25-13 Committee By-LawCOUNTY OF ELGIN
By -Law 25-13
"BEING A BY-LAW TO DEFINE THE MANDATE AND MEETING PROCEDURES
FOR COMMITTEES ESTABLISHED BY THE CORPORATION OF THE COUNTY OF
ELGIN"
WHEREAS pursuant to Section 238 of the Municipal Act, 2001, S.O. 2001, c. 25 as
amended, every municipality and local board shall pass a procedure by-law for
governing the calling, place and proceedings of meetings;
AND WHEREAS the Council of the Corporation of the County of Elgin did pass By -
Law 25-06, being a procedure by-law governing the calling, place and proceedings
of meetings of Council;
AND WHEREAS the Council of the Corporation of the County of Elgin deemed it
expedient to pass a separate by-law, being By -Law 23-01, as amended by By -Law 25-
01, in order to make and establish rules and regulations for the mandate and meeting
procedures under which local boards and committees of council are to operate;
AND WHEREAS Council deems it expedient to adopt a replacement By -Law to make
and establish rules and regulations for the mandate and meeting procedures for local
boards and Committees established by Council;
AND WHEREAS Council has established Committees that are comprised of members
of the public, staff and Members of Council;
NOW THEREFORE the Municipal Council of the Corporation of the County of Elgin
enacts as follows:
1. THAT this By -Law come into force and take effect on the date of its passing.
2. THAT By -Laws No. 23-01 and 25-01 are hereby repealed.
READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 25th DAY
OF MARCH 2O25.
Blaine Parkin,
Chief Administrative Officer/Clerk.
Appendix "A"
By -Law No. 25-13
Table of Contents
1. Short Title.............................................................................................................3
2. Definitions.............................................................................................................3
3. Purpose................................................................................................................4
4. Principles of the Council Committee By-Law........................................................4
5. Application............................................................................................................5
6. Interpreting the Council Committee By-Law..........................................................5
7. Suspension of Rules.............................................................................................5
8. Pecuniary Interest.................................................................................................6
9. Majority Vote.........................................................................................................6
10. Creating, Amending or Dissolving a Committee................................................6
11. Accountability....................................................................................................8
12. Duties of Committees........................................................................................8
13.
Committee Terms of Reference........................................................................9
14.
Annual Report ...................................................................................................9
15.
Committee Composition....................................................................................9
16.
Standing Committee Composition - Schedule "A"..........................................10
17.
Advisory Committee Composition - Schedule"B.............................................
10
18.
Legislated Committees - Schedule"C............................................................
10
19.
Agencies and Boards with Council Appointees - Schedule "D" ......................10
20.
Ad Hoc Committees - Schedule "E..................................................................
10
21.
Citizen Appointments......................................................................................10
22.
Citizen Appointments - Criteria to Serve on a Committee..............................11
23.
Retention of Applications to Serve on Committees.........................................11
24.
Duration of Citizen Appointments....................................................................11
25.
Chair and Vice Chair.......................................................................................11
26.
Role of the Chair.............................................................................................11
27.
Role of the Warden.........................................................................................12
28.
Role of Councillors Not Appointed to Committee............................................12
29.
Term of Appointment.......................................................................................12
30.
Attendance and Absenteeism.........................................................................12
31.
Location and Schedule of Meetings................................................................13
32.
Public Participation at Committee Meetings....................................................13
33.
County CAO/Clerk Support .............................................................................14
34.
Compensation.................................................................................................14
35.
Meetings..........................................................................................................14
36.
Motions/Clauses Lost at Committee Meetings................................................14
37.
Notice of Meetings of Committees...................................................................14
38.
Preparation of Council Committee Agendas...................................................14
39.
Council Committee Agenda.............................................................................15
40.
Open/Closed Meetings....................................................................................15
41.
Improper Conduct............................................................................................15
2
42. Council Committee Minutes............................................................................15
Schedule A —Standing Committees..........................................................................16
Schedule "C" — Legislated Committees......................................................................26
Schedule "D" — Agencies and Boards with Council Appointees.................................30
Schedule F — Council Appointments to Committees/Boards/Agencies ......................34
1. Short Title
1.1 This By -Law shall be cited as the "Council Committee By -Law".
2. Definitions
2.1 In this By -Law:
"Act" means the Municipal Act, 2001 S.O. 2001, Chapter 25, as amended.
"Ad Hoc Committee" means a committee, sub -committee or similar entity of which at
least 50 per cent of the Members are also Members of Council, appointed by Council
to review and report on a specific issue. Once the final report is delivered and a
resolution of Council is adopted concerning the specific issue, the Ad Hoc Committee
is automatically dissolved.
"Advisory Committee" means a committee established by Council to advise on
matters which Council has deemed appropriate for the Committee to consider.
"CAO" means the Chief Administrative Officer of the County or his or her designate.
"Clerk" means the person duly appointed, by By -Law, pursuant to Section 228 of
the Act, as a Clerk, or Deputy Clerk of the County.
"Chair" means the position of the person appointed to preside, or presiding at, a
Meeting, whether that person is the regular Chair or not.
"Closed Session" means a Meeting, or any portion thereof, of Council or
Committee that is not open to the public, pursuant to Section 239 of the Act or any
successor provision thereto.
"Committee" means any advisory or other committee created by Council, of which
at least one Member is also a Member of Council, which is established under any
Act with respect to the affairs or purposes of one or more municipalities.
"Council" means the elected Mayors and/or Deputy Mayors or alternate(s) of the
County's constituent municipalities when they sit in a deliberative assembly.
"County" means the Corporation of the County of Elgin.
"Delegation" means to address Council or Committee at the request of the person
wishing to speak.
"Ex-Officio" means a member who has the right, but not the obligation, to
participate in the proceedings of a Meeting, and is not counted in determining the
number required for a quorum or whether a quorum is present at a meeting. Ex-
Officio cannot attend a Committee Meeting if by attending a minimum quorum of
Council is created.
"Legislated Committee" means a statutory committee established under
legislation.
"Meeting" means an event wherein business is transacted for any regular or special
purpose by Council or local board, or Committee or sub -Committee, of either of
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them, as the case may be, where, (a) a quorum of Members is present, and (b)
Members discuss or otherwise deal with any matter in a way that materially
advances the business or decision -making of Council, local Board or Committee.
"Member" means a person that is a member of Council for the County of Elgin; or a
person appointed by Council to a Committee.
"Minutes" means a written Record of Meetings of a Committee, and the Minutes are
to include the events of the Meeting, a list of attendees, a statement of the issues
considered by the Members, and related responses and decisions on issues.
"Open Meeting" means a Meeting, or portion thereof, that is not held in Closed
Session.
"Pecuniary Interest" means an interest, whether direct or indirect, that meets the
criteria set out in the Municipal Conflict of Interest Act, RSO 1990, c. M.50, ss. 2, ss.
3.
"Quasi -Judicial Board" means a local board or committee that has been delegated
Council's decision -making powers and makes quasi-judicial decisions.
