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3485 To define the Mandate, membership, and Meeting Procedures for Committees Established by the Town of TillsonburgTHE CORPORATION OF THE TOWN OF TILLSONBURG BY-LAW NUMBER 3485 A BY-LAW to Define The Mandate, Membership, And Meeting Procedures ForCommittees Established By The Corporation Of The Town of Tillsonburg. INDEX SUBJECT Definitions General Provisions Attendance Absenteeism Mayor and Deputy Mayor as Ex-Officio Member of Committees Criteria to Serve on Committee Retention of Applications to Serve on Committees Agenda Election of Officers Term of Appointment Establishment of Sub-Committees Duration of Citizen Appointments Effect Advisory Committees Statutory Boards Current Term Appointments SECTION 1 2 3 4 5 6 7 8 9 10 11 12 13 Schedule A Schedule B Schedule C WHEREAS By-law 3416, ^Procedural By-law' establishes the rules and procedures under which Council and Committees; of Council are to operate; and, WHEREAS Council has established committees that are comprised of both members of the public and members of Council; NOW THEREFORE BE IT RESOLVED THAT the Council of The Corporation of the Town of Tillsonburg enacts as follows: 1. DEFINITIONS: Committee A standing, advisory, legislated or ad hoc committee established by Council but does not include the Committee of the Whole. Sub-Committee A committee established by a committee with a clear mandate that has a beginning and ending and reports directly to the creating committee. 2. General Provisions Except as otherwise provided for in this by-law, all Committees must conform to the rules governing the procedures of a meeting of Council as outlined in the Procedural By-Law, No. 3416. 3. Attendance The Committee's Recording Secretary will record the attendance of members in the minutes of the meeting. 4. Absenteeism a) If a member of a Committee is absent for three (3) consecutive meetings without cause acceptable to the Committee, the absences will be brought to the attention of the Committee Chair by the Committee Recording Secretary who supports the Committee. b) The Chair of Committee will contact the absent committee member to discuss the reasons for absenteeism and to determine whether the member wishes to provide a letter of resignation. c) Upon confirmation that the member will no longer be serving on the Committee, the Committee Chair will notify the Town Clerk, who will notify Council of the vacancy and the need for a replacement. If a member indicates the desire to continue to serve on the Committee, the member will be advised that attendance is required or the member will be removed from the Committee. d) Any member of a Committee who is absent for more than fifty per cent (50%) of the meetings since their term of appointment will not be eligible for reappointment. A member of a Committee of Council who intends to leave a meeting before the meeting is adjourned must inform the Chair of this intention either at the start of the meeting or prior to leaving. 5. Mayor and Deputy Mayor as Ex-Officio Members of Committees a) The Mayor and Deputy Mayor of the Council are ex officio members of every Committee; b) Where a Committee is established by reference to a particular number of members without specifically providing for the membership of the Mayor or Deputy Mayor of the Council, such number is automatically increased by one, being the Mayor or Deputy Mayor of the Council, as provided under (a) above, when the Mayor or Deputy Mayor is present, and all members of the Committee are present. In those instances when all members are not present, the Mayor's or Deputy Mayor's attendance replaces an absent member and the membership number is not automatically increased by one. c) The Mayor or Deputy Mayor is able to participate in the business of the Committee without any restriction including voting. Members of Council are able to attend and participate at any meeting. Only members of Council who have been appointed to a Committee are entitled to vote. 6. Criteria to Serve on Committee Every member of a Committee must be either a member of Council, or a member of the public who resides, owns property, owns a business, or works or attends a post- secondary institution in the Town of Tillsonburg. All appointments to Committees are made at the pleasure of Council. 7. Retention of Applications to Serve on Committees Applications from volunteers who are not appointed during the regular appointment process will be kept on file in the office of the Town Clerk for a period of two years from the date of submission. If a vacancy occurs on a Committee within two years, the applicants who applied to serve on that Committee and were not appointed will be contacted and asked if they are still interested in serving. Names of those who continue to have an interest to serve on the Committee will be submitted to the CAO for consideration to fill the vacancy. The Clerk's Office will also re-advertise the vacancy in the newspaper. 