19-40 Council Committee By-law 2019
Corporation of the County of Elgin
Committee By-Law 19-40
il "A By-Law to Define the Mandate and Meeting Procedures for
Committees Established by the Corporation of the County of Elgin"
JULIE GONYOU, CHIEF ADMINISTRATIVE OFFICER I CLERK
Table of Contents
1. DEFINITIONS 4
2. PURPOSE 6
3. PRINCIPLES OF THE COUNCIL COMMITTEE BY-LAW 6
4. APPLICATION 7
5. INTERPRETING THE COUNCIL COMMITTEE BY-LAW 7
6. SUSPENSION OF RULES 7
7. CONFLICT OF INTEREST 7
8. MAJORITY VOTE 8
9. CREATING,AMENDING OR DISSOLVING A COMMITTEE 8
10. ACCOUNTABILITY 10
11. DUTIES OF COMMITTEES 10
12. COUNCIL COMMITTEE TERMS OF REFERENCE 10
13. ANNUAL REPORT 11
14. COUNCIL COMMITTEE COMPOSITION 11
15. STANDING COMMITTEE COMPOSITION-SCHEDULE "A" 12
16. ADVISORY COMMITTEE 12
17. LEGISLATED COMMITTEES 12
18. AGENCIES AND BOARDS WITH COUNCIL APPOINTEES 12
19. SPECIAL PURPOSE (AD HOC) COMMITTEES 12
20. CITIZEN APPOINTMENTS 13
21. CITIZEN APPOINTMENTS-CRITERIA TO SERVE ON COMMITTEE 13
22. RETENTION OF APPLICATIONS TO SERVE ON COMMITTEES 13
23. DURATION OF CITIZEN APPOINTMENTS 13
24. CHAIR AND VICE CHAIR 14
25. ROLE OF THE COUNCIL COMMITTEE CHAIR 14
26. ROLE OF THE WARDEN 14
27. ROLE OF COUNCILLORS NOT APPOINTED TO COMMITTEE 14
28. TERM OF APPOINTMENT 14
29. ATTENDANCE AND ABSENTEEISM 15
30. LOCATION AND SCHEDULE OF MEETINGS OF COMMITTEES 15
31. PUBLIC PARTICIPATION AT COMMITTEE MEETINGS 15
32. COUNTY COA/CLERK SUPPORT 16
33. COMPENSATION 17
34. QUORUM 17
35. MEETINGS 17
36. MEETING SCHEDULE 17
37. MOTIONS/CLAUSES LOST AT COMMITTEE MEETINGS 17
38. NOTICE OF MEETINGS OF COMMITTEES 17
39. PREPARATION OF COUNCIL COMMITTEES AGENDAS 18
40. COUNCIL COMMITTEE AGENDA 18
41. OPEN/CLOSED MEETINGS 18
42. IMPROPER CONDUCT 18
Page 1 of 46
43. COUNCIL COMMITTEES MINUTES 19
44. EFFECT 19
SCHEDULE A-STANDING COMMITTEES
A-1- TERRACE LODGE REDEVELOPMENT COMMITTEE 21
A-2- PROVINCIAL OFFENCES ADMINISTRATION BUILDING 23
COMMITTEE
A-3- POLICY REVIEW COMMITTEE TERMS OF REFERENCE 25
A-4- HUMAN RESOURCES COMMITTEE 27
A-5- COUNCIL BUDGET COMMITTEE 29
SCHEDULE B-STEERING COMMITTEES
B-1- COMMUNITY SAFETY AND WELL-BEING COORDINATING 30
COMMITTEE
B-2- COMMUNITY SAFETY AND WELL-BEING ADVISORY 33
COMMITTEE
SCHEDULE C -LEGISLATED COMMITTEES
C-1- RURAL INITIATIVES/PLANNING ADVISORY COMMITTEE 36
SCHEDULE D -AGENCIES AND BOARDS WITH COUNCIL 38
APPOI NTEES
SCHEDULE E—ADVERTISEMENT AND APPLICATION FORM FOR CITIZEN APPOINTMENTS TO
BOARDS AND COMMITTEES 40
SCHEDULE F—COUNCIL APPOINTMENTS TO COMMITTEES/BOARDS/AGENCIES 43
APPENDIX I—COUNCIL APPROVED TERMS OF REFERENCE and ESTABLISHING BY-LAWS
45
Page 2 of 46
COUNTY OF ELGIN
By-Law 19-40
"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, as
amended, every municipality 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 18-
38, in order to make and establish rules and regulations under which Council and
Committees of Council are to operate; and
WHEREAS the Council of the Corporation of the County of Elgin did pass By-Law 18-36
"Being a By-Law to Appoint a Land Division Committee and to Repeal By-Law No. 15-
03"; and
WHEREAS Council deems it expedient to adopt a By-Law to make and establish rules
and regulations for the mandate and meeting procedures for 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 shall apply to Council's Committees and local boards where
applicable.
2. THAT this By-Law comes into force and takes effect upon passing.
3. THAT any sections of By-Law 18-38 inconsistent with this By-Law be removed.
READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 26th DAY
OF NOVEMBER 2019.
Julie G you Duncan cPha'I
Chief Administrative Officer Warden
Page 3 of 46
1. Definitions
(a) In this By-Law:
"Act" means the Municipal Act, 2001 S.O. 2001, Chapter 25, as amended from time to
time.
"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, sub-committee or similar entity which
provides recommendations, advice and information to Council on those specialized
matters which relate to the purpose of the Advisory Committee, to facilitate public input to
County Council on programs and ideas to assist in enhancing the quality of life of the
Community, in keeping with Council's Strategic Plan principles.
"Alternate Member" means an authorized individual who, during the absence of the
Member for whom that individual is an alternate, shall act in the place and stead of such
member and perform such other duties as assigned.
"CAO/Clerk" means the Chief Administrative Officer/Clerk 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 the 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 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 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.
Page 4 of 46
"Ex Officio" means a member who has the right, but not the obligation, to participate in
the proceedings of the meeting, and is not counted in determining the number required for
a quorum or whether a quorum is present at a meeting. Ex-Officio can not attend a
Committee meeting if by attending a minimum quorum of Council is created.
"Inaugural Meeting" means the first meeting of Council after a regular election as set
out in the Act.
"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 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 duly elected to hold office with the County of Elgin's
constituent municipalities, pursuant to the Municipal Elections Act, S.O. 1996 Chapter 32,
as amended; or a person appointed by Council to a Committee.
"Minutes" means a written Record of meetings of Council, 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 at which quorum of Members is present and they
discuss or otherwise deal with a matter in a way that materially advances the business or
decision-making of the relevant Council, local board, or Committee.
"Pecuniary Interest" means an interest that has a direct or indirect financial impact for a
Member, be it positive or negative, as defined under 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; for example, the Land Division Committee.
"Quorum" means, in the case of Council, a majority of Members representing at least
one-half of the lower-tier municipalities, pursuant to Section 237 of the Act. In the case of
a Committee of Council, quorum is a majority of the whole number of Members of the
Committee, including the Chair.
"Secretary" means the person responsible for recording the Minutes of Council or
Committee meetings, the preparation of the agenda and the preparation of any resulting
correspondence, as designated by the CAO/Clerk.
"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.
Page 5 of 46
"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.