"Quorum" means a majority of the whole number of Members of the Committee,
including the Chair.
"Secretary" means the person responsible for recording the Minutes, the
preparation of the agenda and the preparation of any resulting correspondence.
"Standing Committee" means a Committee established by Council, comprised
entirely of Members of Council, to carry out duties on an ongoing basis, as specified
by Council.
"Steering Committee" means any advisory body, roundtable or other body Council
established to advise on specific areas of interest, with Members of the public and
staff making up more than 50 per cent of the membership and Council Members or
other elected officials making up the rest.
"Terms of Reference" means the document that defines the establishment,
mandatefobjectives, composition, reporting requirements, term of appointment, and
meeting frequency of each Committee of Council.
"Warden" means the Warden of the Corporation of the County of Elgin, in
accordance with the Act.
3. Purpose
3.1 This By -Law establishes the meeting procedures and mandate for Council
Committee Meetings.
4. Principles of the Council Committee By -Law
4.1 The principles of openness, transparency and accountability to the public guide
the County's decision -making process. In the context of Committee Meeting
proceedings, this is accomplished by:
4.1.1 Ensuring the decision -making process is understood by the public and
other stakeholders;
4.1.2 Providing access to information and opportunities for input by the public
and other stakeholders;
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4.1.3 Exercising and respecting individual and collective roles and
responsibilities provided for in this By -Law and other statutory
requirements;
4.1.4 The protection of basic rights by recognizing the right of the majority to
decide, the minority to be heard and individuals have the opportunity to
participate.
4.2 The principles of parliamentary law governing Committee Meetings include:
4.2.1 The majority of Members have the right to decide;
4.2.2 The minority of Members have the right to be heard;
4.2.3 All Members have the right to information to help make decision, unless
otherwise prevented by law;
4.2.4 All Members have a right to an efficient Meeting;
4.2.5 All Members have the right to be treated with respect and courtesy; and
4.2.6 All Members have equal rights, privileges and obligations.
5. Application
5.1 The rules and regulations contained in this By -Law set out the rules of order for
the dispatch of business in Committee Meetings and shall be observed in all
proceedings of Committees appointed by Council.
5.2 Except as otherwise provided for in this By -Law, all Committees must conform
to the rules governing the procedures of a meeting of Committee of the Whole
as outlined in Council's Procedural By -Law No. 25-06, as may be amended or
replaced.
5.3 Where an applicable procedure prescribed by the Council's Procedural By -Law
refers to a Councillor that reference is deemed to refer to any Member of a
Council Committee.
6. Interpreting the Council Committee By -Law
6.1 In the event of a conflict between this By -Law and a valid and binding statute,
the provisions of the statute prevail.
6.2 A specific statement or rule in this By -Law has greater authority than a general
one.
6.3 If there is a conflict between two or more rules in this By -Law, or if there is no
specific rule on a matter, the Chair will rule. In making a ruling, the Chair may
consult the Secretary, a Clerk, the Chief Administrative Officer, or rely on
previous rulings or practices, or refer to Robert's Rules of Order (Newly
Revised).
7. Suspension of Rules
7.1 The rules and regulations contained herein that are discretionary and not
mandatory under statute may be temporarily suspended by a two-thirds vote of
the whole Committee, with the exception of the following circumstances:
7.1.1 Where required by law;
7.1.2 Contractual agreements binding the County;
7.1.3 Amending this Council Committee By -Law; and
7.1.4 Quorum requirements.
8. Pecuniary Interest
8.1 As required by the Municipal Conflict of Interest Act, RSO 1990, c. M.50, ss. 2,
ss 3, a Member who has any pecuniary interest, direct or indirect, in any matter
and is present at a meeting of the council or local board at which the matter is
subject to consideration, the Member,
8.1.1 Shall, prior to an consideration of the matter at the meeting, disclose the
interest and the general nature thereof;
8.1.2 Shall not take part in the discussion of, or vote on any question in respect
to the matter; and
8.1.3 Shall not attempt in any way, whether before, during or after the meeting,
to influence the voting on any such question.
8.1.4 Where the interest of a Member has not been disclosed as required in
Section 8.1 by reason of the Member's absence from the meeting
referred to therein, the Member shall disclose the interest and otherwise
comply with Section 8.1 at the first meeting of the Council or local board,
attended by the Member after the meeting where the matter was
considered.
8.2 A Member shall file with the Clerk a written statement of any interest declared
by the Member in accordance with the Municipal Conflict of Interest Act, RSO
1990 and its general nature, and the Clerk will make the disclosure publicly
available and will maintain a registry of written statements of disclosure.
8.3 In the case of items to be discussed in a Closed Session Meeting, the Member
declaring a pecuniary or other conflict of interest shall leave the Meeting and
shall take no action to participate in, or influence, the vote of the other Members
when said item is to be resolved by Council.
9. Majority Vote
9.1 Unless this By -Law states otherwise, a matter passes when a Majority of
Members present vote in the affirmative.
10. Creating, Amending or Dissolving a Committee
10.1 Council may, at any time on Motion of a Member duly considered and agreed to
by a Majority vote, strike a Committee, Ad Hoc Committee and/or Steering
Committee, as the case may be, which shall consider and report on any matter
or perform any special service within the spheres of jurisdiction of Elgin County,
pursuant to the Act.
10.2 Council may create a new Committee in response to any of the following:
10.2.1 Requirements of applicable legislation or regulation (Federal, Provincial
or Municipal By -Law);
10.2.2 Changing priorities,
10.2.3 To address significant public issues or trends;
10.2.4 Where public input is deemed desirable,
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10.2.5 Recommendation and report by staff;
10.2.6 Any other reason deemed appropriate by Council.
10.3 In creating a new Committee, Council shall have regard for the following:
10.3.1 Establishing a clearly defined mandate and terms of reference;
10.3.2 Membership and quorum requirements/qualifications;
10.3.3 Composition of the committee
10.3.4 Alignment with Council's strategic plan and other departmental goals
and objectives;
10.3.5 The reporting relationship and frequency of progress reports,
10.3.6 Public and financial considerations;
10.3.7 Staff resources to be made available and the impacts on County
departments,
10.3.8 The need for any sub-Committees/working groups; and
10.3.9 Defined timeline for completion of the assigned tasks.
10.4 Amendments to the mandate/terms of reference of a Committee may be
initiated by Council, by recommendation of a Committee or by a report and
recommendation from staff. All amendments to mandate/terms of reference
must be approved by Council.
