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Committee Policy

Apr 2, 2018 | Committee

Policy Category:

Governance

Policy Number:

G-006

Department:

Clerk

Attachments:
Appendix A
Appendix B
Appendix C


Terms of Reference Template
Active Committee List
Declaration of Office

Key Word(s):

Committee, Board, Task Force, Advisory

Related Documents/Legislation:

Municipal Act, Procedure By-law, Code of Conduct for Members of Council, Local Boards and Committees

Approved by Council:
By-Law No.

March 18, 2019
018-2019

Revises/Replaces:

Replaces Volunteer Policy


1. Policy Statement

The Town of Orangeville acknowledges the value of committees and community members and the advice they provide to Council.

2. Purpose

The purpose of this policy is to provide a consistent and transparent framework for the administration of committees, role of members, committee governance, etc. and to act as a guide for committee members and staff.

3. Definitions

Advisory Committee

means a committee established to provide advice to Council as mandated in the Terms of Reference.

Boards

means the Boards listed in Appendix B to this policy

Inter-Agency Committees

have representation appointed by a number of agencies and generally have terms of reference agreed to by all parties including an endorsement of the Town of Orangeville Council.

Special Project Committee/Task Force

means a committee established from time to time to deal with a specific issue and disband at the completion of the project or upon final report to Council.

Statutory/Quasi-Judicial Committee

means a committee established by by-law and/or pursuant to Provincial Legislation and such committee shall function according to requirements of the by-law or provincial legislation.
 

All of the above are hereinafter referred to as “committee” or “committees”.

Volunteer Community Working Group

means individuals informally volunteering to work on specific projects or initiatives, , including but not limited to Communities in Bloom, Earth Week celebrations and Urban Harvest projects

Volunteer

means a person who provides service to the community as a member of a committee, board, or any advisory, ad hoc or special purpose committee appointed by Council, or a  member of a Volunteer community working group, generally without compensation or other consideration.

4. Scope

This policy applies to all committees created by Council.  Where conflict occurs between the policy and other legislation, the legislation will prevail.

5. Policy

Role of Committees

Committees may be comprised of a combination of Council members, citizens and/or staff and may include appointments from other organizations.  Citizens will be appointed to provide skills and knowledge in specific areas and to represent the interests of the community.

Advisory committees of Council are directed and may be funded by Council in whole or in part.

These committees make recommendations to Council.  Unless otherwise mandated by Council, committees and/or members of committees will not speak on behalf of the Town or Council or make representations on behalf of the Town or Council without Council approval.

Advisory committees may form subcommittees composed of members of the parent committee to deal with a matter or questions referred to it for consideration , and shall be disbanded upon completion of the assignment.  Committees are not authorized to appoint new members to the parent Committee or to a subcommittee.

Annual Work Plan

Each advisory committee will prepare an annual work plan to be submitted to Council for endorsement each November for the following calendar year.  The work plan must align with the Committee’s Terms of Reference and identify a concise set of specific annual targets as to what the Committee plans to achieve while supporting the work, priorities and underlying principles of the Town of Orangeville.

Role of Staff

Staff members:

  • provide clerical, administrative and/or technical advice to the committee as required including the preparation and distribution of minutes and agendas
  • communicate the Corporate Strategic Plan, committee-related policies and information items, departmental goals and objectives as required
  • provide guidance regarding timelines, work plan initiatives
  • incorporate formal committee comments and resolutions into reports where appropriate or where committee advice has been sought

Staff are not formal members of committees and have no voting privileges, unless otherwise provided in the Council-approved Terms of Reference.

Clerical/administrative, technical staff or subject matter experts required to advise a committee will be assigned by the General Manager of the relevant Department or by the Chief Administrative Officer.

The Chief Administrative Officer shall determine the appropriate departmental support to any committee.

Staff participation at Committees should be kept to a minimum in order to encourage member participation at meetings.

Town of Orangeville staff are not eligible to sit as community appointments on Town of Orangeville committees.

Term of Members

Community members will be appointed for up to four years coinciding with the term of Council.  Notwithstanding the foregoing, members will continue to serve until their successors are appointed by Council.

Members of Council are appointed for the four years coinciding with the term of Council, and their appointments shall not exceed the term of Council.

Role of Members
 

Council Representatives

Council representatives

  • act as an informal liaison between the Committee and Council
  • communicate Council’s perspective or Council matters where appropriate

The Mayor is an ex officio member of all Town of Orangeville Committees and may vote and participate without restriction but shall not count when determining quorum.

Council appointments shall be deliberated and discussed by all members of Council present at a public meeting of Council and shall not be discussed or considered in a closed meeting unless authorized by the Municipal Act.

Committee Chair:

  • To facilitate and chair Committee meetings
  • To bring Committee decisions forward to Council as required and speak as the official representative of the Committee on committee approved statements

Community Members

Committee members are appointed to

  • provide desired representation of interests in the community
  • provide needed skill/knowledge areas
  • provide advice to Council and/or to make decisions as permitted by by-laws or other legislation.

All residents, property owners, business owners and employees of businesses in the Town of Orangeville shall be eligible to serve on Committees, subject to specific legislative requirements or requirements in the approved terms of reference.

Community representatives are not required or expected to provide administrative support.

If a member misses more than three consecutive meetings, the Committee may request Council to terminate the member’s appointment.  The appointee will be afforded an opportunity to address Council in writing regarding their absenteeism. Council reserves the right to make the final decision to remove an individual from a committee.