"Warden" means the Warden of the Corporation of the County of Elgin, in accordance
with the Act, and the term is interchangeable with "Chair", "Chief Executive Officer
(CEO)", and "Head of Council" for the purposes of conducting Committee meetings.
2. Purpose
(a) This By-Law (referred to as Council Committee By-Law) establishes the meeting
procedures and mandate for Council Committee meetings.
3. Principles of the Council Committee By-Law
(a) 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:
(i) Ensuring the decision-making process is understood by the public and other
stakeholders;
(ii) Providing access to information and opportunities for input by the public and
other stakeholders;
(iii) Exercising and respecting individual and collective roles and responsibilities
provided for in this By-Law and other statutory requirements;
(iv) 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.
(b) The principles of parliamentary law governing Council and Committee Meetings
include:
(i) The majority of Members have the right to decide;
(ii) The minority of Members have the right to be heard;
(iii) All Members have the right to information to help make decisions, unless
otherwise prevented by law;
(iv) All Members have a right to an efficient Meeting;
(v) All Members have the right to be treated with respect and courtesy; and
Page 6 of 46
(vi) All Members have equal rights, privileges and obligations.
4. Application
(a) 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.
(b) 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 Council's
procedural By-Law 18-28.
(c) Where an applicable procedure is prescribed by the Council's Procedural By-Law
refers to a Councillor, that reference is deemed to refer to any Council Member of a
Council Committee.
5. Interpreting the Council Committee By-Law
(a) In the event of conflict between this By-Law and a valid and binding statute, the
provisions of the statute prevail.
(b) A specific statement or rule in this By-Law has greater authority than a general
one.
(c) 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 CAO/Clerk, rely on previous rulings or practices, or refer to Robert's
Rules of Order(Newly Revised).
6. Suspension of Rules
(a) The rules and regulations contained herein that are discretionary and not
mandatory under statute may be temporarily suspended by a majority vote of
Council or Committee Members present, with the exception of the following
circumstances:
(i) Where required by law;
(ii) Contractual agreements binding the County;
(iii) Amending this Procedural By-Law; and
(iv) Quorum requirements.
7. Conflict of Interest
(a) As required by the Municipal Conflict of Interest Act, RSO 1990, c. M.50, ss.2,
ss.3, at the commencement of a Meeting, or prior to considering a Motion under
New Business or at the first Meeting attended thereafter, a Member who was
absent from any previous Meeting at which such matter was considered, such
Page 7of46
Member shall disclose any direct or indirect pecuniary interest and state the
general nature of such interest and it shall be recorded by the CAO/Clerk or
recording secretary in the Minutes.
(b) A Member shall file with the CAO/Clerk or recording secretary 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 CAO/Clerk or recording
secretary will make the disclosure publicly available and will maintain a registry of
written statements of disclosure.
(c) 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.
8. Majority Vote
(a) Unless this By-Law states otherwise, a matter passes when a Majority of Members
present vote in the affirmative.
9. Creating, Amending or Dissolving a Committee
(a) 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.
(b) Council may appoint an Ad Hoc Committee and/or Steering Committee if an issue
must be addressed and it does not fall within the scope of management staff.
(c) Council may create a new Committee in response to any of the following:
(i) Requirements of applicable legislation or regulation (Federal, Provincial or
Municipal By-Law);
(ii) Changing priorities;
(iii) To address significant public issues or trends;
(iv) Where public input is deemed desirable;
(v) Recommendation and report by staff; and
(vi) Any other reason deemed appropriate by Council.
(d) In creating a new Committee, Council shall have regard for the following:
(i) Establishing a clearly defined mandate and terms of reference;
(ii) Membership and quorum requirements/qualifications;
(iii) Composition of the Committee;
Page 8 of 46
(iv) Alignment with the Corporate Strategic Plan and other departmental goals
and objectives;
(v) The reporting relationship and frequency of progress reports;
(vi) Public and financial considerations;
(vii) Staff resources to be made available and the impacts on County
departments;
(viii) The need for any sub-Committees/working groups; and
(ix) Defined timeline for completion of the assigned tasks.
(e) Amendments to the mandate/terms of reference of a Committee may be initiated
by Council, by resolution of the Committee or by a report and recommendation
from staff.
(f) The following factors may be considered by Council when amending a
Committee's mandate/terms of reference:
(i) Results of the Committee's annual report which measures progress against
fulfilling the mandate;
(ii) Impact of the change on the mandate/terms of reference;
(iii) Continued relevance of the Committee's purpose/function;
(iv) The degree of public interest;
(v) Changes to the applicable legislation or regulations;
(vi) Changing Council priorities or new issues at Council;
(vii) Cost analysis and required resources; and
(viii) Committee term.
(g) The dissolving of a Committee may be triggered by any one of the following:
(i) Expiration of the Committee term;
(ii) Completion of the Committee's task or mandate;
(iii) Effectiveness of the Committee's operations (e.g. frequency of meetings,
amount of Committee business, number of cancelled meetings);
(iv) Resolution of the issues that led to the creation of the Committee;
(v) The legislative requirement for the Committee no longer exists;
(vi) Merger with another Committee;
(vii) Results of the Committee's annual report which measures progress against
fulfilling the mandate;
(viii) Changing Council priorities;
(ix) Recommendations by the Committee by resolution; and
(x) Report and recommendation by staff.
(h) All Committees created by Council will be formally dissolved by a Council
resolution that is implemented through amendments to this By-Law as necessary.
Page 9 of 46
10. Accountability
(a) Pursuant to the Municipal Act, 2001, except in the case of a Quasi-Judicial Board,
or as otherwise provided for in a striking resolution or By-Law, Committees shall
provide recommendations and advice to Council.
(b) All Council Committees are accountable to County Council.
(c) All Council Committees will report to County Council at least annually.
(d) A Council Committee may provide reports or seek direction from Council at any
time other than the annual report.
(e) All decisions of Council Committees shall be in the form of recommendations to
Council, except as otherwise explicitly provided by Council resolution and/or By-
Law striking the Committee and shall be forwarded by the Secretary to the
CAO/Clerk for inclusion in the County Council Meeting Agenda.
(f) The powers and duties of established Council Committees shall be pursuant to this
By-Law and Council's Procedural By-Law 18-38, giving direction but shall not
include the decision-making authority of Council, pursuant to the Act. Except in the
case of a Quasi-Judicial Board, or as otherwise explicitly provided for in this By-
Law.
11. Duties of Committees
(a) The general duties of Committees of Council shall be:
(i) 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;
(ii) To cause to be prepared and introduced into Council all By-Laws as may be
necessary to give effect to such of their reports or recommendations as are
adopted by Council;
(iii) 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;
(iv) To comply strictly with the transaction of all business to the rules prescribed
in this By-Law.
12. Council Committee Terms of Reference
(a) 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 and prior to any new Committee
appointments.
Page 10 of 46
(b) The terms of reference adopted by Council must include the following:
(i) Identification of Members as appointed including term or office for lay
appointments if the term does not coincide with the term of Council;
(ii) The mandate of such Committee, Ad Hoc Committee and/or Steering
Committee;
(iii) Specific duties, including delegated powers (if any); and
(iv) 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.