10.5 The following factors may be considered by Council when amending a
Committee's mandate/terms of reference:
10.5.1 Results of the Committee's annual report which measures progress
against fulfilling the mandate;
10.5.2 Impact of the change on the mandate/terms of reference;
10.5.3 Continued relevance of the Committee's purpose/function;
10.5.4 The degree of public interest;
10.5.5 Changes to the applicable legislation or regulations;
10.5.6 Changing Council priorities or new issues at Council;
10.5.7 Cost analysis and required resources; or
10.5.8 Committee term.
10.6 The dissolution of a Committee may be triggered by any one of the following,
provided that such trigger is provided for in the terms of reference for the
Committee or otherwise contained in a by-law approved by Council:
10.6.1 Expiration of the Committee term;
10.6.2 Completion of the Committee's task or mandate;
10.6.3 Effectiveness of the Committee's operations (e.g. frequency of
meetings, amount of Committee business, number of cancelled
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meetings);
10.6.4 Resolution of the issues that led to the creation of the Committee;
10.6.5 The legislative requirement for the Committee no longer exists;
10.6.6 Merger with another Committee;
10.6.7 Results of the Committee's annual report which measures progress
against fulfilling the mandate;
10.6.8 Changing Council priorities;
10.6.9 Recommendations by the Committee by resolution; or
10.6.10 Report and recommendation by staff.
10.7 Committees created by Council will be formally dissolved by a Council
resolution that is implemented through amendments to this By -Law as
necessary, unless otherwise defined in the Committee Terms of Reference.
11. Accountability
11.1 Pursuant to the Act, except in the case of a Quasi -Judicial Board, or as
otherwise provided for in the Terms of Reference, Committee shall provide
recommendations and advice to Council.
11.2 All Committees are accountable to County Council.
11.3 All Committees will report to County Council at least annually.
11.4 A Committee may provide reports or seek direction from Council at any time
other than the annual report.
11.5 Unless otherwise provided for in the Terms of Reference, establishing a
Committee or otherwise contained in a by-law approved by Council, all
decisions of Committees shall be in the form of recommendations to Council.
Recommendations of a Committee shall be forwarded by the Secretary to the
CAO/Clerk for inclusion in the County Council Meeting Agenda.
12. Duties of Committees
12.1 The general duties of Committees of Council shall be:
12.1.1 To report to Council from time to time, whenever desired by Council and
as often as the interest of the County may require, on all matters
concerned with the duties imposed on them respectfully, and to
recommend such action by Council in relation thereto as may be
deemed necessary;
12.1.2 To forward recommendations of the Committee to Council as set out in
Section 11.5,
12.1.3 To consider and report on any and all matters referred to them by
Council and every such report shall be signed by the Chair submitting
the same,
12.1.4 To comply strictly with the transaction of all business to the rules
prescribed in this By -Law.
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13. Committee Terms of Reference
13.1 For every Committee, Ad Hoc Committee and/or Steering Committee
established by Council, Council shall adopt Terms of Reference, and these
Terms of Reference shall be reviewed with each term of Council.
13.2 Terms of Reference approved by Council shall constitute the constating
document of the Committee.
13.3 The Terms of Reference adopted by Council must include the following:
13.3.1 Identification of Members as appointed including term of office for
citizen appointments if the term does not coincide with the term of
Council;
13.3.2 The mandate of such Committee, Ad Hoc Committee and/or Steering
Committee;
13.3.3 Specific duties, including delegated powers (if any); and
13.3.4 Requirement for a term report to provide a status update on the
activities and accomplishments of the Committee, Ad Hoc Committee
and/or Steering Committee.
14. Annual Report
14.1 The mandate/terms of reference for a new or existing Committee shall include
the requirement that the Committee report to Council annually by the end of
each calendar year, either directly or through the appropriate Standing
Committee, respecting the following matters:
14.1.1 A concise summary of the activities and accomplishments of the
Committee during the current year;
14.1.2 A summary of the Committee's focus areas for the following year; said
focus areas to be aligned with Council's Strategic Plan and objectives;
14.1.3 Any recommendations respecting proposed changes to the
Committee's structure, composition or mandate/terms of reference.
14.2 The Annual Report shall provide a clear and concise summary of the
Committee's activities and future focus areas and shall be limited to a maximum
of three (3) pages.
15. Committee Composition
15.1 Members of Committees will be appointed by Council by resolution.
15.2 Committee Composition is determined by County Council as established by
approved Terms of Reference for each Committee.
15.3 The Warden shall recommend and Council shall appoint representatives from
within their membership to various Committees/Boards/Agencies at their first
meeting in January of each year, in order to fulfil the number of positions
required to be fulfilled by Members of Council pursuant to the Terms of
Reference for each Committee.
15.4 All Members of Council shall be appointed to at least one position on a
Committee, Local Board or Agency.
g
15.5 All Members of Council are equally eligible to serve on any Committee, Local
Board or Agency.
15.6 Any Member of Council or Committee may be placed on a Committee
notwithstanding the absence of such Member at the time of being named on
such Committee.
16. Standing Committee Composition — Schedule "A"
16.1 The composition and Terms of Reference for Standing Committees are hereby
established by the County of Elgin in accordance with Schedule "A", attached
hereto and forming a part of this By -Law.
16.2 It is the responsibility of the Standing Committees to report to Council and all
matters connected with their duties referred to them by Council and recommend
such action as they deem necessary.
17. Advisory Committee Composition — Schedule "B"
17.1 The composition and Terms of Reference for Advisory Committees are hereby
established by the County of Elgin in accordance with Schedule "B", attached
hereto and forming part of this By -Law.
18. Legislated Committees — Schedule "C"
18.1 The composition and Terms of Reference for Legislated Committees are hereby
established by the County of Elgin in accordance with Schedule "C", attached
hereto and forming part of this By -Law.
19. Agencies and Boards with Council Appointees — Schedule "D"
19.1 The Committees to which Council makes appointments, but are not Committees
of Council, is including in Schedule "D". These Committees are bound by the
rules established by their governing body.
20. Ad Hoc Committees — Schedule "E"
20.1 Council may establish Ad Hoc Committees for special projects, upon the
recommendation of Council, Committee of the Whole, or staff. Establishment of
Ad Hoc Committees does not require an amendment to this By -Law.
20.2 An Ad Hoc Committee must have a clear mandate and well-defined Terms of
Reference that must include:
20.2.1 The Committee's mandate/terms of reference;
20.2.2 The number of Members;
20.2.3 The composition of membership, including members of staff, if
applicable;
20.2.4 Reporting relationships;
20.2.5 Staff and other resources to be made available; and
20.2.6 A start and finish date.
21. Citizen Appointments
21.1 When determined by Council statute or legislation, as established by Terms of
Reference for a Committee approved by Council, members of the public will be
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eligible to serve on a Committee as citizen appointees.
21.2 When Council decides to include members of the public on an Ad Hoc
Committee, the Clerk will advertise in the local newspaper and on the County's
website inviting members of the public to apply to be a member of the
Committee.
22. Citizen Appointments — Criteria to Serve on a Committee
22.1 Citizen appointments to Committees listed in this By -Law must be at least 18
years of age or older, a resident of Elgin County, and be one of the following:
22.1.1 A Canadian citizen; or
22.1.2 Permanent Resident - a person who has been given permanent
resident status by immigrating to Canada but is not a Canadian citizen
and has resided in Elgin County for at least one year.
