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3625 Schedule "A" - Committee/Staff Liaison Policy.THE CORPORATION OF THE TOWN OF TILLSONBURG ADMINISTRATIVE POLICY COMMITTEE/STAFF LIAISON POLICY APPOVAL DATE: SCHEDULES REVISION DATE: 00/00/0000 Schedule A Committee Staff List Schedule B Council Request Template Page 1 of 6 A. 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. B.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. C. Scope This policy applies to all staff that represents the Town on any committee or board. D. 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. E. Authority The authority for the Committee/Staff Liaison Policy shall be by the approval of the Council of the Town of Tillsonburg. THE CORPORATION OF THE TOWN OF TILLSONBURG ADMINISTRATIVE POLICY COMMITTEE/STAFF LIAISON POLICY APPOVAL DATE: SCHEDULES REVISION DATE: 00/00/0000 Schedule A Committee Staff List Schedule B Council Request Template Page 2 of 6 F. Policy 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. 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. 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. THE CORPORATION OF THE TOWN OF TILLSONBURG ADMINISTRATIVE POLICY COMMITTEE/STAFF LIAISON POLICY APPOVAL DATE: SCHEDULES REVISION DATE: 00/00/0000 Schedule A Committee Staff List Schedule B Council Request Template Page 3 of 6 PROCEDURES FOR THE COMMITTEE/STAFF LIAISON POLICY 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 • 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. Appointment/Performance Based on the recommendation of the CAO, Council shall appoint a staff liaison as a member to the appropriate board or committee based on their level of expertise. THE CORPORATION OF THE TOWN OF TILLSONBURG ADMINISTRATIVE POLICY COMMITTEE/STAFF LIAISON POLICY APPOVAL DATE: SCHEDULES REVISION DATE: 00/00/0000 Schedule A Committee Staff List Schedule B Council Request Template Page 4 of 6 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 representative and Council representatives are to provide support only and their role is not to give direction to boards and committees. 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 B attached is a template for the request. 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. THE CORPORATION OF THE TOWN OF TILLSONBURG ADMINISTRATIVE POLICY COMMITTEE/STAFF LIAISON POLICY APPOVAL DATE: SCHEDULES REVISION DATE: 00/00/0000 Schedule A Committee Staff List Schedule B Council Request Template Page 5 of 6 Schedule A COMMITTEE Community Services Advisory Board Cultural Advisory Board Development Committee Heritage & Beautification Advisory Board Parks & Recreation Advisory Committee TACAC Museum Advisory Board BIA Accessibility Advisory Board Library Board STAFF LIAISON Kelley Coulter, Donna Burditt, Jodi Aspden Cephas Panschow David Samis, Kelley Coulter Kelly Batt Janet McCurdy Amber Zimmer Patty Phelps Cephas Panschow Donna Wilson Terri Pope THE CORPORATION OF THE TOWN OF TILLSONBURG ADMINISTRATIVE POLICY COMMITTEE/STAFF LIAISON POLICY APPOVAL DATE: SCHEDULES REVISION DATE: 00/00/0000 Schedule A Committee Staff List Schedule B Council Request Template Page 6 of 6 Schedule B Date Tillsonburg Town Council RE: Board/Committee Name Request for Council ^Advisory Board Meeting of DATE, the Board/Committee passed theAt 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