13. Annual Report
(a) 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 November
each year, either directly or through the appropriate Standing Committee,
respecting the following matters:
(i) A concise summary of the activities and accomplishments of the Committee
during the current year;
(ii) 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;
(iii) Any recommendations respecting proposed changes to the Committee's
structure, composition or mandate/terms of reference.
(b) 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.
14. Council Committee Composition
(a) Members of Council Committees will be appointed by Council by resolution.
(b) Committee Composition is determined by County Council as established by
approved Terms of Reference for each of Council's Committee.
(c) The Warden shall recommend and Council shall appoint representatives from
within their membership to various Committees/Boards/Agencies at their first
Meeting in December of each year.
(d) All members of Council shall be appointed to at least one position on any
Committee, Local Board or Agency.
(e) All Members of Council are equally eligible to serve on any Committee, Local
Board or Agency.
Page 11 of 46
(f) 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.
15. Standing Committee Composition —Schedule "A"
(a) The composition and terms of reference for Standing Committees established by
the County of Elgin are in accordance with Schedule "A", attached hereto and
forming a part of this By-Law.
(b) 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 recommended
such action as they deem necessary.
16. Advisory Committee Composition —Schedule "B"
(a) The composition and terms of reference for Advisory Committees are in
accordance with Schedule "B", attached hereto and forming a part of this By-Law.
17. Legislated Committees —Schedule "C"
(a) The composition and terms of reference for Legislated Committees are in
accordance with Schedule "C", attached hereto and forming a part of this By-Law.
18. Agencies and Boards with Council Appointees —Schedule "D"
(a) The Committees to which Council makes appointments, but are not Committees of
Council, is included in Schedule "D". These Committees are bound by the rules
established by their governing body.
19. Special Purpose (Ad Hoc) Committees
(a) Council may establish Special Purpose (Ad Hoc) Committees for special projects,
upon the recommendation of Council, Committee of the Whole, or staff.
(b) A Special Purpose (Ad Hoc) Committee must have a clear mandate and well-
defined terms of reference that must include:
(i) The Committee's mandate/terms of reference;
(ii) The number of members;
(iii) The composition of membership, including members of staff, if applicable;
(iv) Reporting relationships;
(v) Staff and other resources to be made available; and
(vi) A start and finish date.
Page 12 of 46
20. Citizen Appointments
(a) When determined by Council or statute or legislation, as established by Terms of
Reference for a Council Committee approved by Council, Members of the public
will be eligible to serve on a Council Committee.
(b) When Council decides to include members of the public on a Special Purpose (Ad
Hoc) Committee, the Clerk will place an advertisement of the form and content set
forth in Schedule E in the local newspaper and on the County's website inviting
members of the public to apply to be a member of the Committee.
21. Citizen Appointments — Criteria to Serve on Committee
(a) Citizen appointments to Committees listed in this By-Law must be at least 18 years
or older, a landowner/business owner in the County of Elgin, and be one of the
following:
(i) A Canadian Citizen; or
(ii) 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;
(iii) Appointees must maintain residence in the County of Elgin for the duration of
their term on the Committee.
22. Retention of Applications to Serve on Committees
(a) 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.
(b) 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.
(c) The County CAO/Clerk will also re-advertise vacancy in the newspaper.
23. Duration of Citizen Appointments
(a) Members of the public will be eligible to serve for a maximum time established by
the approved Terms of Reference.
(b) 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.
Page 13 of 46
24. Chair and Vice Chair
(a) Each Council Committee must, at its first meeting each year, appoint a Chair and
Vice Chair from Members of Council appointed to the Committee.
(b) 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.
(c) If a Committee is unable to appoint a Chair or Vice-Chair, Council will appoint the
Chair or Vice-Chair.
25. Role of the Council Committee Chair
(a) In addition to duties prescribed by the Council Procedural By-Law 18-38, the Chair
will perform the following duties for a Council Committee:
(i) If requested by Council, provide recommendations regarding the
reappointment of Members of a Council Committee; and
(ii) Assist the County CAO/Clerk to prepare any reports required by Council
including the Annual Report.
26. Role of the Warden
(a) The Warden shall be a Member ex-officio of all Committees of Council 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.
27. Role of Councillors Not Appointed to Committee
(a) Members of Council or Committee may attend the Meetings of any of its
Committees, but shall not be allowed to vote, nor should they be allowed to take
part in any discussion or debate, except with the permission of the Majority of
Members of the Committee.
28. Term of Appointment
(a) Terms of Appointment are included in Council Committee Terms of Reference, as
approved by Council annually through review of this By-Law.
(b) Unless specifically provided for in this By-Law or By-Law 19-41, such Committee,
Ad Hoc Committee and/or Steering Committee shall dissolve as soon as the
services for which that Committee was appointed are performed.
(c) Unless Council specifically sets out in this By-Law, or unless legislation provides
otherwise, the term of office for Member appointments to Committees, Ad Hoc
Committees and/or Steering Committees shall coincide with the term of Council.
Page 14 of 46
(d) Committee members will continue to serve on a Committee past the expiration of
their term until they are replaced.
(e) All Council memberships on all Committees end on November 30th of a municipal
election year.
(f) A non-statutory Council Committee shall not extend beyond the term of Council
unless the newly elected Council conforms by resolution the continuance of the
Committee.
(g) 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.
29. Attendance and Absenteeism
(a) The Committee Clerk will record the attendance of the Members in the minutes of
the meeting.
(b) Any member of a Committee who is absent, without cause acceptable to Council,
for more than fifty percent (50%) of the meetings since their date of appointment
will not be eligible for reappointment.
(c) 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.
(d) 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 attend 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.
30. Location and Schedule of Meetings of Committees
(a) The location and Meeting schedule of all Committees is determined by its
Members, in accordance with each Committee's terms of reference and/or
prescribed mandate.
31. Public Participation at Committee Meetings
(a) All Council Committee Meetings that are open to the public and following the
introduction of an agenda item and receiving comments from staff with questions
from the Committee Members, Members of the public, if deemed appropriate by
the Chair, may be invited to share their comments, views, suggestions and
opinions.
Page 15 of 46
(b) An individual may make a delegation at any Committee meeting related to an item
of business on the agenda. Any person or groups of persons wishing to address
the Committee is required to make the necessary arrangements through the
CAO/Clerk, at least eight (8) days prior to the date of the Committee Meeting.
Written delegation briefs shall be provided so that sufficient time will permit
distribution to the Members of the Committee, prior to the said meeting.
(c) 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.
(d) 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.
(e) A delegation shall be limited to a maximum of fifteen (15) minutes. Council or
Committee may, by Motion, and with the support of the majority of its members
lengthen the time for hearing of delegations.
(f) A delegation consisting of more than five (5) persons shall be limited to two (3)
speakers and to a total time limitation of fifteen (15) minutes for the delegation
presentation.
(g) No more than four (4) delegations shall be scheduled to address the Committee at
any Meeting, unless permitted by the Chair.
(h) 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.
(i) Should an individual wish to be provided with further Notice related to a 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 delegation
request originally delivered.
32. County CAO/Clerk Support
(a) The County CAO/Clerk or his or her delegate will provide administrative and other
support, including meeting facilities and equipment, to allow a Standing Committee
or Council Committee to fulfil its mandate in a non-voting capacity.
(b) The County CAO/Clerk may appoint County employees to perform liaison functions
between the County and a Council Committee.
