HomeMy WebLinkAboutLGS-010-21Clarington
Staff Report
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Coordinator at 905-623-3379 ext. 2131.
Report To: General Government Committee
Date of Meeting: February 16, 2021 Report Number: LGS-010-21
Submitted By: Rob Maciver, Director of Legislative Services
Reviewed By: Andrew C. Allison, CAO Resolution#: GG-190-21
File Number: By-law Number: 2021-027 to 2021-035
Report Subject: Board and Committees By-law Update to Allow Electronic Participation
Recommendations:
1. That Report LGS-010-21 be received;
2. That the By-laws attached to Report LGS-010-21, as Attachments 1-8, updated to
allow for electronic participation at various Boards and Committees, be approved;
3. That Terms of Reference for the various Boards and Committees, attached to
Report LGS-010-21, as Attachments 9-16, updated to allow for electronic
participation, be approved; and
4. That all interested parties listed in Report LGS-010-21 and any delegations be
advised of Council's decision.
Municipality of Clarington
Report LGS-010-21
Report Overview
Page 2
In 2017, the Municipal Act, 2001 was changed to allow electronic participation (i.e. telephone
or video participation) by Members of Council and local boards. Recent changes to the
Municipal Act, 2001 have allowed further electronic participation, including during routine
periods. This report provides information on the Boards and Committee's By-laws that
require amendments.
1. Background
1.1 At the July 2-3, 2020 Council meeting, Resolution #GG-230-20 was passed:
That Report CLD-011-20 be received;
That the Procedural By-law be amended to provide for electronic participation at
any meeting, including statutory Public Meetings under the Planning Act, for,
a. Members of Council, in accordance the provisions set out in the
Municipal Act, 2001,
b. Delegations and presentations, and
c. Members of the public
That Council authorize remote participation for local board meetings, and that
any local board resolving to take advantage of the opportunity to participate
electronically be directed to amend their procedural by-law accordingly;
That the Terms of Reference for all Council Advisory Committees be amended to
allow for electronic participation up to, and including, all members and members
of the public;
That once the LPAT has updated its procedural rules to provide for electronic
hearings, Staff (i.e. Planning Services Department and Municipal Solicitor) be
directed to undertake a review of the Committee of Adjustment By-law (83-83) to
bring it up to date, including provisions for the holding of electronic hearings, and
report back to Council with their findings and possible recommendations;
That the protocol for participating electronically shall be set out by the Municipal
Clerk and may be amended from time to time;
Municipality of Clarington
Report LGS-010-21
Page 3
That the By-law attached to Report CLD-011-20, as Attachment 1, amending the
Procedural By-law to allow for electronic participation at Council and Committee
meetings, be approved with the following amendment:
"Subsection 2.5.8 - replace the word "him" with the words "the Member"
That all interested parties listed in Report CLD-011-20, and any delegations be
advised of Council's decision.
1.2 Subsequently, By-law 2020-046 was passed to amend the Procedural By-law to allow
for electronic participation at the General Government Committee, Planning and
Development Committee, and Council meetings.
1.3 Accordingly, Staff have proceeded to prepare by-laws to amend the following Boards
and Committee By-laws (Attachments 1-8), which are the ones where their terms of
reference resides in their by-laws:
• Bowmanville BIA
• Newcastle BIA
• Newcastle Village Community Hall Board
• Orono BIA
• Property Standards Committee
• Solina Community Hall Board
• Tyrone Community Hall Board
• Newcastle Memorial Arena Board
1.4 The attached draft by-laws have been forwarded to the Board and Committees. One
concern was brought forward and, after further conversation, the concerns were
addressed.
1.5 The remaining Boards and Committees will have their Terms of Reference updated, but
do not have the Terms of Reference within a by-law (Attachments 9-16):
• Accessibility Advisory Committee
• Agricultural Advisory Committee
• Active Transportation and Safe Roads Committee
• Clarington Task Force on Affordable Housing
• Diversity Advisory Committee
• Clarington Heritage Committee
Municipality of Clarington
Report LGS-010-21
• Samuel Wilmot Nature Area Management Advisory Committee
• Tourism Advisory Committee
2. Concurrence
Not Applicable.
3. Conclusion
Page 4
It is respectfully recommended that Council approve the By-laws, and updated Terms of
Reference, attached to this report.
Staff Contact: Lindsey Patenaude, Committee Coordinator, 905-623-3379 ext. 2106 or
Patenaude@clarington.net.