8. Agenda The Agenda of every committee will be structured as follows: 1) Meeting to Order 2) Approval of the Agenda 3) Disclosure of Pecuniary Interest 4) Minutes and Business Arising out of the Minutes 5) Delegations 6) Reports 7) Business 8) Motions 9) Notices of Motion 10) Other Business 11) Correspondence 12) Date of Next Meeting 13) Adjournment In accordance with requirements for public notice, transparency and disclosure, new substantive items should not be introduced on the Agenda under Other Business. 9. Election of Officers Each Committee will meet as soon as possible after December 1st each calendar year to formulate its recommendations about a Chair and Vice-Chair from its membership for a term commencing January 1st and terminating December 31st or until a successor is appointed. For the purpose of clarity, a member of the Committee who served as Committee Chair or Vice Chair may be reappointed as Committee Chair or Vice Chair. 10. Term of Appointment (a) In those instances where the appointments to a Committee are to be staggered over the term of Council, the Committee will be asked to establish what members will serve for the staggered term and advise Council accordingly. Council must, by resolution, confirm the term of the appointments as recommended by the CAO. (b) Committee members will continue to serve on a committee past the expiration of their term until they are replaced. All Council membership on all Committees end on November 30th of a municipal election year. 11. Establishment of Sub-Committees If it is the desire of the majority of a Committee is to establish a sub-committee, the sub-committee shall be formed to undertake business of special projects appropriate to the Committee. The Committee minutes shall note the mandate of the sub-committee, the beginning and proposed ending date, the composition and how the members are to be recruited. Such sub-committees shall report their findings to the Committee at regular Committee meetings. 12. Duration of Citizen Appointments a) Members of the public will be eligible to serve for a maximum of six consecutive years on the same committee; b) Members of the public are required to take at least one year absence after serving on the same committee for six years; after the one year absence, the member of the public is eligible to re-apply to serve on the former committee. On the recommendation of the CAO, a member of the public may, upon application, be appointed beyond six years if there are compelling reasons; c) During the one year absence from a committee, a member of the public may apply to serve on a different committee; d) If the public, who has been appointed to replace a committee member and is filling a partially completed term, will be appointed for the balance of that member's term; the new member is eligible to apply for re-appointment for a maximum of six consecutive years. e) Renewed membership on a committee is not automatic, any member of the public who wishes to serve for an additional term must submit the approved application form or provide a letter which includes the necessary information in order to be considered for re-appointment; 13. This By-Law shall come into force and take effect on the date of its passing. COMMITTEE COMPOSITION Advisory Committees - Schedule yA' The composition and terms of reference for Advisory Committees are in accordance with Schedule "A", attached hereto and forming a part of this By- Law. Statutory Boards - Schedule AB' The composition and terms of reference for Statutory Boards are in accordance with Schedule "B", attached hereto and forming a part of this By-Law. Appointments for the current term - Schedule "C' READ A FIRST AND SECOND TIME THIS 14th DAY OF March, 2011. READ A THIRD AND FINAL TIME AND PASSED THIS 14th DAY OF March, 2011. Mayor - John Lessif Clerk - Donna Hemeryck SCHEDULE A - ADVISORY COMMITTEES COMMITTEE NAME: Community Services Advisory Board REPORTING TO: Council COMPOSITION (AS APPOINTED BY COUNCIL): One (1) Councillor Five (5) members of public TERM OF APPOINTMENT: Two Years MANDATE/TERMS OF REFERENCE: To make recommendations on the adequacy of county social service delivery in the Town of Tillsonburg. To focus on support for members of the Tillsonburg Community who are in crisis. COMMITTEE NAME: Cultural Advisory Board REPORTING TO: Council COMPOSITION (AS APPOINTED BY COUNCIL): One (1) member of Council Five (5) members of public TERM OF APPOINTMENT: Two Years MANDATE/TERMS OF REFERENCE: To make recommendations to Council for the advancement and creation of Cultural Events and Festivals. To provide advice to Council on the Heritage significance of structures in the Town of Tillsonburg. COMMITTEE NAME: Development Committee REPORTING TO: Council COMPOSITION (AS APPOINTED BY COUNCIL): One (1) member of Council Six (6) members of public One (1) Business Improvement Area/ Chamber of Commerce representative TERM OF APPOINTMENT: Two Years MANDATE/TERMS OF REFERENCE: To make recommendations to Council for the branding and imaging, business retention and attraction for the Town of Tillsonburg properties and all assets owned by the Town of Tillsonburg. (ie., Airport). Further, to serve on an ad