22.1.3 Appointments must maintain residence in the County of Elgin for the
duration of their term on the Committee.
23. Retention of Applications to Serve on Committees
23.1 Applications from members of the public who are not appointed during the
regular appointment process will be kept on file in the office of the CAO/Clerk
for a period of one (1) year from the date of submission.
23.2 If a vacancy occurs on a Council Committee within one (1) year, 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.
23.3 The CAO/Clerk will also re -advertise the vacancy in the newspaper and on the
County's website.
24. Duration of Citizen Appointments
24.1 Members of the public will be eligible to serve for a maximum time established
by the approved Terms of Reference.
24.2 Renewed membership on a Committee is not automatic and any member of the
public who wishes to serve for an additional term must submit an additional
application form or provide a letter which includes the necessary information in
order to be considered for reappointment.
25. Chair and Vice Chair
25.1 Each Council Committee must, at its first meeting each year, appoint a Chair
and Vice Chair from Members of Council appointed to the Committee.
25.2 For the purposes of clarity, a Member of the Committee who served as
Committee Chair or Vice Chair may be reappointed as Committee Chair or
Vice Chair.
25.3 If a Committee is unable to appoint a Chair or Vice Chair, Council will appoint
the Chair or Vice Chair.
26. Role of the Chair
26.1 In addition to duties prescribed by the Council Procedural By -Law No. 25-06, as
may be amended or replaced, the Chair will perform the following duties of the
Committee:
is
26.1.1 If requested by Council, provide recommendations regarding the
reappointment of Members of a Council Committee; and
26.1.2 Assist the County CAO/Clerk to prepare any reports required by Council
including the Annual Report.
27. Role of the Warden
27.1 The Warden shall be a Member Ex-Officio of all Committees as required and
may vote on all questions before the Committee and the Ex-Officio Member
shall not be counted in the formation of quorum. If the Warden is included as a
Committee Member in the Committee Terms of Reference, the Warden shall be
counted in the formation of quorum.
28. Role of Councillors Not Appointed to Committee
28.1 Members of Council or Committee may attend the Meetings of any of its
Committees but shall not be allowed to vote.
28.2 Non -Members shall be allowed to take part in discussion or debate with the
permission of the majority of Members of the Committee.
29. Term of Appointment
29.1 Terms of Appointment are included in Committee Terms of Reference, as
approved by Council annually through review of this By -Law.
29.2 Unless specifically provided for in this By -Law or By -Law No. 25-06, as may be
amended or replaced, such Committee, Ad Hoc Committee and/or Steering
Committee shall dissolve as soon as the services for which that Committee was
appointed are performed.
29.3 Unless Council specifically sets out in this By -Law, or unless legislation
provides otherwise, the term of office for citizen appointments to Committees,
Ad Hoc Committees and/or Steering Committees shall coincide with the term of
Council.
29.4 Unless otherwise prescribed by law, Council and citizen memberships on all
Committees end on November 14t" of a municipal election year.
29.5 A non -statutory Council Committee shall not extend beyond the term of Council
unless the newly elected Council confirms by resolution the continuance of the
Committee.
29.6 Terms of office and memberships on external Boards/Commissions/Authorities
or Quasi -Judicial Committees must be in accordance with this By -Law unless
the term of office is established under statute or legislation.
30. Attendance and Absenteeism
30.1 The Committee Clerk will record the attendance of the Members in the minutes
of the meeting.
30.2 Any member who is absent from three (3) consecutive regular meetings, or fifty
(50%) of the meetings held within a year, without leave of absence by resolution
from the Committee, will cease to be member of the Committee, and Council
shall be advised by the Committee via correspondence to Council that will
appear on the next available Council agenda.
30.3 Any member of a committee who is absent without cause acceptable to the
Committee, for more than three (3) consecutive regular meetings, or fifty
percent (50%) of the meetings held within a year will not be eligible for
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reappointment.
30.4 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.
30.5 Council may appoint a Member thereof to act on any Committee or at a meeting
thereof in lieu and during the absence of any Member thereof who is absent
from the municipality or unable from illness to attending the meeting(s) of such
Committee, and the Member so appointed shall be deemed a Member of the
Committee and entitled to act thereon, only during such absence or illness.
31. Location and Schedule of Meetings
31.1 Meetings of Council Committees are held at the County of Elgin Administration
Building (450 Sunset Drive) unless otherwise determined by the Committee
Members.
31.2 The meeting schedule of all Committees is determined by its Members in
accordance with each Committee's Terms of Reference and/or prescribed
mandate.
32. Public Participation at Committee Meetings
32.1 During all Council Committee meetings that are open to the public, members
of the public, if deemed appropriate by the Chair, may be invited to share their
comments, views, suggestions and opinions. This will occur following the
introduction of an agenda item and receiving comments from staff with
questions from the Committee Members.
32.2 Any person or groups of persons wishing to address the Committee is required
to make the necessary arrangements through the CAO/Clerk, prior to the date
of the Committee Meeting. Written delegation briefs shall be provided so that
sufficient time will permit the distribution to the Members of the Committee
prior to the said meeting.
32.3 Once a delegation has addressed the Committee, no further request on the
same issue will be entertained until written information is produced to
Members and there is agreement that another delegation is warranted.
32.4 No person or delegation shall be permitted to address the Committee on a
subject not on the agenda, unless permission is granted on the consent of the
Chair and on two-thirds majority of Members in support of such presentation.
32.5 A delegation shall be limited to a maximum of fifteen minutes. Council or
Committee may by motion and with the support of the majority of its Members
lengthen the time for hearing delegations.
32.6 No more than three (3) persons shall be permitted to speak to a delegation,
unless otherwise permitted by the Chair.
32.7 No more than four (4) delegations shall be scheduled to address the
Committee at any meeting, unless permitted by the Chair.
32.8 Members of the Committee may ask questions of a delegation but shall not
enter into debate with any representatives of such delegation. All questions to
delegations shall be addressed through the Chair. No other person may ask
any questions of the delegations, unless directed to do so by the Chair.
32.9 Should an individual wish to be provided with further Notice related to matter
addressed by a delegation before the Committee, he or she is required to
indicate this wish to the CAO/Clerk or recording secretary as part of his or her
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delegation request originally delivered.
32.10 Section 19.2.10 of By -Law No. 25-06 (Procedural By -Law) outlines delegation
topics that shall not be permitted at Elgin County Council. In accordance with
By -Law No. 25-06, these delegation topics shall not be permitted at
Committees.
33. County CAO/Clerk Support
33.1 The County CAO/Clerk or his or her designate will provide administrative and
other support, including meeting facilities and equipment, to allow a Committee
to fulfil its mandate in a non -voting capacity.
33.2 The County CAO/Clerk may appoint County employees to perform liaison
functions between the County and Council Committee.
34. Compensation
34.1 Any Council Member attending any meeting of a Committee as an appointed
member, local board or agency, shall not be entitled to additional compensation
but shall be entitled to reimbursement of travel expenses.