Attachments:
Attachment 1 —
Bowmanville BIA By-law
Attachment 2 —
Newcastle BIA By-law
Attachment 3 —
Newcastle Village Community Hall Board By-law
Attachment 4 —
Orono BIA By-law
Attachment 5 —
Property Standards Committee
Attachment 6 —
Solina Community Hall Board
Attachment 7 —
Tyrone Community Hall Board
Attachment 8 —
Newcastle Arena Board
Attachment 9 —
Accessibility Advisory Committee
Attachment 10
— Agricultural Advisory Committee
Attachment 11
— Active Transportation and Safe Roads Committee
Attachment 12
— Clarington Task Force on Affordable Housing
Attachment 13
— Diversity Advisory Committee
Attachment 14
— Clarington Heritage Committee
Attachment 15
— Samuel Wilmot Nature Area Management Advisory Committee
Attachment 16
— Tourism Advisory Committee
Interested Parties:
List of Interested Parties Available from Department
Attachment 1 to Report LGS-010-21
If this information is required in an alternate format, please contact the Accessibility
Co-ordinator at 905-623-3379 ext. 2131
The Corporation of the Municipality of Clarington
By-law 2021-XX
Being a By-law to amend By-law 2013-023, a by-law to
designate an area in the Bowmanville Central Business
District as an Improvement Area and to establish a Board of
Management for the Historic Downtown Bowmanville
Business Improvement Area
Whereas Council deems it necessary to allow the Bowmanville Business Improvement Area to
participate electronically in meetings;
And whereas Council passed Resolution #GG-230-20, arising out of Report CLD-011-20, to
authorize remote participation for local board meetings;
And whereas the Resolution #GG-230-20 directed that the Terms of Reference for all Council
Advisory Committees be amended to allow for electronic participation up to, and including, all
members and members of the public;
Now therefore be it enacted that By-law 2013-023 be amended as follows:
That the following new section be added:
8.1 A member of the Board is permitted to participate electronically in a meeting
and may be counted in determining whether, or not, a quorum of members is
present at any point in time. Meetings can be held in person when Public Health
restrictions permit; and
For clarity, a Member of the Board may also participate electronically in a
meeting that is closed to the public, if the meeting is properly held in closed
session ( i.e. the deliberations are permitted to be conducted in closed session,
moving from open session to closed session, and then rising and reporting, and
maintaining minutes of both the closed and open portions of the meeting).
Passed in Open Council this X"d day of , 2021.
Adrian Foster, Mayor
June Gallagher, Municipal Clerk
Attachment 2 to Report LGS-010-21
If this information is required in an alternate format, please contact the Accessibility
Co-ordinator at 905-623-3379 ext. 2131
The Corporation of the Municipality of Clarington
By-law 2021-XX
Being a By-law to amend By-law 81-2, a by-law to designate
an area in the Village of Newcastle Central Business District
as an Improvement Area and to establish a Board of
Management for the Village of Newcastle Central
Bowmanville Business Improvement Area
Whereas Council deems it necessary to allow the Newcastle Business Improvement Area to
participate electronically in meetings;
And whereas Council passed Resolution #GG-230-20, arising out of Report CLD-011-20, to
authorize remote participation for local board meetings;
And whereas the Resolution #GG-230-20 directed that the Terms of Reference for all Council
Advisory Committees be amended to allow for electronic participation up to, and including, all
members and members of the public;
Now therefore be it enacted that By-law 81-2 be amended as follows:
That the following new section be added:
4.1 A member of the Board is permitted to participate electronically in a meeting
and may be counted in determining whether, or not, a quorum of members is
present at any point in time. Meetings can be held in person when Public Health
restrictions permit; and
For clarity, a Member of the Board may also participate electronically in a
meeting that is closed to the public, if the meeting is properly held in closed
session ( i.e. the deliberations are permitted to be conducted in closed session,
moving from open session to closed session, and then rising and reporting, and
maintaining minutes of both the closed and open portions of the meeting).
Passed in Open Council this X"d day of , 2021.
Adrian Foster, Mayor
June Gallagher, Municipal Clerk
Attachment 3 to Report LGS-010-21
If this information is required in an alternate format, please contact the Accessibility
Co-ordinator at 905-623-3379 ext. 2131
The Corporation of the Municipality of Clarington
By-law 2021-XX
Being a By-law to amend By-law 2014-094, a by-law to
establish a municipal service board to control and manage
activities at the Newcastle Village Community Hall
Whereas Council deems it necessary to allow the Newcastle Village Community Hall Board to
participate electronically in meetings;
And whereas Council passed Resolution #GG-230-20, arising out of Report CLD-011-20, to
authorize remote participation for local board meetings;
And whereas the Resolution #GG-230-20 directed that the Terms of Reference for all Council
Advisory Committees be amended to allow for electronic participation up to, and including, all
members and members of the public;
Now therefore be it enacted that By-law 2014-094 be amended as follows:
That the following new section be added:
15.1 A member of the Board is permitted to participate electronically in a
meeting and may be counted in determining whether, or not ,a quorum
of members is present at any point in time. Meetings can be held in
person when Public Health restrictions permit; and
For clarity, a Member of the Board may also participate electronically in a
meeting that is closed to the public, if the meeting is properly held in closed
session ( i.e. the deliberations are permitted to be conducted in closed session,
moving from open session to closed session, and then rising and reporting, and
maintaining minutes of both the closed and open portions of the meeting).
