for consideration.
Page 8 of 35
6
Carried
7.5 Museum, Culture and Heritage Master Plan
Resolution # 11
Moved By: Rosemary Dean
Seconded By: Amie Varga
THAT the Museum, Culture, Heritage and Special Awards Advisory
Committee recommend to Council that a Museum, Culture and Heritage
Master Plan be created.
Carried
7.6 Terms of Reference
Isaac Card left the meeting at 6:01 p.m.
Resolution # 12
Moved By: Carrie Lewis
Seconded By: Kelly Spencer
THAT staff provide the previous terms of reference of the Museum
Advisory Committee for review at the next meeting.
Carried
7.7 Retirement Celebration for Patty Phelps
The committee thanked Patty for all of her hard work and wished her well
on her retirement.
8. Next Meeting
The next meeting is April 17, 2024.
9. Adjournment
Page 9 of 35
7
Resolution # 13
Moved By: Rosemary Dean
Seconded By: Amie Varga
THAT the Museum, Culture, Heritage and Special Awards Advisory Committee
be adjourned at 6:09 pm.
Carried
Page 10 of 35
Page 1 of 2
Subject: Selection of Location for Northcrest Parks Names
Report Number: CS -24-047
Department: Corporate Services Department
Submitted by: Hillary Miller, Records and Legislative Coordinator
Meeting Type: Advisory Committee Meeting
Meeting Date: Wednesday, April 17, 2024
RECOMMENDATION
A. THAT report titled Selection of Location for Northcrest Parks Names be received
as information; and
B. THAT the Commemorative Naming Committee recommend to Council that
_____ be chosen as the park name for Northcrest Phase I and ____ as the park
name for Northcrest Phase II.
BACKGROUND
Council approved the Commemorative Naming Committee’s (CNC) selection of names
for the two proposed Northcrest Parks at their April 8, 2024 meeting.
While preparing to execute the naming, it was discovered that the Committee did not
determine a separation of the name collection based on two parks being named at the
same time titled Northcrest.
This report will provide the CNC with two maps to determine the selection of the park
name for each location.
DISCUSSION
There are two parks in the Northcrest subdivision that require names. Attached as
Appendix A is the Northcrest Phase I development. Attached as Appendix B is the
Northcrest Phase II development.
The CNC selected Doug Wilson Park and Weston Family Park as the desired names for
the two parks in the Northcrest Subdivision. A selection of which name for which park is
required prior to executing the names for the parks.
CONSULTATION
Julie Columbus, Director of Recreation, Culture and Parks
Page 11 of 35
CS -24-047 Selection of Location for Northcrest Parks Names
Page 2 of 2
FINANCIAL IMPACT/FUNDING SOURCE
N/A
CORPORATE GOALS
☐ Lifestyle and amenities
☒ Customer service, communication and engagement
☐ Business attraction, retention and expansion
☐ Community growth
☐ Connectivity and transportation
☐ Not Applicable
Goal – The Town of Tillsonburg will strive for excellence and accountability in
government, providing effective and efficient services, information, and opportunities to
shape municipal initiatives
Strategic Direction – Increase opportunities and promotion for public engagement in
municipal initiatives; Engage community groups, including advisory committees and
service organizations, in shaping municipal initiatives.
Priority Project – N/A
ATTACHMENTS
Appendix A – Northcrest Development Phase I
Appendix B – Northcrest Development Phase II
Page 12 of 35
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Fax: 519-842-3235
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Page 14 of 35
Page 1 of 2
Subject: Previous Committee Terms of Reference
Report Number: CS -24-049
Department: Corporate Services Department
Submitted by: Hillary Miller, Records and Legislative Coordinator
Meeting Type: Council Meeting
Meeting Date: Wednesday, April 17, 2024
RECOMMENDATION
A. THAT report CS 24-049 Previous Committee Terms of Reference be received as
information.
BACKGROUND
At their last meeting on March 20, 2024, the Museum, Culture, Heritage and Special
Advisory Awards Committee discussed reviewing their current terms of reference by
comparing it with previous terms of references. The following resolution was passed:
Resolution # 12
Moved By: Carrie Lewis
Seconded By: Kelly Spencer
THAT staff provide the previous terms of reference of the Museum Advisory Committee
for review at the next meeting.
Carried
This report will provide those terms of references.
DISCUSSION
The Museum, Culture, Heritage and Special Awards Advisory Committee is an
amalgamation of committees that were once previously separate committees. Each of
these committees had their own terms of reference. Previous committees included the
Museum Advisory Committee, Heritage, Beautification and Cemeteries Committee,
Cultural Advisory Committee and the Special Awards Committee. The previous terms of
references of those committees are attached in the appendices for the Committee’s
review.