34.2 Councillors appointed to a Council Committee shall be mileage at the same rate
established for the use of personal vehicles for County business and any other
eligible "out of pocket" expenses that may occur.
34.3 Members of the Committee shall serve without remuneration, unless otherwise
provided for in the Committee Terms of Reference, and no Member shall
directly or indirectly receive any profit from his/her position.
35. Meetings
35.1 A meeting of any Committee may be called by the Chair thereof whenever a
meeting is considered necessary by at least a majority of the Members of such
Committee and it shall be their duty to call such a meeting in writing.
36. Motions/Clauses Lost at Committee Meetings
36.1 Items rejected by any Committee must be reported to Council with a "negative
recommendation", allowing Council the opportunity to discuss the item.
37. Notice of Meetings of Committees
37.1 The agenda shall be considered as Notice of regular meetings of Committees,
and By -Law No. 24-15, being a By -Law to establish a policy respecting the
manner in which Notice will be provided, as amended, shall be utilized in
respect thereof.
37.2 The CAO/Clerk gives notice of a meeting of a Committee by:
37.2.1 Providing the Committee with an agenda, and when required, a Closed
Session Agenda, at least four (4) business days prior to a Committee
meeting; and
37.2.2 Posting a Notice on the County's website.
38. Preparation of Council Committee Agendas
38.1 The CAO/Clerk and his or her staff are charged with providing guidance and
recommendations to Council Committees related to municipal business.
38.2 The CAO/Clerk or his or designate, together with the Committee Chair, will
prepare Committee agendas.
W
39. Council Committee Agenda
39.1 The Agenda of every Committee meeting will be structured as follows:
1St Meeting Called to Order
2nd Approval of the Agenda
3rd Adoption of Minutes
4th Disclosure of Pecuniary Interest and the General Nature Thereof
5th Delegations
6th Reports/Briefings
7th Other Business
8th Correspondence
9th Closed Meeting Items
10th Rise and Report
11th Date of Next Meeting
12th Adjournment
40. Open/Closed Meetings
40.1 Except as provided in Section 27.2 of By -Law 25-06, as may be amended or
replaced, all meetings of Council Committees shall be open to the public
pursuant to the Municipal Act, S. 239 (1).
40.2 Persons may be excluded when Council or Committee is in Closed Meeting in
accordance with Section 239 of the Act. As provided for in the Act, Council or a
Committee may resolve to move into a session closed to the public in order to
discuss matters related to one or more of the Closed Meeting provisions
detailed in the Act.
40.3 The provisions of Section 239 of the Act and Sections 27.2 and 27.3 of By -Law
No. 25-06 (Procedural By -Law) apply to any and all Committees, despite
Section 238 of the Act.
41. Improper Conduct
41.1 The Chair may expel any person for improper conduct at a meeting, pursuant to
the Act, Section 241 (2).
42. Council Committee Minutes
42.1 The CAO/Clerk or their designate shall ensure that a copy of the Minutes of
each meeting is delivered to each Member of the Committee at least forty-eight
(48) hours prior to the commencement of the next meeting of the Committee.
42.2 The CAO/Clerk shall keep a permanent copy of all Committee Minutes for
public inspection.
15
Schedule A — Standing Committees
Terrace Lodge Redevelopment Steering Committee
Terms of Reference
Mandate
The purpose of the Terrace Lodge Redevelopment Steering Committee is to advise the
County of Elgin staff on the design, construction, scope and schedule for the Terrace
Lodge Redevelopment project, working within the budget approved by Elgin County
Council.
Objectives
The primary objective of the Committee are as follows:
• To provide input, feedback and advice on the design and construction of the
project.
• To advise on the best use of County resources.
• To advise on the financial sustainability of the project and the soundness of
business decisions.
• Other matters that will contribute to the successful development, construction
and operation of the project.
The activities of the Committee will reflect the following principles related to the project:
• The project will meet the objectives and timelines of the County of Elgin.
• The project will be completed within budget.
• The financial implications related to the project must be balanced with the
opportunities related to construction of a Long -Term Care Home intended to
serve residents for the long-term.
• The process of completing the project will encourage effective relationships,
partnerships with others and community and staff involvement.
Committee Type
Standing Committee.
Enabling Legislation
Procedural By -Law No. 25-06 and Committee By -Law No. 25-13
Membership/Composition
Warden and three (3) County Councillors.
Term of Appointment
One (1) year. Members are eligible for reappointment.
Chair/Vice Chair
A Chair and Vice Chair will be elected at the beginning of every calendar year.
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Skills/Qualifications
Candidates will be chosen to reflect an array of skills and experience in fields such as
construction, architecture, accounting, finance, construction management, and land use
planning.
Compensation
Not applicable.
Meeting Frequency
At the call of the Chair.
Quorum
A majority of all Members appointed to the Committee shall constitute a quorum.
Reporting Requirements
The Committee shall report to Elgin County Council on an as needed basis and at least
once per year.
Subcommittees/Working Groups
Subcommittees or Working Groups may be established as needed and as approved by
County Council.
The Terrace Lodge Redevelopment Fundraising Committee has been established as a
Sub -Committee.
Council Review
Annually.
17
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Terrace Lodge Redevelopment Fundraising Committee
Terms of Reference
Mandate/Objectives
• The Terrace Lodge Redevelopment Fundraising Committee will provide oversight
and guiding principles to County staff as they undertake the process of
purchasing value-added items using funds raised during the campaign.
• The Committee will review progress of purchased items and staff decisions
through bi-annual reports.
• The Committee will meet, as required, to discuss and provide guidance related to
changes in items, amounts, and/or recognition strategies for donations of $5,000
and above.
• The Committee will engage in donor relations activities such as the distribution of
newsletter updates to past donors, organizing photo opportunities for donors, and
producing reports in 2026, and 2027 showcasing campaign items that have been
purchased.
• The Committee will also liaise with major donors, as needed, in the event of
significant changes in the intended use of their donation.
Committee Type
Sub -Committee of the Terrace Lodge Redevelopment Project Steering Committee
Enabling Legislation
By -Law 25-06 (Procedural By -Law), By -Law 25-13 (Committee By -Law)
Membership/Composition
The Fundraising Committee membership includes Elgin County Councillors and local
municipal representatives.
Local municipal representatives can either be elected officials from Local Municipal
Councils, or Citizen Appointees (representatives from local service groups, local
businesses, or community members):
• One (1) Member of Elgin County Council
• One (1) Member of Municipality of Central Elgin;
• One (1) Member of Municipality of Bayham;
• One (1) Member of Township of Malahide;
• One (1) Member of Town of Aylmer;
• One (1) Member of Municipality of Dutton Dunwich
• One (1) Member of Municipality of West Elgin; and,
• One (1) Member of Township of Southwold
0 One (1) Member of the Terrace Lodge Auxiliary;
in
• A minimum of four (4) and a maximum often (10) members from local service
groups, local businesses, and the community that represent the catchment area;
• Long -Term Care Staff including Director of Homes and Seniors Services, Terrace
Lodge Administrator, and Manager of Program and Therapies.