Passed in Open Council this Xnd day of
2021.
Adrian Foster, Mayor
June Gallagher, Municipal Clerk
Attachment 4 to Report LGS-010-21
If this information is required in an alternate format, please contact the Accessibility
Co-ordinator at 905-623-3379 ext. 2131
The Corporation of the Municipality of Clarington
By-law 2021-XX
Being a By-law to amend By-law 2016-029, a by-law to
respecting the Business Improvement Area of Orono
Whereas Council deems it necessary to allow the Business Improvement Area of Orono to
participate electronically in meetings;
And whereas Council passed Resolution #GG-230-20, arising out of Report CLD-011-20, to
authorize remote participation for local board meetings;
And whereas the Resolution #GG-230-20 directed that the Terms of Reference for all Council
Advisory Committees be amended to allow for electronic participation up to, and including, all
members and members of the public;
Now therefore be it enacted that By-law 2016-029 be amended as follows:
That the following new section be added:
25. A member of the Board is permitted to participate electronically in a meeting
and may be counted in determining whether, or not, a quorum of members is
present at any point in time. Meetings can be held in person when Public Health
restrictions permit; and
For clarity, a Member of the Board may also participate electronically in a
meeting that is closed to the public, if the meeting is properly held in closed
session ( i.e. the deliberations are permitted to be conducted in closed session,
moving from open session to closed session, and then rising and reporting, and
maintaining minutes of both the closed and open portions of the meeting).
Passed in Open Council this Xnd day of , 2021.
Adrian Foster, Mayor
June Gallagher, Municipal Clerk
Attachment 5 to Report LGS-010-21
If this information is required in an alternate format, please contact the Accessibility
Co-ordinator at 905-623-3379 ext. 2131
The Corporation of the Municipality of Clarington
By-law 2020-OXX
Being a By-law to amend By-law 2007-070, a by-law for
prescribing standards for the maintenance and occupancy of
all property within the Municipality of Clarington.
Whereas Council deems it necessary to allow the Property Standards Committee to participate
electronically in meetings;
And whereas Council passed Resolution #GG-230-20, arising out of Report CLD-011-20, to
authorize remote participation for local board meetings;
And whereas the Resolution #GG-230-20 directed that the Terms of Reference for all Council
Advisory Committees be amended to allow for electronic participation up to, and including, all
members and members of the public;
Now therefore be it enacted that By-law 2007-070 be amended as follows:
That the following new section be added:
5.15 A member of the Committee is permitted to participate electronically in a
meeting and may be counted in determining whether, or not, a quorum of
members is present at any point in time. Meetings can be held in person when
Public Health restrictions permit; and
For clarity, a Member of the Committee may also participate electronically in a
meeting that is closed to the public, if the meeting is properly held in closed
session ( i.e. the deliberations are permitted to be conducted in closed session,
moving from open session to closed session, and then rising and reporting,
and maintaining minutes of both the closed and open portions of the meeting).
Passed in Open Council this X"d day of , 2021.
Adrian Foster, Mayor
June Gallagher, Municipal Clerk
Attachment 6 to Report LGS-010-21
If this information is required in an alternate format, please contact the Accessibility
Co-ordinator at 905-623-3379 ext. 2131
The Corporation of the Municipality of Clarington
By-law 2021-XX
Being a By-law to amend By-law 2008-038, a by-law to
establish a Municipal Service Board to operate a Community
Hall in Solina in the former Township of Darlington, now in
the Municipality of Clarington
Whereas Council deems it necessary to allow the Solina Community Hall Board to participate
electronically in meetings;
And whereas Council passed Resolution #GG-230-20, arising out of Report CLD-011-20, to
authorize remote participation for local board meetings;
And whereas the Resolution #GG-230-20 directed that the Terms of Reference for all Council
Advisory Committees be amended to allow for electronic participation up to, and including, all
members and members of the public;
Now therefore be it enacted that By-law 2008-038 be amended as follows:
That the following new section be added:
9.1. A member of the Board is permitted to participate electronically in a meeting
and may be counted in determining whether, or not, a quorum of members is
present at any point in time. Meetings can be held in person when Public Health
restrictions permit; and
For clarity, a Member of the Board may also participate electronically in a
meeting that is closed to the public, if the meeting is properly held in closed
session ( i.e. the deliberations are permitted to be conducted in closed session,
moving from open session to closed session, and then rising and reporting, and
maintaining minutes of both the closed and open portions of the meeting).
