02-004_Committee Staff Liaison Policy_20132-003
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COUNCIL AND BY-LAW
Policy 2 -003: Committee Staff Liaison Policy
Approval Date: February 28, 2013
Approval Authority: Council, By-Law 3702
Effective Date: February 28, 2013
Next Scheduled Review Year: 2022
Department: Office of the Clerk
Last reviewed: February 28, 2013
Revision Date/s: July 9, 2012
Schedules:
POLICY STATEMENT
There is a need to provide a staff liaison person for Committees of Council and Boards
of Council within the Town of Tillsonburg.
PURPOSE
Volunteering in the Town of Tillsonburg offers opportunities for the Town and volunteers
to collaborate in developing the Town of Tillsonburg. The Town will benefit from the
value of voluntary and community service and volunteers will develop civic pride in the
giving of their time and expertise.
The Town of Tillsonburg is committed to ensure and improve communications between
Committees/Boards and Council. This policy is to provide guidance and advice to staff
liaisons in order to minimize the Town's liability with respect to Committee/Board actions
while participating in public life. This policy is to improve communication and
opportunities for volunteerism in a safe and productive manner.
SCOPE
This policy applies to all staff that represents the Town on any committee or board.
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GENERAL
This policy shall be administered by the Development & Communications Department.
This policy shall be referred to as the “Committee/Staff Liaison Policy”.
This policy comes into force and effect on the date adopted.
AUTHORITY
The authority for the Committee/Staff Liaison Policy shall be by the approval of the
Council of the Town of Tillsonburg.
IMPLEMENTATION PROCEDURE
1. The Town and the community appreciate the commitment and time given by their
public committee members and recognize their valuable contributions and the
spirit in which they are given.
2. This policy is intended to balance the interests of the community, the public
committee members and the Town by ensuring that these interests are clearly
defined and agreed upon.
3. To establish guidelines for the conduct of staff appointed by Council to various
advisory, ad hoc or special purpose committees, boards or committees of the
Town, or on which the Town is represented. The policy will ensure that:
• Conflicts of interest are declared.
• Appointments are not used for personal gain.
• Appointees hold membership for the benefit of the public and community
at large.
• There is fairness and respect for differences.
• The deliberative privileges of the commission/board/committee are
maintained
• Personal information is protected
• Minimize the Town's liability while planning and participating in public life.
• Provide a process for communications and recommendations to Council.
• Identify Staffs role as liaison.
4. Conflict of Interest:
It is recognized that staff and public committee members have a broad range of
interests that may from time to time lead to potential, actual or the appearance of
a conflict of interest.
Staff & Volunteers will be considered to have a conflict of interest where their
private objectives conflict with municipal objectives. As such they shall not:
• Benefit financially from their membership other than an honorarium that
may be paid in certain circumstances.
• Place themselves in a position where they are under obligation to any
person who may benefit from the circumstances
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• Deal with any application, agreement or contract in which their spouse,
child, grandchild, parent, grandparent, partner, or company has an
interest.
• Gain personal benefit from any knowledge about a municipal related
matter.
• Give preferential treatment to any person, partner, organization or
company where the member has a financial interest.
Where a conflict of interest exists, the volunteer shall declare the conflict, or
possible conflict, and withdraw from direct involvement in the matter and refrain
from any comment that might influence a decision.
Volunteers shall ensure the conflict or possible conflict of interest is recorded in
the minutes of the meeting.
5. Appointment/Performance
Council shall appoint a staff liaison as a member to the appropriate board or
committee based on their level of expertise.
Staff will attend meetings on a regular basis, and provide support and direction to
the committee.
Boards and committees speak with one voice, that being through the motion or
resolution they pass. Discussion on how a member reaches a decision is a
matter of privilege of that member.
Members, whether they are in favour or opposed to a motion, shall support the
position of the board or committee once a question is decided.
Staff will ensure that operational matters be forwarded to internal departments
where possible. If in fact the matter is operational then the staff liaison shall
determine which town department would be responsible for the matter and file an
ACR to ensure the matter is dealt with. The staff liaison can then report back to
the committee once the matter has been dealt with.
Example: The Accessibility Advisory Committee identified a few curb cuts within
the town that were no longer accessible. Staff liaison for the committee entered
an ACR request and the matter was dealt with by public works. The Staff liaison
then reported at the next committee meeting that matter has been addressed and
the issue was closed.
Matters that require endorsement of Council such as new members, sub-
committee endorsement, legal liabilities, or projects that will require Town funds
to implement must be brought before council in the form of a request. Schedule 8
attached is a template for the request.
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All requests shall be supported with inclusion of the motion or resolution of the
committee. This is to indicate that the request is the one voice of the committee
as committees and boards speak through motions or resolutions that they pass.
Staff liaison's that are unsure if the matter should be brought before council or be
dealt with through ACR should contact the Town Clerk for clarification.
Boards/Committees may make requests for budget allocations through their staff
liaison in advance of the Town's annual budget process no later than August 31st
of any given year.
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Schedule A
Date
Tillsonburg Town Council
RE: Board/Committee Name Request for Council
At the _________Advisory Board Meeting of DATE, the Board/Committee passed the
following resolution:
“Resolution“
The board/committee would appreciate your consideration in ……………………………
as per the enclosed resolution.
Thank you for your consideration in this matter.
Regards,
Chair/Secretary
Committee
Phone number
Email address