Page 16 of 46
33. Compensation
(a) Any Council Member attending at 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.
(b) Councillors appointed to a Council Committee shall be paid mileage at the same
rate established for the use of personal vehicles for County business and any other
eligible "out of pocket" expense that may occur.
(c) Members of the Committee shall serve without remuneration, and no member shall
directly or indirectly receive any profit from his/her position.
34. Quorum
(a) A majority of all Members of the Committee shall constitute a Quorum.
35. Meetings
(a) 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 his or her duty to call such meeting in writing.
36. Meeting Schedule
(a) The Meeting schedule of all other Committees is determined by its Members, in
accordance with each Committee's terms of reference and/or prescribed mandate.
37. Motions/Clauses Lost at Committee Meetings
(a) Items rejected by any Committee must be reported to Council with a "negative
recommendation", allowing Council the opportunity to discuss the item.
(b) Motions that result in a tied vote at a Committee must be reported to Council, with
no recommendation to allow Council the opportunity to discuss and make a
decision.
38. Notice of Meetings of Committees
(a) The agenda shall be considered as Notice of regular Meetings of Committees, and
By-Law 07-29, 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.
(b) The CAO/Clerk gives notice of a Meeting of Committee by:
Page 17 of 46
(i) Providing the Committee with an agenda, and when required, a Closed
Session Agenda, at least four (4) business days prior to a Committee
meeting;
(ii) Posting a Notice on the County's website.
39. Preparation of Council Committees Agendas
(a) The CAO/Clerk and his or her staff are charged with providing guidance and
recommendations to Council Committees related to municipal business.
(b) The CAO/Clerk or his or her delegate, together with the Committee Chair, will
prepare Committee Agendas.
40. Council Committee Agenda
(a) The Agenda of every Committee will be structured as follows:
(i) Meeting Called to Order;
(ii) Approval of the Agenda;
(iii) Confirmation of Minutes;
(iv) Disclosure of Pecuniary Interest;
(v) Delegations;
(vi) Briefings;
(vii) Other Business;
(viii) Correspondence;
(ix) Date of Next Meeting; and
(x) Adjournment
41. Open/Closed Meetings
(a) Except as provided in Section 26(a), By-Law 18-38, all meetings of Council
Committees shall be open to the public pursuant to the Act, S. 239 (1).
(b) Persons may be excluded when Council or Committee is in Closed Meeting in
accordance with Section 239 of the Act and Amendments thereto. 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.
(c) The provisions of Section 239 of the Act and Sections 26 (a) (b) and (c) of this By-
Law apply to any and all Committees, despite Section 238 of the Act.
42. Improper Conduct
(a) The Chair may expel any person for improper conduct at a Meeting, pursuant to
the Act, 2001, S. 241 (2).
Page 18 of 46
43. Council Committees Minutes
(a) The Minutes of Council Committee Meetings shall consist of:
(i) A record of the place, date and time of Meeting;
(ii) The Name of the Chair, a record of all Members present at the meeting and
the names of those Members who were absent;
(iii) The reading, if requested, correction and adoption of the Minutes of prior
Meetings; and
(iv) All other proceedings of the Meeting without note or comment.
(b) The CAO/Clerk or his or her designate shall ensure that a copy of the Minutes of
each Meeting is delivered to each Member of Committee at least forty-eight (48)
hours prior to the commencement of the Meeting of Committee.
(c) The CAO/Clerk shall keep a permanent copy of all Committee Minutes for public
inspection.
44. Effect
(a) This By-Law will come into force and take effect on the date of its passing.
ENACTED THIS 26th DAY OF NOVEMBER, 2019.
Page 19 of 46
SCHEDULES A-F
Page 20 of 46
Schedule A-1 —Standing Committee—Terrace Lodge Redevelopment Committee
TERMS OF REFERENCE
Elgin! w .f�,;
Committee Name: Terrace Lodge Redevelopment Committee
Committee Type: Standing Committee
Pursuant to By-Law 19-41, a Standing Committee is a Committee
established by Council, comprised entirely of Members of Council,tc
carry out duties on an ongoing basis, as specified by Council.
Reporting to: Elgin County Council
Enabling Legislation/ By-Law 19-41 (Procedural By-Law), By-Law 19-40 (Council
By-Law(if applicable) Committees By-Law)
Staff Support: CAO/Clerk or designate, Director of Homes and Seniors Services,
Director of Financial Services will be the senior staff resources for
the Committee.
Other County staff and consultants will attend meetings as
technical support when required.
Department Linkage: Administrative Services, Financial Services, Homes and Seniors
Services (project support required by each department)
Term of Appointment: 1 year, Members eligible for reappointment
Financial Impact: Administrative Support(no additional resources required to
support Committee)
Meeting Frequency: Meetings will be held on an as-needed basis (approx.12)
Meetings will be scheduled on an ad-hoc basis at the call of the
Chair or when requested by staff.
ChairNice Chair A chair will be elected from the membership of the Committee on
an annual basis.
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.
Membership/Composition Elgin County Council shall appoint three (3) Members to the
Committee. There will be a total of four(4) Members, including
the Warden. One (1) Councillor will be appointed Chair of the
Committee.
Candidates will be recommended by the Warden and appointed
by County Council.
Mandate: The purpose of the Terrace Lodge Redevelopment 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.
Principles: 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
Page 21 of 46
• 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.
Objectives: The primary objectives 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.
Link to Council's Strategic This project reflects Elgin County Council's commitment to Seniors
Priorities: Services in Elgin County. [section to be updated in 2020 to align
with Council's Strategic Plan]
Reporting Requirements: Terrace Lodge Redevelopment Committee shall report to County
Council at least annually and may provide reports or seek
direction from Council at any time other than the annual report.
Sub-Committees/Working May be established as needed and as approved by County
Groups: Council.
Timeline for Completion of the Approximately 2022
Assigned Tasks:
Council Review: Annually
Page 22 of 46
Schedule A-2— Standing Committee— Provincial Offences Administration
Building Committee
TERMS OF REFERENCE
Elr
C of L.y
Committee Name: Provincial Offences Administration Building Committee
Committee Type: Standing Committee
Pursuant to By-Law 19-41, a Standing Committee is a Committee
established by Council, comprised entirely of Members of Council,tc
carry out duties on an ongoing basis, as specified by Council.
Reporting to: Elgin County Council
Enabling Legislation/ By-Law 19-41 (Procedural By-Law), By-Law 19-40 (Council
By-Law(if applicable) Committees By-Law)
Staff Support: CAO/Clerk or designate, Director of Financial Services, Director of
Engineering Services will be the senior staff resources for the
Committee.
Other County staff and consultants will attend meetings as
technical support when required.
Department Linkage: Administrative Services, Financial Services, Financial Services
(project support required by each department)
Term of Appointment: 1 year, Members eligible for reappointment
Financial Impact: Administrative Support(no additional resources required to
support Committee)
Meeting Frequency: Meetings will be held on an as-needed basis (approx..12)
Meetings will be scheduled on an ad-hoc basis at the call of the
Chair or when requested by staff.
ChairNice Chair A chair will be elected from the membership of the Committee on
an annual basis.
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.
Membership/Composition Elgin County Council shall appoint three (3) Members to the
Committee. There will be a total of four(4) Members, including
the Warden. One(1) Councillor will be appointed Chair of the
Committee.