Passed in Open Council this Xnd day of , 2021.
Adrian Foster, Mayor
June Gallagher, Municipal Clerk
Attachment 7 to Report LGS-010-21
If this information is required in an alternate format, please contact the Accessibility
Co-ordinator at 905-623-3379 ext. 2131
The Corporation of the Municipality of Clarington
By-law 2021-XX
Being a By-law to amend By-law 2008-039, a by-law to
establish a Municipal Service Board to operate a Community
Hall in Tyrone in the former Township of Darlington, now in
the Municipality of Clarington
Whereas Council deems it necessary to allow the Tyrone Community Hall Board to participate
electronically in meetings;
And whereas Council passed Resolution #GG-230-20, arising out of Report CLD-011-20, to
authorize remote participation for local board meetings;
And whereas the Resolution #GG-230-20 directed that the Terms of Reference for all Council
Advisory Committees be amended to allow for electronic participation up to, and including, all
members and members of the public;
Now therefore be it enacted that By-law 2008-039 be amended as follows:
That the following new section be added:
9.1. A member of the Board is permitted to participate electronically in a meeting
and may be counted in determining whether, or not, a quorum of members is
present at any point in time. Meetings can be held in person when Public Health
restrictions permit; and
For clarity, a Member of the Board may also participate electronically in a
meeting that is closed to the public, if the meeting is properly held in closed
session ( i.e. the deliberations are permitted to be conducted in closed session,
moving from open session to closed session, and then rising and reporting, and
maintaining minutes of both the closed and open portions of the meeting).
Passed in Open Council this Xnd day of )2021.
Adrian Foster, Mayor
June Gallagher, Municipal Clerk
Attachment 8 to Report LGS-010-21
If this information is required in an alternate format, please contact the Accessibility
Co-ordinator at 905-623-3379 ext. 2131
The Corporation of the Municipality of Clarington
By-law 2021-XX
Being a By-law to amend By-law 2008-037, a by-law to
establish a Municipal Service Board to operate the
Newcastle Memorial Arena
Whereas Council deems it necessary to allow the Newcastle Arena Board to participate
electronically in meetings;
And whereas Council passed Resolution #GG-230-20, arising out of Report CLD-011-20, to
authorize remote participation for local board meetings;
And whereas the Resolution #GG-230-20 directed that the Terms of Reference for all Council
Advisory Committees be amended to allow for electronic participation up to, and including, all
members and members of the public;
Now therefore be it enacted that By-law 2008-037 be amended as follows:
That the following new section be added:
5.2. A member of the Board is permitted to participate electronically in a
meeting and may be counted in determining whether, or not, a quorum of
members is present at any point in time. All, or some, members may participate
electronically in meetings. Meetings can be held in person when Public Health
restrictions permit; and
For clarity, a Member of the Board may also participate electronically in a
meeting that is closed to the public, if the meeting is properly held in closed
session ( i.e. the deliberations are permitted to be conducted in closed session,
moving from open session to closed session, and then rising and reporting, and
maintaining minutes of both the closed and open portions of the meeting).
Passed in Open Council this Xnd day of , 2021.
Adrian Foster, Mayor
June Gallagher, Municipal Clerk
Clarbgtoa
Attachment 9 to Report LGS-010-21
If this information is required in an alternate format, please contact the Accessibility
Coordinator at 905-623-3379 ext 2131
Accessibility Advisory Committee Terms of Reference
Committee Purpose
The Accessibility Advisory Committee (AAC) provides advice to Council on identifying,
preventing and eliminating barriers to people with disabilities in municipal programs,
services, initiatives and facilities. The Committee plays a pivotal role in helping
Clarington become a barrier -free community and ensuring obligations under the
Accessibility for Ontarians with Disabilities Act, 2005 (AODA) are met.
Committee Mandate
The Mandate of the Committee is to:
• Advise Council of the requirements and implementation of accessibility standards
and the preparation of accessibility reports and other such matters for which
Council may seek its advice;
• Provide advice to staff and Council on the development and implementation of
Clarington's Multi -Year Accessibility Plan;
• Provide feedback on Clarington's annual status update on accessibility;
• Participate in consultation requirements as described under the AODA and its
Standards;
• Review and provide feedback on municipal development and redevelopment
projects as required under the Design of Public Spaces (DOPS) Standard;
• Review and provide feedback on selected site plan applications as described in
section 41 of the Planning Act; and
• Promote awareness of accessibility and inclusion.