Page 15 of 35
CS -24-049 Previous Committee Terms of Reference
Page 2 of 2
CONSULTATION
N/A
FINANCIAL IMPACT/FUNDING SOURCE
N/A
CORPORATE GOALS
☐ Lifestyle and amenities
☐ Customer service, communication and engagement
☐ Business attraction, retention and expansion
☐ Community growth
☐ Connectivity and transportation
☒ Not Applicable
Goal – N/A
Strategic Direction – N/A
Priority Project – N/A
ATTACHMENTS
Appendix A – Museum, Culture, Heritage and Special Advisory Awards Committee
2022-2026 Terms of Reference
Appendix B – Museum Advisory Committee 2018 Terms of Reference
Appendix C – Museum Advisory Committee 2013-2014 Terms of Reference
Appendix D – Heritage, Beautification and Cemeteries Terms of Reference
Appendix E – Special Awards Committee Terms of Reference
Appendix F – Cultural Advisory Committee Terms of Reference
Page 16 of 35
Museum, Culture, Heritage & Special Awards Advisory
Committee TERMS OF REFERENCE
Mandate: To advise and make recommendations to Council on all matters with respect to tourism
and culture in the Town of Tillsonburg. To advise and make recommendations to
Council on all matters related to properties of architectural and historical significance. To
receive nominations and make recommendations to Council for the Citizen of the Year
award. To receive nominations and select nominees for volunteer awards. To provide
commemorative naming options to Council.
1.0 Role of the Culture and Heritage Advisory Committee
1.1 To advise and make recommendations to Council on matters related to
tourism, culture, heritage and the museum.
1.2 To advise and inform Council of new legislation and funding initiatives.
1.3 Liaise with other organizations to promote Tillsonburg’s culture.
1.4 To develop and obtain endorsements of sub-committees when necessary to
establish events.
1.5 To develop relationships for coordinating events with local service groups.
1.6 To advise and make recommendations to Council on all matters related to
properties of architectural and historical significance.
1.7 To make recommendations to Council regarding the designation of buildings,
natural areas and parks 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.
1.8 To assist with the ongoing implementation and operation of the Tillsonburg
Century Plaque Program.
Page 17 of 35
1.9 Act as ambassadors for the museum within the community. 1.10 Liaise with Tillsonburg and District Historical Society regarding trust for
artifact purchases and to act as trustees for the restoration trust. 1.11 To receive nominations for volunteer recognition and to promote the program within the community.
1.12 To select nominees for volunteer recognition on a quarterly basis. 1.13 To receive nominations and make recommendations to Council for a Citizen of the year and assist with planning a recognition ceremony. 1.14 To provide recommendations to Council on commemorative naming for
Tillsonburg properties, buildings and structures as required. 1.15 To receive nominations and provide recommendations to Council on recipients for provincial wide awards.
2.0 Organization of the Committee
The Committee should be composed of people within Tillsonburg who demonstrate
a strong commitment to the Terms of Reference. A cross section of individuals
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 Vacancies for citizen appointments will be advertised as per the Town’s
procedures for Committees of Council.
2.2 Committee members will be appointed by Council.
2.3 The Committee shall have a minimum of seven members (one Council
representative, six members of the public and one representative from
the Tillsonburg District Craft Guild) with a maximum of twelve
members in total.
2.4 The term of a Committee Member is four years, concurrent with the term
of Council.
2.5 Additional members may be appointed throughout the term.
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. At this time, they will
select a vice-chair for the same duration. These appointees shall not be
staff members or Council representatives.
2.7 Municipal staff shall act in an advisory manner to the committee and the
role of staff liaison shall be fulfilled by the Curator/Manager of Culture &
Heritage and Records & Legislative Coordinator.
3.0 Meetings
3.1 The Committee will hold a minimum of ten meetings a year and 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.
Page 18 of 35
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.
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.
Page 19 of 35
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 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 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 The Town 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.
7.6 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 or 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.
Page 20 of 35
Museum Advisory Committee
Terms of Reference
Mandate:
To make recommendations to Council on policies and procedures pertaining to the
Museum. To participate in strategic planning activities, initiate and participate in
fundraising activities when and as needed, act as ambassadors for the museum within the community. To work with the Tillsonburg and District Historical Society regarding trust for artifact purchases and to act as trustees for the restoration trust.