Candidates will be recommended by the Warden and appointed
by County Council.
Mandate: The purpose of the Provincial Offences Administration Building
Committee is to advise the County of Elgin staff on the design,
construction, scope and schedule for the Provincial Offences
Administration Building project,working within the budget
approved by Elgin County Council.
Page 23 of 46
Principles: 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
Court and Administration Facility intended to serve Elgin
County residents for the long-term
• The process of completing the Project will encourage
effective relationships, partnerships with others and
community and staff involvement.
Objectives: The primary objectives 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.
Link to Council's Strategic This project reflects Elgin County Council's commitment to the
Priorities: provision of Provincial Offences Act administrative services
[section to be updated in 2020 to align with Council's Strategic
Plan]
Reporting Requirements: Provincial Offences Administration Building Committee shall report
to County Council at least annually and may provide reports or
seek direction from Council at any time other than the annual
report.
Sub-Committees/Working May be established as needed and as approved by County
Groups: Council.
Timeline for Completion of the December 1, 2019
Assigned Tasks:
Council Review: n/a
Page 24 of 46
Schedule A-3 —Standing Committee— Policy Review Committee
TERMS OF REFERENCE
s't ElginCouaL
Committee Name: Policy Review Committee Terms of Reference
Committee Type: Standing Committee
Pursuant to By-Law 19-41, a Standing Committee is a Committee
established by Council, comprised entirely of Members of Council,tc
carry out duties on an ongoing basis, as specified by Council.
Reporting to: Elgin County Council
Enabling Legislation/ By-Law 19-41 (Procedural By-Law), By-Law 19-40 (Council
By-Law(if applicable) Committees By-Law)
Staff Support: CAO/Clerk or designate will be the senior staff resources for the
Committee.
Other County staff and consultants will attend meetings as
technical support when required.
Department Linkage: All County Departments
Term of Appointment: 1 year, Members eligible for reappointment
Financial Impact: Administrative Support(no additional resources required to
support Committee)
Meeting Frequency: Meetings will be held on an as-needed basis (approx..4)
Meetings will be scheduled on an ad-hoc basis at the call of the
Chair or when requested by staff.
ChairNice Chair A chair will be elected from the membership of the Committee on
an annual basis.
Skills/Qualifications Candidates will be chosen to reflect an array of skills and
experience in policy development and general municipal service
delivery.
Membership/Composition Elgin County Council shall appoint three(3) Members to the
Committee. There will be a total of four(4) Members, including
the Warden. One(1) Councillor will be appointed Chair of the
Committee.
Candidates will be recommended by the Warden and appointed
by County Council.
Mandate: The Committee is responsible for strengthening Council's role in
understanding and leading policy governance through the review
of Council policies.
County Council has delegated authority to the Policy Review
Committee for the review of standard policies for which required
changes are considered to be minor. This determination will be
made by the Committee Chair.
Page 25 of 46
Objectives: The primary objectives of the Committee are as follows:
• To assist County Council with monitoring the policy
guidelines of County Council and to facilitate Council's
understanding of policy governance.
• To review and recommend for approval to County Council
new and/or revised governance policies as required or
recommended, ensuring that documents: are in
accordance with Council priorities; align with current
organizational priorities; are effective in achieving their
mandate; contain no grammatical or typographical errors;
and contain no outdated references.
• To review and recommend for approval to County Council
new and/or revised operational policies at the request of
the Chief Administrative Officer.
• To review and recommend for approval to County Council
the annual schedule for policy review to ensure an
ongoing process of policy review.
• To perform such additional tasks as may be delegated to
the Committee by County Council from time to time.
Link to Council's Strategic Section to be updated in 2020 to align with Council's Strategic
Priorities: Plan
Reporting Requirements: Policy Review Committee shall report to County Council at least
annually and may provide reports or seek direction from Council at
any time other than the annual report.
Sub-Committees/Working May be established as needed and as approved by County
Groups: Council.
Timeline for Completion of the November 30, 2019
Assigned Tasks:
Council Review: n/a
Page 26 of 46
Schedule A-4—Standing Committee — Human Resources Committee
TERMS OF REFERENCE
ElginLc4 E
Committee Name: Human Resources Committee
Committee Type: Standing Committee
Pursuant to By-Law 19-41, a Standing Committee is a Committee
established by Council, comprised entirely of Members of Council,tc
carry out duties on an ongoing basis, as specified by Council.
Reporting to: Elgin County Council
Enabling Legislation/ By-Law 19-41 (Procedural By-Law), By-Law 19-40 (Council
By-Law(if applicable) Committees By-Law)
Staff Support: CAO/Clerk(or designate)and Director of Human Resources
Department Linkage: Administrative Services
Term of Appointment: 1 year, Members eligible for reappointment
Financial Impact: No additional staff resources required
Meeting Frequency: Meetings will be held on an as-needed basis.
Meetings will be scheduled on an ad-hoc basis at the call of the
Chair or when requested by staff.
ChairNice Chair Warden serves as Chair
Skills/Qualifications Candidates will be chosen to reflect an array of skills and
experience in human resource management, recruitment,staff
development and general municipal service delivery.
Membership/Composition Elgin County Council shall appoint two (2) Members to the
Committee. There will be a total of three (3) Members, including
the Warden.The Warden will serve as the Chair of the Committee.
Candidates will be recommended by the Warden and appointed
by County Council.
Mandate: The Human Resources Committee shall assist Council in fulfilling
obligations relating 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 the Board.
Link to Council's Strategic Staff Recruitment and Retention [section to be updated in 2020 to
Priorities: align with Council's Strategic Plan]
Reporting Requirements: Human Resources Committee shall report to County Council at
least annually if any Meetings are held by the Committee. The
Committee may provide reports or seek direction from Council at
Page 27 of 46
any time other than the annual report.
Sub-Committees/Working May be established as needed and as approved by County
Groups: Council.
Timeline for Completion of the n/a
Assigned Tasks:
Council Review: Annually
Page 28 of 46
Schedule A-5— Standing Committee— Council Budget Committee
TERMS OF REFERENCE
Committee Name: Council Budget Committee
Committee Type: Standing Committee
Pursuant to By-Law 19-41, a Standing Committee is a Committee
established by Council, comprised entirely of Members of Council,tc
carry out duties on an ongoing basis, as specified by Council.
Reporting to: Elgin County Council
Enabling Legislation/ By-Law 19-41 (Procedural By-Law), By-Law 19-40 (Council
By-Law(if applicable) Committees By-Law)
Staff Support: CAO/Clerk(or designate) and Director of Finance, other staff as
required
Department Linkage: Administrative and Financial Services
Term of Appointment: 1 year, Members eligible for reappointment
Financial Impact: No additional staff resources required
Meeting Frequency: 1 full-day meeting will be held in November and 1 full-day meeting
will be held in December each year. Additional meetings may be
scheduled on an as-needed basis at the discretion of the Chair.
ChairNice Chair Warden
Skills/Qualifications Financial experience preferred
Membership/Composition Elgin County Council shall appoint three(3) Members to the
Committee. There will be a total of four(4) Members, including
the Warden.The Warden will serve as the Chair of the Committee.
Candidates will be recommended by the Warden and appointed
by County Council.