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 a practice ("obstacle");
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 ofparalysis, amputation, lack of physical co-ordination, blindness or
Page 1 of 6
Accessibility Advisory Committee Terms of Reference
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");
Municipality refers to the Corporation of the Municipality of Clarington and may refer to
any agency, board or commission under its authority.
Responsibilities and Obligations of Members
All Committee members shall abide by the Terms of Reference for the Committee as
approved by Council. Members must be willing to commit to the time required to
understand and evaluate the information provided, as well as be open-minded to
various opinions and perspectives.
The Chair, or a spokesperson appointed by the Committee, may speak on behalf of the
Committee to Council or the public. Other members shall not act or speak on behalf of
the Committee without prior approval of the Committee.
The Committee or its members will not use petitions, resolutions, or position papers on
behalf of the Committee, unless specifically authorized by Council resolution.
The Committee and its members will not act outside of the mandate and advisory
capacity of the Committee. Should the Committee wish to comment on an issue that is
within the mandate of another Council committee, the Chair shall consult with the
responsible Liaison(s) and the Chair of the other Committee.
The Chair may ask any Committee member to leave a meeting if, in the opinion of the
Chair, that person is being disruptive or disrespectful. The Committee also has the right
to censure members that, in the Committee's opinion, are misrepresenting the
Committee and may request Council to remove that person from the Committee.
Members who wish to resign shall notify the Chair in writing of their decision who, in turn
shall notify the Municipal Clerk in writing of the resignation. Council shall appoint new
members to the Committee to fill any vacancies as required.
Page 2 of 6
Accessibility Advisory Committee Terms of Reference
Duty of Council
Council shall seek advice from the AAC on the accessibility for persons with disabilities
to a building, structure or premises, or part of a building, structure or premises,
• That the Council purchases, constructs or significantly renovates;
• For which the Council enters into a new lease; or
• That a person provides a municipal capital facility under an agreement entered
into with the Council in accordance with section 110 of the Municipal Act, 2001.
Council may assign other roles and responsibilities to the Committee, however, Council
must ensure that the Committee is still able to meet its legal responsibilities.
Committee Composition
The Committee shall be comprised of 7-10 voting members. The majority of the
Committee membership shall be held by persons with disabilities. The Committee shall
also include 1 member of Council. The Council representatives shall have full voting
privileges.
Personal support workers are welcome to attend meetings for the purpose of providing
support to a person with a disability. Personal support workers are not permitted to
participate in discussions on their own and they do not have voting rights.
Qualifications
• Must be a resident of the Municipality of Clarington
• Must be at least 16 years of age
• Awareness and knowledge of the AODA and its Standards
• Familiarity with Clarington's goods, services and facilities
• Awareness and knowledge of disability and accessibility issues
Committee Chair
The Committee shall select a Chair and Vice -Chair from among its membership.
Members of Council and municipal staff sitting on the Committee are not eligible to
assume the position of Chair or Vice -Chair.
The Chair provides leadership to the Committee, ensures that the Committee carries
out its mandate, and acts as the Primary liaison between the Committee and Staff. The
Chair shall set the agenda for each meeting in consultation with the staff liaison.
If the Chair is temporarily absent, the Vice -Chair will assume the position and
responsibilities for the Chair in the interim. If the position of Chair becomes vacant, the
Page 3 of 6
Accessibility Advisory Committee Terms of Reference
Vice -Chair shall assume the responsibilities of the Chair until a new Chair can be
elected. If the Vice -Chair becomes vacant, the Chair may appoint a member of the
Committee as Interim Vice -Chair until a new Vice -Chair can be elected. Election, when
required, will be held at the next meeting of the Committee.
Length of Term
Membership aligns with the term of Council. Committee members may serve for 2
consecutive 4 year terms. A Committee member may be permitted to serve additional
terms at the discretion of Council.
Frequency of Meetings
The Committee will meet on the first Wednesday of the month or at the call of the Chair.
Exceptions to this may include:
• July and August
• During a municipal election, meetings may be cancelled in the last quarter of
the year
• Where quorum is not reached
• When circumstances warrant special consideration
Committee meetings shall generally be held at in the Clarington Municipal
Administrative Centre, although meetings may occasionally be held elsewhere in the
Municipality of Clarington if deemed necessary or appropriate by the Chair, the Mayor,
or relevant Liaison.
Quorum
A majority of voting members shall constitute a quorum. In the event that a quorum is
not met, the meeting may proceed but members cannot vote or make decisions.
A member of the Board is permitted to participate electronically in a meeting and may be
counted in determining whether, or not, a quorum of members is present at any point in
time. All, or some, members may participate electronically in meetings. Meetings can be
held in person when Public Health restrictions permit; and
For clarity, a Member of the Board may also participate electronically in a meeting that is
closed to the public, if the meeting is properly held in closed session ( i.e. the
deliberations are permitted to be conducted in closed session, moving from open session
to closed session, and then rising and reporting, and maintaining minutes of both the
closed and open portions of the meeting).