Committee members are not employees or representatives of The Corporation of the Town of Orangeville, may not communicate on behalf of the Corporation nor bind the Corporation and shall not utilize Town of Orangeville business cards or the like.

Insurance Coverage and Immunity

During the volunteer term and in the performance of the volunteer activities, volunteers will have access to the insurance and immunity outlined below.  Schools and organizations volunteering their members will be responsible for the liability and insurance of their participants.

General Liability Insurance

The Town’s liability insurance protects both the Town and the volunteer against claims from third parties while the volunteer is performing volunteer activities.  This does not cover loss of or damage to the volunteer’s property.  There is no cost to the volunteer for this liability insurance coverage.

Auto Liability Insurance

Volunteers are not authorized to use Town-owned or leased vehicles.  The Town does not provide auto liability coverage for any volunteer’s personal vehicle driven on behalf of the Town during their volunteering duties.

Workers’ Compensation

The Workplace Safety and Insurance Board does not provide coverage for volunteers.  Any person incurring injury or illness while volunteering will not be covered by the Town’s WSIB policy.

Accidental Death and Dismemberment Insurance

The Town does not provide volunteers with insurance for accidental death or dismemberment, nor for medical and dental expenses, nor wage loss as a result of an accident incurred by a volunteer.  There is no group life insurance provided to volunteers.

Performance

Volunteers will be encouraged to complete their duties and/or attend meetings on a regular basis, for which the volunteer freely gives their time and expertise to the community, without financial compensation.

Safety and Security

Volunteers are responsible for their own safety and the safety and security of all their personal property and possessions.

Expenditures

Any expenditures on behalf of the board or committee must be made in accordance with the Town’s Procurement Policy.

Police Checks

Police checks may be required in certain circumstances.  Any costs associated with such checks will be reimbursed by the Town.

Conflict of Interest

It is recognized that volunteers have a broad range of interests that may from time to time lead to potential, actual or the appearance of a conflict of interest.

Volunteers will be considered to have a conflict of interest where their private objectives conflict with municipal objectives.  As such volunteers 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 member has any conflict of interest, direct or indirect, in any matter and is present at a meeting of the committee at which the matter is the subject of consideration, the member:

  • shall leave the meeting room prior to any consideration of the matter at the meeting
  • shall, prior to any consideration of the matter at the meeting, disclose the interest and the general nature thereof;
  • shall not take part in the discussion of, or vote on any question in respect of the matter; and
  • shall not attempt in any way whether before, during or after the meeting to influence the voting on any such question.

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.

Code of Conduct for Council, Local Boards and Committees

Committee members are subject to the Code of Conduct for Council, Local Boards and Committees which establishes general standards of conduct to supplement the legislative parameters within which the members must operate.  These standards enhance public confidence that the Town’s elected and appointed representatives operate from a base of integrity, justice and courtesy.

Confidentiality

A volunteer shall protect and not disclose any confidential information they may become aware of during their term on a committee.

Community committee members appointed by Council must sign a Declaration of Office.  (Appendix C)

Rules of Procedure

The Rules of Procedure for Committees shall be same as Council as set out in the Town of Orangeville Procedure By-Law except that committees shall not hold closed meetings.

Frequency of Meetings

The meeting frequency will be specified in the approved Terms of Reference.  Meeting dates and times shall be advertised during recruitment and may be changed by the Committee or by Council.

Quorum

A quorum of consisting of 50% of voting members plus one is required for a Committee meeting.

In the event of vacancies due to the resignation or removal of a committee member, quorum shall be reduced in accordance with the number of active, serving Committee members.

First Meeting

At the first meeting of a committee term, staff shall provide a brief orientation session.  Following the orientation the committee will elect a Chair and Vice-Chair.  The Vice-Chair will act in place of the Chair, when required, due to the Chair’s absence or resignation.

Committee Agendas

Committees may discuss matters pertinent to their Council-approved terms of reference or as referred to the Committee by Council. The Agenda will be developed by the Chair of the Committee with the assistance of staff.

Committees shall not consider personnel matters, but shall forward any such concerns to the relevant General Manager or the Chief Administrative Officer as appropriate.

Committees shall not provide advice or information to external boards, committees, agencies, organizations or other government bodies without the prior approval of Council.

Agendas, minutes and relevant discussion items shall be distributed to all committee members at least 3 days in advance of a meeting.  Committee agendas shall be posted on the Town of Orangeville website in advance of the meeting and minutes shall be posted within 14 days of being approved.

Reporting to Council

A committee through the Committee Chair may elect to address Council as a delegation or provide communication to Council on behalf of the Committee at any point throughout the year. Unless mandated by Council, Committees will not speak on behalf of the Town or make representations on behalf of the Town without Council approval.

Budget

Funding for Committees will be established as part of the Town of Orangeville budget process.

External Board and Committee Appointments

From time to time Council is requested to approve representation on external boards or committees. All appointments or elections to external boards and committees, including those of a provincial or national scope (e.g. Association of Municipalities of Ontario and Federation of Canadian Municipalities), must be approved by Council resolution.

To the extent possible, members of Council and staff serving on external boards, committees, project teams, etc. will follow and abide by the principles and procedures set out in this policy.

When serving on external boards, etc. members of Council and staff acknowledge that they represent the Town of Orangeville and the views expressed may be perceived as the views of the Town.

Appendices