Mandate: The Budget Committee is a Standing Committee of Council
established to deliberate on the Budget, which includes the future
Capital and Current Programs for the County of Elgin.
Objectives: The Budget Committee shall:
• Review and assess budget principles, allocations and
related financials, providing advice to the Chief
Administrative Officer and Director of Finance on the
annual budget;
• To receive presentations from each department, as
required, on financial matters;
• To evaluate the budgetary implications of proposals for
new and substantially revised programs and services in
advance of Council's budget deliberations
Link to Council's Strategic Section to be updated in 2020 to align with Council's Strategic
Priorities: Plan
Reporting Requirements: The Budget Committee will report to Council on an as-needed
basis.
Timeline for Completion of the Ongoing
Assigned Tasks:
Council Review: Annually
Page 29 of 46
Schedule B -1 -Advisory Committee— Community Safety and Well-Being
Coordinating Committee
TERMS OF REFERENCE
ElgrnC ity
Committee Name: Community Safety and Well-Being Coordinating Committee
Committee Type: Advisory Committee
Role: To provide recommendations, advice and information to
Council on those specialized matters which relate to the purpose
of the Advisory Committee,to facilitate public input to County
Council on programs and ideas to assist in enhancing the quality
of life of the Community, in keeping with Council's Strategic Plan
principles.
Advisory committees shall not give direction to staff, nor shall
Advisory Committees request,without the approval of Council,the
preparation of any administrative reports, research or work
assignments.
Reporting to: Elgin County Council
Enabling Legislation/ Municipal Act, Safer Ontario Act(2018)
By-Law(if applicable)
The Government of Ontario has demonstrated its commitment to
supporting communities through the development of the Provincial
Approach to Community Safety and Well-Being (CSWB)
(Provincial Approach), and this work will continue under the
Strategy for a Safer Ontario (Strategy). As a result, the Province
of Ontario's Bill 175, Safer Ontario Act(2018), mandates that:
• The Council of every municipality shall prepare and, by
resolution, adopt a community safety and well-being plan;
• ... Municipal Council... shall establish an Advisory
Committee.
Staff Support: Chief Administrative Officer/Clerk
Department Linkage: Administration
Term of Appointment: Term Coincides with that of Elgin County Council
Financial Impact: Staff Resources Required
Meeting Frequency: Approximately 1 meeting/month
ChairNice Chair Coordinating Committee Chair is the CSWP Plan Coordinator.
Role and Responsibility of Chair includes:
• Chair committee meetings;
• Prepare agendas;
• Act as liaison between the Coordinating Committee and
the Advisory Committee; and
• Facilitate work towards fulfillment of the mandate and
development of the CSWB Plan for Elgin-Aylmer-St.
Thomas.
Skills/Qualifications Members shall understand and support the CSWB purposes and
processes mandated by Bill 175.
Page 30 of 46
Executive Function:
• Understanding and supporting the purposes and
processes mandated by Bill 175;
• Guiding, facilitating and enabling all steps, measures and
actions required to create and recommend an Elgin-
Aylmer-St.Thomas Community Safety and Well-Being
Plan for Municipal Councils'approval;
• Providing to Municipal Councils timely reports on the
status, and recommendations on the decisions required to
support development of the Elgin-Aylmer-St. Thomas
Community Safety and Well-Being Plan
• Soliciting advice from the Advisory Committee and
channeling that advice into the planning process and
products that go before Municipal Councils for approval.
Membership/Composition Council shall appoint two Members of Elgin County Council
(including the Mayor of Town of Aylmer)to the general Committee
Membership, including:
• 2 Members of City of St.Thomas Council
• 2 Members of Elgin County Council (including Mayor,
Town of Aylmer)
• Elgin Ontario Provincial Police (OPP) Detachment
Commander(or designate)
• Town of Aylmer Police Chief(or designate)
• City of St.Thomas Police Chief(or designate)
• Police Services Board Representation (Town of Aylmer,
Elgin Group, City of St. Thomas)
• Municipal representation (City of St.Thomas,Town of
Aylmer, County of Elgin Chief Administrative Officers or
designates), other municipal staff as required.
• Community Safety and Well-Being Coordinator
• Recording Secretary
Mandate: The purpose of the Coordinating Committee is to engage the
municipalities in a collaborative initiative to develop a Community
Safety and Well-Being Plan for all of Elgin County and the City of
St.Thomas as per the Municipal mandate for same in Provincial
Bill 175 (Safer Ontario Act). The Plan will represent Elgin County,
the Town of Aylmer and the City of St.Thomas as a whole, but will
reflect local needs and nuances specific to the respective
Municipalities as appropriate.
Compensation: n/a
Principles: Members shall understand and support the CSWB purposes and
processes mandated by Bill 175.
Objectives: General responsibilities of Coordinating Membership include:
• Directing and responding to the work of the Advisory
Committee
• Participating on the Advisory Committee(ad hoc)
• Planning community engagement sessions (ad hoc)
• Ensuring the Advisory Committee recommendations are
reviewed and evaluated
• Building on and/or establishing strong working
partnerships with community members and organizations
that can facilitate and enable effective community safety
and well-being planning
• Receiving and responding to the requests for information
about the CSWB Plan
Page 31 of 46
• Assessing and determining from the information and data
sources what the data will be used for,what is public
facing and what is for internal use only
• Ensuring the plan is made publicly available
• Reporting back to the respective Council(s) and
advocating for support for the Plan.
Link to Council's Strategic Section to be updated in 2020 to align with Council's Strategic
Priorities: Plan.
Reporting Requirements: Report to Advisory Committee and Municipal Councils as required.
Sub-Committees/Working n/a
Groups:
Timeline for Completion of the December 31, 2020
Assigned Tasks:
Council Review: Annually
Page 32 of 46
Schedule B -2 -Advisory Committee— Community Safety and Well-Being
Advisory Committee
TERMS OF REFERENCE
ElgmCo Lt
Committee Name: Community Safety and Well-Being Advisory Committee
Committee Type: Advisory Committee
Role: To provide recommendations, advice and information to
Council on those specialized matters which relate to the purpose
of the Advisory Committee, to facilitate public input to County
Council on programs and ideas to assist in enhancing the quality
of life of the Community, in keeping with Council's Strategic Plan
principles.
Advisory committees shall not give direction to staff, nor shall
Advisory Committees request,without the approval of Council,the
preparation of any administrative reports, research or work
assignments.
Reporting to: Elgin County Council
The Advisory Committee has no binding decision making authority
or executive function in the context of the Municipal
responsibilities outlined in Bill 175.
The Advisory Committee will,with openness and transparency,
share their subject matter expertise with the Coordinating
Committee.
Enabling Legislation/ Municipal Act, Safer Ontario Act(2018)
By-Law(if applicable)
The Government of Ontario has demonstrated its commitment to
supporting communities through the development of the Provincial
Approach to Community Safety and Well-Being (Provincial
Approach), and this work will continue under the Strategy for a
Safer Ontario (Strategy). As a result,the Province of Ontario's Bill
175, Safer Ontario Act(2018), mandates that:
• The Council of every municipality shall prepare and, by
resolution, adopt a community safety and well-being plan;
• ... Municipal Council... shall establish an Advisory
Committee.