Page 4 of 6
Accessibility Advisory Committee Terms of Reference
Committee Resolutions
Recommendations and decisions reached by the Committee must be based on
consensus wherever possible. In the event that a consensus cannot be reached and
there are different opinions on the issue, the Chair may call for a formal vote by show of
hands. Decisions will be carried by a simple majority of the voting members present.
Each member of the committee has one vote.
Recommendations are "carried" when supported by a majority. Only recommendations
as they appear in the adopted Minutes can be considered as officially representing the
position of the Committee.
Public Participation and Delegations at Committee Meetings
All Committee meetings are open to the public.
Members of the public are not permitted to participate in Committee discussions but
may appear as a delegation
Any person(s) wishing to appear before the Committee as a delegation must submit a
request for the Municipal Clerk's Department, advising of the topic or item they wish to
speak. All requests for delegations must be received at least one week before the
meeting to ensure the delegation is included in the agenda.
Any person wishing to address the Committee as a delegation, who has not previously
arranged to do so, may be granted permission to do so only by Committee resolution.
All delegations will be limited to 10 minutes.
The Chair may eject any member of the public from a meeting if, in the opinion of the
Chair, the person is being disruptive or disrespectful.
Staff Resources, Minutes and Agendas
The Accessibility Coordinator shall provide clerical, administrative and technical
assistance to the Committee, as deemed appropriate by the Municipal Clerk, to ensure
the proper functioning of the Committee. Specifically, the Accessibility Coordinator will
provide the following resources to the Committee:
• Preparing and forwarding meeting materials to members;
• Preparation of meeting minutes and Committee correspondence (including
assistance in drafting);
• Professional advice on matters within the mandate of the Committee; and
• Assist the Committee in participating in events and activities related to its
mandate.
Generally, Committee members are selected to be able to carry out the mandate of the
Committee. Staff resources are provided only to assist the Committee in undertaking
Page 5 of 6
Accessibility Advisory Committee Terms of Reference
their mandate. Additional requests of staff resources, such as original research, or
organization of events shall be at the discretion of the Municipal Clerk and within staff,
time, and budget constraints.
The minutes of each Committee meeting will be amended as necessary and approved
at the following meeting. The unapproved minutes will be included in the next regularly
scheduled Council meeting.
Committee agendas will be prepared by the Accessibility Coordinator, with input from
the Committee Chair.
Absences
If a Committee member is absent for three consecutive meetings, they have forfeited
their membership unless their absence is justifiable.
Conflict of Interest
All members of the Committee must abide by the Municipal Conflict of Interest Act.
Last updated: February, 2021
Page 6 of 6
Attachment 10 to Report LGS-010-21
ciffbooll
If this information is required in an alternate format, please contact the Accessibility
Coordinator at 905-623-3379 ext 2131
Agricultural Advisory Committee of Clarington
Terms of Reference
Approved by Council April 17th, 2001
Amended March 25th, 2013
Amended February XX, 2021
1.0 Goal
1.1 To assist the Municipality of Clarington in its efforts to identify, review, discuss and
make recommendations to Council on agricultural and agricultural related issues.
2.0 Mandate
2.1 The Agricultural Advisory Committee of Clarington (AACC) is a volunteer advisory
committee established by the Municipality of Clarington Council in accordance with
these Terms of Reference. Committee members are bound by these Terms of
Reference and are ultimately responsible to the Municipality of Clarington Council.
3.0 Scope of Committee Activities
The scope of the AACC shall include activities such as:
a) To assist the Municipality in the implementation of its agricultural goals, objectives
and policies;
b) Provide advice, comments and recommendations on issues and concerns of
farmers and agricultural organizations;
c) Identify key issues of concern for farmers which can be addressed by municipal
government;
d) Provide advice, comments and recommendations on alternative solutions,
approaches, plans or studies dealing with agriculture and related rural issues which
are within the responsibilities and financial capabilities of the Municipality of
Clarington;
e) Monitor and report on changes within the agricultural industry including agricultural
land inventory;
Page 1 of 4
Agricultural Advisory Committee — Terms of Reference
f) Identify and implement programs which encourage public awareness, land
stewardship and education of agricultural and rural issues;
g) Inform individuals, groups and businesses of the Municipality's agricultural goals,
objectives and policies;
h) Provide advice, comments and recommendations as requested by the Municipality
of Clarington Council on miscellaneous matters as they arise;
i) Consult with other community groups and committees on issues of mutual interest.