Term of Appointment
Elgin County Council appointees — One-year term, eligible for reappointment.
Local Municipal Partner Council appointees — appointed for the term of Council, subject
to appointment terms at Local Municipal Partner Councils.
Citizen appointees — are appointed for the term of Council.
Chair/Vice Chair
A Chair and Vice Chair will be elected annually at the first meeting of the year.
Meeting Frequency
Approximately twice (2) annually, on an as needed basis.
Quorum
A majority of members appointed to the Committee will constitute a quorum.
Reporting Requirements
The Committee will report annually by the end of each calendar year; either directly or
through the appropriate Standing Committee as per By -Law 25-13 (Committee By -Law).
The Committee will also consider and report on any and all matters referred to them by
Council.
SubcommitteeslWorking Groups
Not applicable.
Council Review
Annually.
Skills/Qualifications
Not applicable.
Compensation
None.
19
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Human Resources Committee
Terms of Reference
Mandate
The Human Resources Committee shall assist Council in fulfilling obligations related to
vacancies in senior -level positions (CAO/Clerk and Directors).
Objectives
The Human Resources Committee shall review the recruitment process and be included
on the hiring panel for vacancies for senior level positions (CAO/Clerk and Directors).
The Committee will recommend a final candidate for Council's consideration. The
Human Resources Committee may be delegated other responsibilities by Council.
Committee Type
Standing Committee.
Enabling Legislation
Procedural By -Law No. 25-06 and Committee By -Law No. 25-13
Membership/Composition
Warden, Deputy Warden, and two (2) members of County Council.
Term of Appointment
One (1) year. Members are eligible for reappointment.
Chair/Vice Chair
A Chair and Vice Chair will be elected at the first meeting of the calendar year.
Skills/Qualifications
Candidates will be chosen to reflect an array of skills and experience in human
resources management, recruitment, staff development and general municipal service
delivery.
Compensation
Not applicable.
Meeting Frequency
Meetings will be held on an as needed basis, at the call of the Chair.
Quorum
ce
A majority of all Members appointed to the Committee shall constitute a quorum.
Reporting Requirements
Reports shall be delivered to Elgin County Council on an as needed basis and at least
once per year, if meetings are held by the Committee.
Subcommittees/Working Groups
Not applicable.
Council Review
Annually.
PAI
Finance Committee
Terms of Reference
Mandate
The Finance Committee is a Standing Committee of Council that advises and makes
recommendations to Council regarding financial strategy and policy direction as well as
the fulfilment of Council's oversight responsibilities relative to County financial reporting,
external audit requirements, asset management, internal controls, and compliance with
financial regulations and policies.
Objectives
o Financial Strategy and Policy Direction
o In conjunction with Staff, reviewing and making recommendations to
Council respecting existing and proposed new financial and fiscal policies,
practices and procedures.
o Reviewing and recommending a long-range financial plan for the County
including its ongoing updating.
o Reviewing any significant proposed changes to financial reporting and
accounting policies to be adopted by the County.
o Internal Control and Compliance
o Monitor the integrity of the County's financial reporting process and
system of internal controls regarding financial reporting and accounting
compliance for safeguarding County assets, including the review of
financial policies and procedures.
o Reviewing financial and fiscal policies, practices and procedures to ensure
compliance with legislation, regulations, corporate objectives, policies and
ethics.
o External Audit Function
o Making recommendations to Council, in conjunction with staff, with respect
to selecting and dismissal of the External Auditor.
o Directing and reviewing the performance evaluation process for the
external auditor. o Reviewing the external auditors proposed terms of
engagement, audit scope and approach.
o Review the results of the audit, including reports and the letter to
Management, with the external auditors and management ensuring that
the County's financial reporting practices are assessed objectively,
financial statements are properly audited, any problems identified in the
audit are satisfactorily resolved and any external auditor recommendations
to management are followed up.
o Annual Business Plan and Budget
o Determining the annual schedule for the Business Plan and Budget
preparation and presentations.
o In conjunction with staff, identify financial pressures that the County is
experiencing and options to address them through the Business Plan
development process.
o Review and assess budget principles, allocations and related financials,
providing advice to the Chief Administrative Officer and Director of
Finance on the annual budget.
o To receive presentations from each department, as required, on financial
matters.
o To evaluate the budgetary implications of proposals for new and
substantially revised programs and services in advance of Council's
budget deliberations
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o Asset Management
o Provide recommendations on strategy, policy and procedural development
surrounding the County's approach to effective asset management.
o Review the Asset Management Plan and make recommendations to
Council.
o Act in an advisory capacity to Council on issues specific to asset
management.
Committee Type
Standing Committee.
Enabling Legislation
Municipal Act, 2001., Procedural By -Law No. 25-06, Committee By -Law No. 25-13
Membership/Composition
Committee of the Whole Council.
Term of Appointment
Term coincides with that of Elgin County Council.
Chair/Vice Chair
A Chair and Vice Chair will be elected at the beginning of every calendar year.
Skills/Qualifications
Not applicable.
Compensation
Not applicable.
Meeting Frequency
At the call of the Chair.
Quorum
A majority of all Members appointed to the Committee shall constitute a quorum.
Reporting Requirements
Reports shall be delivered to Elgin County Council on an as needed basis and at least
once per year.
Subcommittees/Working Groups
Not applicable.
Council Review
Annually.
23
Growth Planning Steering Committee
Terms of Reference
Mandate
To establish and implement a strategy to support growth throughout Elgin County.
Objectives
• Examine issues, challenges and opportunities resulting from the Province's
strategic investments in the region.
• Develop a strategy for managing growth through the County, which includes
managing the challenges and leveraging the benefits associated with that
growth.
• Identify key infrastructure needs in the region to facilitate growth.
• Work to ensure that the County, the Local Municipal Partners, the City of St.
Thomas as well as the Provincial and Federal governments work collectively for
the benefit of the region and all its residents and businesses.
• Promote a holistic view to the planning and coordination of growth throughout the
County.
• Demonstrate County Council's commitment to responsible and sustainable
growth that considers financial and environmental factors.
• Work to ensure that investment in growth is proportional to the benefit derived
from growth and, conversely, that those who benefit from growth proportionally
invest.
Committee Type
Standing Committee
Enabling Legislation
Municipal Act, 2001., Procedural By -Law No. 25-06, Committee By -Law No. 25-13
Membership/Composition
Warden and three (3) County Councillors
Term of Appointment
One (1) year. Members are eligible for reappointment.
Chair/Vice Chair
A Chair and Vice Chair will be elected at the beginning of every calendar year.
Skills/Qualifications
Not applicable.
24
Compensation
Not applicable.
Meeting Frequency
At the call of the Chair.
Quorum
A majority of all Members appointed to the Committee shall constitute a quorum.