Staff Support: Chief Administrative Officer/Clerk
Department Linkage: Administration
Term of Appointment: Term Coincides with that of Elgin County Council
Financial Impact: Staff Resources Required
Meeting Frequency: Approximately 1 meeting/month; meetings will be called at the
discretion of the Chair. When possible, input and consultation of
the Advisory Committee will take place in a virtual manner by
engaging subject matters one on one,via electronic
communication and feedback and/or via teleconference.
Page 33 of 46
ChairNice Chair Coordinating Committee Chair is the CSWP Plan Coordinator.
Role and Responsibility of Chair includes:
• Chair committee meetings;
• Prepare agendas;
• Act as liaison between the Advisory Committee and the
Coordinating Committee; and
• Facilitate work towards fulfillment of the mandate and
development of the CSWB Plan for Elgin-Aylmer-St.
Thomas.
Skills/Qualifications Members shall be selected and recruited on the basis of the
following characteristics:
• Represent an organization or sector as outlined in the
mandate of Bill 175;
• Knowledge and information about the risks and vulnerable
populations in Elgin County and City of St. Thomas;
• Lived experience with risk factors;
• Understanding of protective factors needed to address
those risks;
• Experience developing effective partnerships in the
County of Elgin,Town of Aylmer and City of St.Thomas;
• Experience with ensuring equity, inclusion and
accessibility in community initiatives;
• A proven track record advocating for the interests of
vulnerable groups; and
• The power and authority needed to make decisions and
represent the expertise of their respective agencies or
organizations.
Membership/Composition The Advisory Committee will be comprised of members who are
identified to reflect a wide range of relevant knowledge, expertise
and experience with cross-sectoral representation. Members will
act in an advisory capacity to the Coordinating Committee, specific
to the mandate of Bill 175, as it relates to the development of
Elgin-Aylmer-St.Thomas' Community Safety and Well-Being Plan.
The Advisory Committee must, at minimum, consist of the
following members:
• Local Health Integration Network
• Mental and Physical Health
• Educational Services
• Social Services
• Custodial care of children and/or youth
• Member of Council or municipal administration
• Police
• And other prescribed members
Mandate: The purpose of the Advisory Committee is to advise and inform
the Coordinating Committee as they examine the County,Town of
Aylmer and City of St.Thomas' principle risk factors,vulnerable
groups and protective factors needed to reduce harms and
enhance safety and well-being for all residents in the County of
Elgin, Town of Aylmer and City of St. Thomas.
Compensation: n/a
Principles: Members shall understand and support the CSWB purposes and
processes mandated by Bill 175.
Page 34 of 46
Objectives: Members of the Advisory Committee,with the support of the
Coordinating Committee, shall:
• Facilitate and enable community engagement and
consultation sessions;
• Act as a resource for the Coordinating Committee;
• Provide data and information from their own agencies and
organizations pertaining to priority risk factors,vulnerable
groups and protective factors to reduce those risks;
• Ensure the engagement and creation of opportunities for
involvement of people within Elgin County, Town of
Aylmer and City of St. Thomas including culturally diverse
populations;
• Work in collaboration with the Coordinating Committee in
developing the focal points of the emerging community
safety and well-being plan based on available data,
evidence, community information and feedback, as well as
core community capacity to address those factors; and
• Help the Coordinating Committee develop a plan for
implementing the goals, directions and protective factors
isolated in the Community Safety and Well-Being Plan for
Elgin-Aylmer and St.Thomas.
Link to Council's Strategic Section to be updated in 2020 to align with Council's Strategic
Priorities: Plan.
Reporting Requirements: Report to Advisory Committee and Municipal Councils as required.
Sub-Committees/Working n/a
Groups:
Timeline for Completion of the December 31, 2020
Assigned Tasks:
Council Review: Annually
Page 35 of 46
Schedule C-1 Legislated Committees — Rural Initiatives/Planning Advisory
Committee
TERMS OF REFERENCE
Elgin CO a t
Committee Name: Rural Initiatives/Planning Advisory Committee (PAC)
Committee Type: Legislated Committee
Statutory Committee established under the Planning Act.
Reporting to: Elgin County Council
Enabling Legislation/ Provincial Policy Statement, Planning Act, RSO 1990, Municipal
By-Law(if applicable) Act,2001
Staff Support: Manager of Planning
Department Linkage: Planning
Term of Appointment: Term Coincides with that of Elgin County Council
Financial Impact: Staff Resources Required
Meeting Frequency: Approximately 1 meeting/month
Chair/Vice Chair A chair will be elected from the membership of the Committee on
an annual basis.
Skills/Qualifications Experience with Boards/Commissions and Land Use Planning
Preferred.
Membership/Composition The Rural Initiatives Committee doubles as the"Rural
Initiatives/Planning Advisory Committee"and was combined in
2016 in response to Bill 73 and changes to Development Charges
Act and the Planning Act which required that all upper-tier and
single-tier levels of municipal government establishes a Planning
Advisory Committee.
Three (3) Members of Council shall be appointed to the Rural
Initiatives/Planning Advisory Committee.
It is noted that a member of the Elgin Federation of Agriculture
shall be invited to participate on the PAC as a citizen appointee in
keeping with its status as a non-voting member of the Rural
Initiatives Committee.
Mandate: • 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, alternative 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 PAC by 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;
Page 36 of 46
specifically, 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 (this would
include 5-year reviews of the Official Plan);to advise
County Council on general planning and development
issues of Council and/or local municipal significance;to
report to County Council on proposed land use policy
changes as introduced by the Province of Ontario; and to
review and report on specific aspect(s) of a submitted
application.
Compensation: n/a
Link to Council's Strategic [section to be updated in 2020 to align with Council's Strategic
Priorities: Plan]
Reporting Requirements: Reports shall be delivered to Elgin County Council on an as-
needed basis and at least once per year.
Sub-Committees/Working n/a
Groups:
Timeline for Completion of the n/a—work completed on an as-needed basis
Assigned Tasks:
Council Review: Annually
Page 37 of 46
Schedule D-1 —Agencies and Boards with Council Appointees
ElginC tin CV
Committee Name: Board of Health
Lead Organization: Southwestern Public Health
Membership: 2 Members of Council, recommended by Warden, approved by
Council
Term: One(1)year
Committee Name: City-County Liaison Committee(formerly Dispute Resolution)
Lead Organization: Elgin County&City of St.Thomas
Membership: 2 Members of Council, recommended by Warden, approved by
Council+Warden
Term: One (1)year
Committee Name: Health Recruitment Partnership
Lead Organization: Elgin County&City of St.Thomas
Membership: 1 Member of Council, recommended by Warden, approved by
Council
Term: One (1)year
Committee Name: Joint Elgin-Central Elgin Accessibility Advisory Committee
Lead Organization: Elgin County&Municipality of Central Elgin
Membership: 1 Member of Council, recommended by Warden, approved by
Council
Term: One(1)year
Committee Name: SWIFT Network Board of Directors
Lead Organization: Western Ontario Wardens Caucus, SWIFT NETWORK
Membership: 1 Member of Council, recommended by Warden, approved by
Council
Term: One(1) year
Committee Name: St.Thomas Elgin Public Art Centre
Lead Organization: Elgin County& City of St. Thomas
Membership: 1 Member of Council, recommended by Warden, approved by
Council
Term: One (1)year
Committee Name: Water Advisory Committee
Lead Organization: Elgin County
Membership: All of County Council
Term: One (1)year
Committee Name: Community Leaders Cabinet
Lead Organization: City of St.Thomas/County
Membership: Warden
Term: One (1)year
Page 38 of 46
Committee Name: Green Lane Community Trust Committee
Lead Organization: Elgin County
Membership: 1 Member of Council
Term: One (1)year
Committee Name: Waste Management Committee
Lead Organization: Elgin County
Membership: All of County Council
Term: One(1) year
Committee Name: Western Ontario Wardens Caucus
Lead Organization: WOWC—Regional Municipal Partners
Membership: Warden
Term: One (1) year
Page 39 of 46
Schedule E —Advertisement and Application form for Citizen Appointments to
Boards and Committees
2020 - 2022 Application for
EigmLount Citizen Appointments to Boards
Progressive by Nature
and Committees
GET INVOLVED IN AN ELGIN COUNTY BOARD OR COMMITTEE
Volunteering on a board or committee is a great way to share your ideas, expertise and
enthusiasm with your local government. As a member, you will be able to provide advice
to County Council and staff, and contribute to the development of policies, programs and
initiatives that will help enhance Elgin County. Whatever your area of interest there is a
board or committee that would benefit from your input and involvement.