4.0 Committee Composition
4.1 The Agricultural Advisory Committee of Clarington shall consist of ten (10)
voluntary members who are appointed by Council for a term of four (4) years, to
coincide with the term of Council. A majority of the membership seven (7) shall
constitute a quorum.
4.2 Members of the Committee are appointed as voluntary representatives of a
particular interest group, agency or organization or as members at large, as
follows:
a) Municipal Council Liaison
b) Durham Federation of Agriculture Representative (1)
c) Ten agricultural representatives
4.3 The members shall possess expertise, experience and willingness to devote the
necessary time to the Committee. Members will be selected to provide an
appropriate representation of various farming interests (dairy, beef, apple,
greenhouse, cash crops, hog, poultry, etc.)
4.4 Openings for membership shall be publicly advertised. All residents and any
nominated representative of an organization involved in agricultural and rural
issues are invited to apply. Applicants will submit the required application form to
the Municipality of Clarington Clerks Department. Applicants shall possess
knowledge of agricultural issues within Clarington. Applicants may also possess;
relevant farm experience, technical training in an agriculture -based field, and/or
current involved in agricultural community activities. Members will be formally
appointed by Municipal Council.
4.5 A Chair and Vice -chair shall be appointed by the Committee and must be a
member of the Committee.
4.6 A recording secretary shall be appointed at the first meeting. Duties of the
recording secretary shall include the taking of meeting minutes and providing these
minutes to the Clerk for Council's information.
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Agricultural Advisory Committee — Terms of Reference
5.0 Meetings and Reporting
5.1 The Agricultural Advisory Committee of Clarington shall determine the location and
frequency of meetings. Committee members, if absent for three consecutive
meetings without reason being given at least 24 hours in advance of the meeting,
will be considered to have lost interest in the Committee and will be informed of his
or her being removed from the Committee. If any member is dropped from the
Committee or resigns from the Committee, the Clerk of the Municipality of
Clarington shall be informed and a new member shall be appointed by Council.
5.2 The Committee, by resolution or through its Chair, may invite any individual,
interest group, agency or staff to appear at a meeting as a delegation or to submit
or present information that will assist the Committee in carrying out its mandate.
5.3 A member of the Board is permitted to participate electronically in a meeting and
may be counted in determining whether, or not, a quorum of members is present at
any point in time. All, or some, members may participate electronically in meetings.
Meetings can be held in person when Public Health restrictions permit; and
5.4 For clarity, a Member of the Board may also participate electronically in a meeting
that is closed to the public, if the meeting is properly held in closed session ( i.e. the
deliberations are permitted to be conducted in closed session, moving from open
session to closed session, and then rising and reporting, and maintaining minutes
of both the closed and open portions of the meeting).
6.0 Communicating with the Municipality
6.1 Minutes of the Committee shall be submitted by the recording secretary to the
Municipal Clerk for inclusion in the Council agenda for information.
6.2 Recommendations from the Committee shall be submitted to the Municipal Clerk
for inclusion in Council agenda for direction.
6.3 The Council representative shall be the liaison person between the Committee and
Municipal staff.
6.4 Terms of Membership (adopted March 14, 2013; endorsed by Council March 25,
2013)
"Whereas the Agricultural Advisory Committee of Clarington was formed in 2001
and has provided valuable advice to Council and staff on numerous issues; and
Whereas the terms of reference for the committee identify that the membership be
drawn from the different agricultural sectors (dairy, beef, apple, greenhouse, cash
crops, hog, poultry, etc.); and that members should a/so possess relevant farm
experience, technical training in an agriculture -based field, and/or be currently
involved in agricultural community activities; and
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Agricultural Advisory Committee — Terms of Reference
Whereas the Agricultural Advisory Committee of Clarington has benefitted greatly
from members that have been on the committee for a number of years such that
the knowledge is transferred from one committee to the next; however, ii is a/so
recognized that there is the need of continual renewal within the membership and
the fostering of younger members; and
Whereas the Council Protocol for Advisory Committees sets out the term of
Advisory Committees to be the same as that of Council; and
Whereas the timing of the election in October combined with Council taking office
in December effectively meant Committee appointments were delayed until March;
Now therefore be ii resolved that:
The Agricultural Advisory Committee recommend Council stagger the terms of
members, by appointing half of the membership every two years, for four year
terms and that the work of the committee continue until the new members are
appointed."
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Clarbgtoa
Attachment 11 to Report LGS-010-21
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Active Transportation and Safe Roads Advisory
Committee Terms of Reference
A. Background
Through various surveys and consultations with the public, Clarington residents
have indicated a need to increase the number of recreational trails and cycling
facilities in the municipality. The Strategic Plan for 2015 - 2018 includes as its
fourth strategic priority the statement "Enable safe, efficient traffic flow and active
transportation". An advisory committee comprised of Clarington residents, staff and
a Council liaison will provide advice on Active Transportation and Safe Roads
issues.