Reporting Requirements
The Committee shall report to Elgin County Council on an as needed basis and at least
once per year.
Subcommittees/Working Groups
Not applicable.
Council Review
Annually.
25
Schedule "C" — Legislated Committees
Rural Initiatives and Planning Advisory Committee
Terms of Reference
Mandate/Objectives
The mandate of the Rural Initiatives and Planning Advisory Committee is:
• To promote the viability of agriculture and rural affairs in the County and
throughout the Province.
• To examine issues such as, but not limited to, the challenges of the global
economy on local agricultural practices, the viability of schools in rural
communities, and alternate sources of economic development in rural areas.
• To develop goals and objectives to improve and promote rural life.
• To demonstrate County Council's commitment to delivering services to rural
communities by recommending a budget to Council that will accomplish identified
goals.
• To act as a Planning Advisory Committee (PAC) by:
o Providing information, perspective and recommendations to County
Council on broad planning matters that may have an effect on the County
and/or its local municipalities, as required from time to time.
o To review from time to time the provisions of the Official Plan and related
policy and recommend to Council general amendments thereto which
would be in the best interests of the County of Elgin, including five-year
reviews of the Official Plan.
o To advise County Council on general planning and development issues of
Council and/or local municipal significance.
o To report to County Council on proposed land use policy changes as
introduced by the Province of Ontario.
o To review and report on specific aspects of a submitted application.
Committee Type
Legislated Committee.
Enabling Legislation
Municipal Act, 2001; Planning Act, R.S.O. 1990; Provincial Policy Statement, 2024
Membership/Composition
Warden and three (3) members of County Council, and one (1) representative from the
Elgin Federation of Agriculture.
4*1
Term of Appointment
Elgin County Council appointees — One-year term, eligible for reappointment.
Citizen appointees — are appointed for the term of Council.
Chair/Vice Chair
A Chair and Vice -Chair will be elected at the beginning of each calendar year.
Skills/Qualifications
Experience with Boards/Commissions and land use planning.
Compensation
Not applicable.
Meeting Frequency
At the call of the Chair.
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A majority of Members of the Committee shall constitute a quorum.
Reporting Requirements
The Committee will report to County Council on an as needed basis and at least once
per year.
SubcommitteesMorking Groups
Not applicable.
Council Review
Annually.
27
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Homes Committee of Management
Terms of Reference
Mandate
Municipal Long -Term Care Homes must have a governing body to act as the Committee
of Management under the Fixing Long -Term Care Act, 2021 (FLTCA, 2021). The
purpose of the Committee is to ensure legislative compliance with the FLTCA, 2021.
Objectives
Agenda topics may include any matter that is required for compliant governance of the
Homes. Some typical examples of the type of information that will be presented to the
Committee include:
• Quarterly reporting (quality, performance measurement and continuous
improvement, infection prevention and control, etc.)
• Occupancy averages
• Number of persons on the Homes wait list
• Ministry of Long -Term Care inspection report details, quarterly and annual
reporting, if any
• Type and number of critical incident reports and written complaints
• Ministry of Long -Term Care updates from the Director (funding announcements,
updates to legislation, etc.)
• Ministry of Labour visit report details
• Fire inspection report details
• Homes departmental policy updates
• Project updates
• Agreement (new/extension) as per delegation by-law (provincial (LSAA, MSAA,
service provider, students, etc.)
• Departmental highlights
• Challenges and Emerging Opportunities
• Resident Council highlights
• Family Council highlights
Committee Type
Legislated Committee.
Enabling Legislation
Fixing Long -Tenn Care Act, 2021
Membership/Composition
Committee of the Whole.
Term of Appointment
The term of appointment will coincide with that of County Council.
Chair/Vice Chair
A Chair and Vice Chair will be elected at the beginning of each calendar year.
Skills/Qualifications
Not applicable.
Compensation
Not applicable.
Meeting Frequency
The Committee of Management will meet at a minimum four (4) times per year.
Quorum
The majority of Members will constitute a quorum.
Reporting Requirements
The Committee will report to County Council on an as needed basis, and at least once
per year.
Subcommittees/Working Groups
Not applicable.
Council Review
Annually.
29
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Schedule "D" — Agencies and Boards with Council Appointees
Elgin/Central Elgin Joint Accessibility Advisory Committee
Terms of Reference
Preamble
These Terms of Reference are developed under the provisions of the Accessibility for
Ontarians with Disabilities Act (AODA). The purpose of the aforementioned legislation is
to improve opportunities for people with disabilities and to provide for their involvement
in the identification, removal and prevention of barriers.
The Committee shall be known as the Joint Accessibility Advisory Committee.
In conjunction with the Accessibility for Ontarians with Disabilities Act, the Joint
Accessibility Advisory Committee shall provide advice to participating municipal councils
in relation to accessibility planning and legislated standards
Participating Municipalities
• Central Elgin
• County of Elgin
Definitions
"Barrier" means anything that prevents a person with a disability from fully participating
in all aspects of society because of his or her disability, including a physical barrier, an
architectural barrier, an information or communications barrier, an attitudinal barrier, a
technological barrier, a policy or practice.
"Disability" means,
a) any degree of physical disability, infirmity, malformation or disfigurement that is
caused by bodily injury, birth defect or illness and, without limiting the generality
of the foregoing, includes diabetes mellitus, epilepsy, a brain injury, any degree
of paralysis, amputation, lack of physical co-ordination, blindness or visual
impediment, deafness or hearing impediment, muteness or speech impediment,
or physical reliance on a guide dog or other animal or on a wheelchair or other
remedial appliance or device,
b) a condition of mental impairment or a developmental disability,
c) a learning disability, or a dysfunction in one or more of the processes, involved in
understanding or using symbols or spoken language,
d) a mental disorder, or
e) an injury or disability for which benefits were claimed or received under the
insurance plan established under the Workplace Safety and Insurance Act, 1997;
("handicap")
"Permanent Disability" means as a disability that is permanent and long-term, that
impacts a person's ability to engage in routine activities such as participating in
Committee meetings, unless accommodations are provided. The disability is often life-
30
long and may be a result of injury, illness, or genetics. The person is not expected to
recover and will require accommodations for the duration of their membership.
"Temporary Disability" means a disability that affects you for a short period of time.
These conditions usually keep you incapacitated for a few days, weeks, months, or
years but typically result in the eventual recovery. This type of disability often includes
illnesses or injuries that require temporary accommodations in order to participate in
Committee meetings.
Legislated Duties
• Advise Councils, regarding the preparation, implementation and effectiveness of
the multi -year accessibility plans of the participating municipalities.
• Advise participating municipalities on the accessibility of buildings, structures or
premises that the municipalities lease, purchase, construct or significantly
renovate.
• Review and advise municipalities on the accessibility of site plans and drawings
described in Section 41 of the Planning Act that the committee selects.
• Advise Councils about the requirements and implementation of accessibility
standards and the preparation of accessibility reports and such other matters for
which the Councils may seek its advice.