Residents and Business Owners of Elgin County are encouraged to apply for the following
Boards or Committees:
COMMITTEE #Vacancies
Description of Roles, Responsibilities and Skills/Qualifications
COMMITTEE #Vacancies
Description of Roles, Responsibilities and Skills/Qualifications
ALL APPLICATIONS MUST BE SUBMITTED TO:
Corporation of the County of Elgin
do County CAO/Clerk
450 Sunset Drive, St. Thomas ON N5R 5V1
Phone: 519-631-1460 Fax: 519-633-7661
or e-mail to: cao(aelgin.ca
ON OR BEFORE 4:30 P.M. [insert Date]
Page 40 of 46
2020 - 2022
ElginCoun tyApplication for Citizen
... Progressive by Nature p p
Appointments to Boards and
Committees
COMMITTEE &POSITION
APPLICANT INFORMATION
Name:
Address:
Home Phone:
Email Address:
Are you a resident or business owner in Elgin County?
❑ Yes
❑ No
Are you 18 years of age or older?
❑ Yes
❑ No
QUESTIONNAIRE
Why are you interested in becoming a member of[insert Committee/Board]
Briefly describe your current and past community or volunteer involvement
Briefly describe skills or experience relevant to [insert Committee/Board]
What strengths will you bring to the [insert Committee/Board]
Page 41 of 46
Additional Information
Please attach any additional information/comments to the application form.
I hereby consent to the release of my address and telephone number(s).
❑ Yes
❑ No
I hereby understand that information on this form and any supplementary information
provided as part of this application is collected under the authority of the Municipal Act
and is used to evaluate the qualifications of Citizen Appointees to Elgin County
Committees or Boards and will become part of the public record. Direct inquiries to
the CAO/Clerk at the address noted below. By submitting this form, applicants
consent to discussion of their personal information at open meetings of Council.
Applicant's signature: Date:
Please return this application form to the attention of:
Corporation of the County of Elgin
c/o County CAO/Clerk
450 Sunset Drive, St. Thomas ON N5R 5V1
Phone: 519-631-1460 Fax: 519-633-7661
e-mail: cao@elgin.ca
Personal information on this form is collected under the authority of the Municipal Act,
S.O. 2001, c.25 and will be used to evaluate the qualifications for citizen appointees to
the County of Elgin Boards and Committees
Page 42 of 46
SCHEDULE F—COUNCIL APPOINTMENTS TO COMMITTEES/BOARDS/AGENCIES
Committee Committee Appointed Members Date of
Type Appointment
A-1—Standing Terrace Lodge • Councillor Mennill December 13,
Committee Redevelopment • Councillor French 2018
Committee • Councillor Purcell
• Councillor Marks
A-2—Standing Provincial Offences • Warden December 13,
Committee Administration Building • Councillor Jones 2018
Committee • Councillor Mennill
• Councillor Purcell
A-3—Standing Policy Review Committee • Councillor Giguere December 13,
Committee • Councillor French 2018
• Councillor Purcell
A-4—Standing Human Resources • Warden December 13,
Committee Committee • Councillor Mennill 2018
• Councillor
Ketchabaw
A-5—Standing Council Budget • Warden November 26,
Committee Committee • Councillor 2019
Ketchabaw
• Councillor Giguere
• Councillor French
B-1—Advisory Community Safety and • Councillor French November 26,
Committee Well-Being Coordinating (as Mayor,Town 2019
Committee of Aylmer)
• Councillor Martyn
C-1—Legislated Rural Initiatives/Planning • Councillor December 13,
Committees Advisory Committee Ketchabaw 2018
• Councillor Martyn
• Councillor Giguere
D-1—Agencies Southwestern Public • Councillor Jones December 13,
and Boards with Health—Board of Health • Councillor Marks 2018
Council
Appointees
D-1—Agencies City-County Liaison • Warden December 13,
and Boards with Committee • Councillor French 2018
Council • Councillor
Appointees Ketchabaw
D-1—Agencies Health Recruitment • Councillor Jones December 13,
and Boards with Partnership 2018
Page 43 of 46
Committee Committee Appointed Members Date of
Type Appointment
Council
Appointees
D-1—Agencies Joint Elgin-Central Elgin • Councillor Martyn December 13,
and Boards with Accessibility Advisory 2018
Council Committee
Appointees
D-1—Agencies SWIFT Network Board of • Councillor Marks March 12, 2019
and Boards with Directors
Council
Appointees
D-1—Agencies St.Thomas Elgin Public • Councillor Giguere December 13,
and Boards with Art Centre 2018
Council
Appointees
D-1—Agencies Water Advisory • Councillor French December 13,
and Boards with Committee 2018
Council
Appointees
D-1—Agencies Community Leaders • Warden No appointment
and Boards with Cabinet required
Council
Appointees
D-1—Agencies Green Land Community • Councillor Jones December 13,
and Boards with Trust Committee 2018
Council
Appointees
D-1—Agencies Waste Management • Committee of the December 13,
and Boards with Committee Whole/Elgin 2018
Council County Council
Appointees
D-1—Agencies Western Ontario • Warden No appointment
and Boards with Wardens Caucus required
Council
Appointees
Page 44 of 46
m
0
Nzt
a)
0)
c0
d
X
a
Z
w
EL
U
APPENDIX I-COUNCIL APPROVED TERMS OF REFERENCE AND RELEVANT BY-LAWS
COUNCIL APPROVED TERMS OF REFERENCE:
• Terrace Lodge Fundraising Committee Terms of Reference Approved by County
Council on June 11, 2019.
COMMITTEES ESTABLISHED BY BY-LAW (included as a matter of reference)
• Land Division Committee established by By-Law 19-02 (appointment By-Law)
• Land Division Committee Procedures are established by By-Law 18-35
"Being a By-Law to Prescribe Procedures for Governing the Calling, Place
and Proceedings of the Elgin County Land Division Committee."
• Emergency Management Program Committee established by By-Law 18-37
• Museum Advisory Committee established by By-Law No. 16-03
Page 46 of 46