hoc basis for special initiatives as deemed priority by the Town of Tillsonburg Council. COMMITTEE NAME: Heritage and Beautification Advisory Board REPORTING TO: Council COMPOSITION (AS APPOINTED BY COUNCIL): One (1) member of Council Five (5) members of public TERM OF APPOINTMENT: Two Years MANDATE/TERMS OF REFERENCE: To make recommendations on the retention of structure of heritage or architectural significance within the town of Tillsonburg to the Council. COMMITTEE NAME: Quality of Life Committee REPORTING TO: Council COMPOSITION (AS APPOINTED BY COUNCIL): One (1) member of Council Seven (7) members of public TERM OF APPOINTMENT: Two Years MANDATE/TERMS OF REFERENCE: To make recommendations on the programming and utilization of Parks, Trails, Green Space and Recreational facilities to Council. To offer advice on the advancement of Tillsonburg's quality of life. Award monies from John Law Trust, Marilou Covey Memorial and recognize Volunteer of the Year, Corporate Citizen of the Year and Citizen of the Year. COMMITTEE NAME: Tillsonburg Architectural Conservation Advisory Committee REPORTING TO: Cultural Advisory Board COMPOSITION (AS APPOINTED BY COUNCIL): (6) members of public. TERM OF APPOINTMENT: Two Years MANDATE/TERMS OF REFERENCE: To offer advice on building conservation and heritage to the Cultural Advisory Board. COMMITTEE NAME: Museum Advisory Board REPORTING TO: Cultural Advisory Board COMPOSITION (AS APPOINTED BY COUNCIL): (5) members of public. TERM OF APPOINTMENT: Two Years MANDATE/TERMS OF REFERENCE: To offer advice and provide recommendations to Cultural Advisory Board on the programming of Annandale House. BOARD NAME: Board of Management for the Tillsonburg Downtown Improvement Area (BIA) REPORTING TO: Council COMPOSITION (AS APPOINTED BY COUNCIL): Composition is based on the Recommendations from the Board of Management by a vote of the membership of the improvement area and then formally appointed by the municipality. One (1) member of Council TERM OF APPOINTMENT: Four years MANDATE/TERMS OF REFERENCE: To oversee the improvement, beautification and maintenance of buildings and structures in the area and to promote the area as a business or shopping area. SCHEDULE B - STATUTORY BOARDS BOARD NAME: Accessibility Advisory Committee REPORTING TO: Council COMPOSITION (AS APPOINTED BY COUNCIL): One (1) member of Council Two (2) members of public Town Clerk to provide support as Chair TERM OF APPOINTMENT: Four years MANDATE/TERMS OF REFERENCE: As per AODA municipalities must have a committee to review structure and services for accessibility for users of facilities and services. BOARD NAME: Library Board REPORTING TO: Council COMPOSITION (AS APPOINTED BY COUNCIL): One (1) member of Council Seven (7) members of public TERM OF APPOINTMENT: Four years (for 3 members of public), Two years (for 4 members of public and 1 member of Council) MANDATE/TERMS OF REFERENCE: To advance the needs and programming of the Town of Tillsonburg's Public Library. BOARD NAME: Police Services Board REPORTING TO: Council COMPOSITION (AS APPOINTED BY COUNCIL): One (1) Mayor One (1) member of Council Three (3) members of public TERM OF APPOINTMENT: Four years MANDATE/TERMS OF REFERENCE: Provide advice to the Detachment Commander and the Council of Tillsonburg on the OPP service delivery model. SCHEDULE C - 2011 APPOINTMENTS ADVISORY COMMITTEES Committee Members of Council Appointed________ Members of Public Appointed_____ Community Services Advisory Board Councillor Chris Rosehart Abbie Boesterd Jack McCormick Rayburn Landsdell Chris Vanlandschoot Barb McKinnon Cultural Advisory Board Councillor Dave Beres Josiane DeCloet-Baelen Dianne Clark Robert Marsden Jeff Wies Deb Beard Development Committee Deputy Mayor Mark Renaud Lisa Gilvesy Henry Spanjers Randy Thornton Frank Meyer Kirby Heckford Paul Csanyi BIA/CoC representative Heritage and Beautification Advisory Board Councillor Brian Stephenson Paul DeCloet Sandra Bray Sue Saelens Eberhard VanRiesen Robert Marsden Quality of Life Committee Councillor Marty Klein Donald Baxter Dace Zvnanitajs Scott McLean Bob McCormick Peggy Radcliffe Donna Scanlan Catherine Burke TACAC None Robert Marsden Janet Wilkinson Sandra Bray John Armstrong W.D. Jarvis Donna Pierce Museum Advisory Board None Dianne MacKeigan Stan Windsor Robert Marsden Donna Pierce Penny Esseltine Board of Management for Tillsonburg Downtown Improvement Area (BIA) Deputy Mayor Renaud John Kirkland Carolyn Lamers Cedric Tomico Kirn McDonald Joe Mclntyre Drew Sinden Virginia Armstrong STATUTORY BOARDS Statutory Board Members of Council Appointed________ Members of Public Appointed_______ Accessibility Advisory Committee Councillor Met Getty Sheila Reeves Sandra Bray Mike Cerna Clerk - Chair Library Board Councillor Marty Klein (2 yrs) Barb Mackinnon (4 yrs) Catherine Burke (2 yrs) Cass Dagg-Murphy (2 yrs) Peg Hogarth (4 yrs) Jeff Wies (2 yrs) Jim Jakes (4 yrs) Robert Marsden (2 yrs) Police Services Board Mayor John Lessif Councillor Brian Stephenson Larry Scanlan (note - the remaining two positions are provincial appointees)_________