• Perform all other functions specified in the Accessibility for Ontarians with
Disabilities Act.
Consultation Requirements
The Committee is expected, per the AODA requirements, to be consulted:
• When establishing, reviewing and updating your multi -year accessibility plans
• When developing accessible design criteria in the construction, renovation or
placement of bus stops and shelters
• When determining the proportion of on -demand accessible taxicabs needed in
the community
• On the need, location and design of accessible on -street parking spaces when
building new or making major changes to existing on -street parking spaces
• Before building new or making major changes to existing recreational trails to
help determine particular trail features
• On the needs of children and caregivers with various disabilities in their
community when building new or making major changes to existing outdoor play
spaces
• On the design and placement of rest areas along the exterior path of travel when
building new or making major changes to existing exterior paths of travel
For detailed information on the role of Municipal Accessibility Advisory Committees,
please visit: How to Serve on a Municipal Accessibility Advisory Committee: Guide
Composition
The Committee shall consist of five (5) members and shall be comprised of:
• Four residents with disabilities, from the County, at large
31
• OR three residents with disabilities, plus a member of the community who is a
person interested in issues relating to persons with disabilities (through work,
school or caregiver role), or a parent/guardian representing children with
disabilities
• Mayor or Deputy Mayor from Central Elgin
A majority of members must have a disability as defined by the Ontarians with
Disabilities Act and the Accessibility for Ontarians with Disabilities Act.
Appointments
Committee members shall serve a four (4) year term. No member shall serve more than
two (2) consecutive terms unless no candidates come forward.
Staff members from Central Elgin and Elgin County will undertake a bias -free
recruitment and selection process. A recommendation will be sent to participating
Councils regarding the selected candidates.
Committee members will be chosen for their life experience with a disability and their
knowledge of such and/or expertise in barrier -free initiatives or disability issues. Each
member of the Committee shall serve as an independent representative to the
Committee and shall not represent concerns of only one disability or group.
JAAC Chair
The Chair of the Committee shall be elected at the first meeting of the Committee for
the term of Council.
Staff Support
The County's Administrative Services Department will act as the secretary and the
County's Human Resources Department will act as the facilitator to the Joint
Accessibility Advisory Committee.
A representative from each participating municipality will attend meetings and provide
support.
Accommodations
Should a member of the committee be unable to attend meetings, they may request an
accommodation. Accommodations will be decided upon by: the JAAC Chairperson,
Central Elgin Deputy Clerk or designate, and the County's Human Resources
Department or designate.
If an accommodation is granted, an accommodation plan will be developed for a three-
month period. At that time, the individual may request to have the accommodation
extended or terminated. If an extension is granted, the extension will be taken to the
JAAC for approval. If the member's disability is permanent and will require a
continuation of the accommodation plan, the accommodations will remain in place for
the duration of the JAAC term.
Accommodations might include, but are not limited to: accessible formats,
communication supports, closed captioning, or electronic participation in a meeting.
Meetings
Meetings will be held at the County of Elgin Administration Building or virtually, unless
otherwise noted. The Joint Accessibility Advisory Committee will meet two (2) times per
32
year. The Committee will meet on a date specified by the Committee. Additional
meetings will be held as needed.
Meetings will conform to appropriate requirements of the Municipal Act, 2001.
A quorum shall consist of a majority of voting members.
Electronic Participation
Members may participate electronically in a meeting. The member participating
electronically shall be counted in determining whether or not a quorum is present, and
can vote per the County of Elgin's Procedural By -Law.
Absences
If a Committee member is absent for three (3) consecutive meetings without notice or
justifiable reason, their membership will be reviewed by staff support followed by a
recommendation to Council regarding their membership.
Agendas
Members must submit agenda items at least two (2) weeks in advance of a meeting to
allow staff enough time to research and respond accordingly.
Schedule F — Council Appointments to Committees/Boards/Agencies
Committee
Committee
Appointed Members
Date of
Type
Appointment
A-1 —
Terrace Lodge
. Warden Jones
January 14, 2025
Standing
Redevelopment
• Councillor Widner
Committee
Steering
. Councillor Noble
Committee
• Councillor Couckuyt
A-1 — Sub-
Terrace Lodge
. Councillor Gigu6re
January 14, 2025
Committee
Redevelopment
Fundraising
Committee
A-4 —
Human Resources
. Warden Jones
January 14, 2025
Standing
Committee
• Deputy Warden
Committee
Ketchabaw
• Councillor Widner
• Councillor Sloan
A-5 —
Council Finance
Committee of the
January 14, 2025
Standing
Committee
Whole/ Elgin County
Committee
Council
A-6 —
Growth Planning
• Warden Jones
January 14, 2025
Standing
Steering
• Councillor Gigubre
Committee
Committee
Deputy Warden
Ketchabaw
• Councillor Noble
B-1 — Advisory
Community Safety
. Warden Jones
January 14, 2025
Committee
and Well -Being
Integration Table
C-1 —
Rural
• Warden Jones
January 14, 2025
Legislated
Initiatives/Planning
• Deputy Warden
Committees
Advisory
Ketchabaw
Committee
• Councillor Leatham
• Councillor Widner
D-1 —
Southwestern
• Warden Jones
January 14, 2025
Agencies and
Public Health —
. Councillor Couckuyt
Boards with
Board of Health
Council
Appointees
D-1 —
City -County Liaison
• County Council or as
January 14, 2025
Agencies and
Committee
represented by the
Boards with
Warden
Council
Appointees
D-1 —
Health Recruitment
. Warden Jones
January 14, 2025
Agencies and
Partnership
. Councillor Couckuyt
Boards with
Council
Appointees
D-1 —
Joint Accessibility
• Councillor Noble
January 14, 2025
Agencies and
Advisory
Boards with
Committee
Council
Appointees
D-1 —
Elgin Clean Water
Councillor Hentz
January 14, 2025
Agencies and
Advisory
Boards with
Committee
Council
Appointees
D-1 —
Green Lane
• Councillor Hentz
January 14, 2025
Agencies and
Community Trust
Boards with
Committee
34
Committee
Committee
Appointed Members
Date of
Type
A ointment
Council
Appointees
D-1 —
Waste
Committee of the
January 14, 2025
Agencies and
Management
Whole/Elgin County
Boards with
Committee
Council
Council
Appointees
D-1 —
Western Ontario
. Warden Jones
No appointment
Agencies and
Wardens Caucus
. Alternate: Deputy
required
Boards with
Warden Ketchabaw
Council
Appointees
D1 -Agencies
SWIFT Network
• Councillor Giguere
Council
and Boards
recommends,
with Council
SWIFT appoints
Appointees
D1 —Agencies
St. Thomas -Elgin
• Councillor Giguere
January 14, 2025
and Boards
Public Art Centre
with Council
Appointees
D1 —Agencies
South Central
. Deputy Warden
January 14,2025
and Boards
Ontario Regional
Ketchabaw
with Council
Economic
. Councillor Noble
Appointees
Development
SCOR
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