1.0 Role of the Museum Advisory Committee
1.1 To advise Council on matters relating to the Museum. 1.2 To advise and inform Council of new legislation and funding initiatives. 1.3 To advise and develop working relationships with relevant groups. 1.4 To advise and assist with the development of museum programming and
promote the activities of the Committee and museum. 1.5 To liaise with other organizations to promote the Museum. 1.6 To make recommendations to the trustees for the Annandale House Restoration Trust
1.7 To advise Council with regard to the Community Strategic Plan.
1.8 To set out clear goals for the committee for the term. 2.0 Organization of the Committee
The Committee should be composed of people within the Tillsonburg area who
demonstrate a commitment to the Terms of Reference. A cross section of individuals should attempt to be chosen in order to bring to the committee relevant technical and professional expertise, as well as advocacy, communication and organizational skills.
2.1 Vacancies for citizen appointments will be advertised in local newspapers as per the Town’s procedures for Committees of Council.
2.2 Committee members will be appointed by Council. 2.3 The Committee shall have a minimum of 7 members (1 Council representative and 6 members of the public) with a maximum of 9 members in total. 2.4 The term of a Committee Member is four years, concurrent with the term of
Council. 2.5 Additional members may be appointed throughout the term. 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. At this time, they will select a vice-chair and secretary for the same duration.
2.7 Municipal staff shall act in an advisory manner to the committee and the role of staff liaison shall be fulfilled by the Culture and Heritage Manager/Curator.
Page 21 of 35
3.0 Meetings
3.1 The Committee will hold a minimum of ten 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 (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. 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 or
appointing a delegate to do so. 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 committee minutes.
6.0 Role of Members Membership on the Committee is a position of responsibility and requires a commitment
to the Terms of Reference. Committee members are required to:
6.1 Attend all regularly scheduled meetings. Members shall notify the Chair, Secretary or staff liaison if they are unable to attend a meeting.
Page 22 of 35
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 3 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 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 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. 7.4 Provide correspondence to the Committee. 7.5 Responsible for maintain 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 or the designated representative to Council.
An annual report will also be submitted and presented to Council at the beginning of each new year outlining the Committee’s accomplishments in the previous year.
Page 23 of 35
Museum Advisory Committee
TERMS OF REFERENCE
Mandate:
To research, collect, preserve, exhibit and promote the Tillsonburg Museum. To make recommendations
to council on policies and procedures pertaining to the museum. To work with the Tillsonburg Historical
Society regarding trusts for restoration and artifact purchases.
Goals for 2013-2014 Term:
The committee should use the Mandate to set out a clear plan for the term.
Set out Goals the committee will work towards accomplishing and add the document to the Committee
binder.
Avoid duplication from other committees.
1.0 Role of the Museum Advisory Committee
1. Advise Council on matters relating to the Museum.
2. Advise and inform Council of new legislation and funding initiatives.
3. Advise and develop working relationships with relevant groups.
4. Advise and assist with the development of education programs and promote the activities of the
Committee.
5. Liaise with other like organizations to promote Annandale National Historic Site.
6. Advise and inform Council with regard to parks and recreation issues as they arise.
2.0 Organization of the Committee:
The Committee should be composed of people residing within 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 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 term of a Committee Member is two (2) years.
2.4 Additional members may be appointed throughout the term.
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.
Page 24 of 35
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 a 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 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.
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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.
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
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.
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Tillsonburg 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
Page 27 of 35
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
Page 28 of 35
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
Page 29 of 35
Special 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.
Page 30 of 35
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.
Page 31 of 35
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.
Page 32 of 35
Cultural Advisory Committee
TERMS OF REFERENCE
Mandate:
To advise Council on matters, issues & policies pertaining to tourism, cultural events and festivals and to
actively encourage partnerships. To develop and obtain council endorsements of sub-committees when
necessary to establish events such as Turtlefest, Airshows, Tillsonburg Country Christmas Festival, etc.
To develop relationships for coordinating events with local service groups, BIA, Chamber, Station Arts
and sports groups.
Goals for 2015-2018 Term:
The committee should use the Mandate to set out a clear plan for the term.
Set out Goals the committee will work towards accomplishing and add the document to the Committee
binder.
Avoid duplication from other committees.
1.0 Role of the Cultural Advisory Committee
1. Advise Council on matters pertaining to tourism, cultural events and festivals.
2. Advise and inform Council of new cultural legislation and funding initiatives.
3. Advise and develop working relationships with owners of businesses, BIA and Chamber of Commerce.
4. Advise and assist with the development of education programs and promote the activities of the
Committee.
5. Liaise with other like organizations to promote Tillsonburg’s culture.
6. Advise and inform Council with regard to cultural issues.
2.0 Organization of the Committee:
The Committee should be composed of people residing within 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 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 term of a Committee Member is two (2) years.
2.4 Additional members may be appointed throughout the term.
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.
Page 33 of 35
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 a 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 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.
Page 34 of 35
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.
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
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.
Page 35 of 35