B. Mandate of Committee
The Clarington Active Transportation and Safe Roads Advisory Committee ("the
committee") will advise Council on matters related to active transportation, trails,
cycling networks, pedestrian connectivity and transportation safety. The committee
will also provide input into the implementation of The Clarington Transportation
Master Plan and encourage, promote and participate in the planning of active
transportation policies, programs and facilities.
C. Scope of Activities of Committee
Serve as a liaison between the community and the Municipality on matters
pertaining to active transportation and safe roads;
2. Provide input into the implementation of active transportation components of
the Transportation Master Plan and to take action to influence the progress,
as necessary;
3. Advise staff in the development of transportation plans, policies, and
programs to promote and encourage safety for all road and trail users;
4. Advise on the development, delivery and maintenance of active
transportation policies, programs and facilities;
5. Educate residents and businesses regarding the environmental, social,
economic and health benefits of active transportation;
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Active Transportation and Safe Roads Advisory Committee Terms — Terms of Reference
6. Encourage citizens to use forms of active transportation through public
outreach, education programs and events (e.g. monthly walks, etc.);
7. Educate the public on the benefits, necessities and safety aspects of active
transportation and Safe Roads;
8. Support active transportation as an economic driver;
9. Collaborate with adjacent municipalities and the Region of Durham to
support and coordinate active transportation initiatives;
10. Promote and enhance continuous and integrated cycling and leisure trails
(i.e. trails, sidewalks, bicycle lanes) within Clarington and with its
neighbouring municipalities;
11. Encourage legislation and policy changes that support and strengthen active
transportation;
12. Provide an increased understanding of active transportation and Safe Roads
issues and concerns within Clarington;
13. Advise on new or improved transportation initiatives for all road users
including pedestrians and cyclists; and
14. Assist in monitoring the effectiveness of all transportation and safety
initiatives.
D. Membership and Representation
The committee shall be comprised of a minimum of eight voting members to a
maximum of ten voting members who must be Clarington residents, and one voting
member of Council, with quorum being five members.
Appointments will run concurrent with the term of Council or until their successors
are appointed. Clarington's appointee on the Durham Active Transportation
Committee be appointed to the Clarington Active Transportation and Safe Roads
Advisory Committee as a voting member in addition to the resident appointees and
the Member of Council.
Appointments may be revoked at any time at the discretion of Council. The citizen
appointments should represent a broad diversity of the community including,
cyclists, hikers, runners, seniors, etc.
Given the complexity of the potential concerns and solutions, stakeholder groups
could attend meetings as needed to provide expertise related to a specific topic, or
provide additional information regarding a topic of discussion.
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Active Transportation and Safe Roads Advisory Committee Terms — Terms of Reference
E. Staff Resources
The Public Works Department shall provide clerical, administrative and technical
assistance to the Committee, as deemed appropriate by the Department Head, to
ensure the proper functioning of the Committee. Specifically, Staff will provide the
following resources to the Committee:
• preparing and forwarding meeting materials to members;
• preparation of summary meeting minutes and Committee correspondence
(including assistance in drafting);
• professional advice on matters within the mandate of the Committee; and
• assist the Committee in participating in events and activities related to its
mandate.
Generally, Committee members are selected to be able to carry out the mandate of
the Committee. Staff resources are provided only to assist the Committee in
undertaking its mandate. Additional requests of resource staff, such as original
research or organization of events shall be at the discretion of the Director of Public
Works and within staff, time and budget constraints.
Public Works will be the lead department as most of the issues will relate to the
responsibilities of Public Works. Representatives from the Public Works
Department, and Planning and Development Services shall serve as staff liaisons
to the Active Transportation and Safe Roads Advisory Committee. Staff from other
departments and/or members of agencies that are not on the committee may
attend meetings to provide expertise, as required.
The committee may form sub -committees as necessary to investigate or report on
specific issues and then report back to the Active Transportation and Safe Roads
Advisory Committee. The members of the sub -committees would schedule their
meeting(s) as needed, at a time and location that is convenient for all members.
F. Committee Chair and Vice Chair
The Chair shall be elected by a majority of committee members for a two-year term
at the first meeting of every second calendar year. The Chair's role is to provide
guidance and leadership to the committee in the completion of its mandate and
conduct of meetings. The Chair shall set the agenda for each meeting in
consultation with the staff liaison.
The Vice -Chair shall be elected by a majority of committee members for a two-year
term at the first meeting of every second calendar year. The Vice -Chair acts in the
Chair's absence and assumes the role and responsibilities of the Chair. If the
position of Chair becomes vacant, the Vice -Chair shall assume the responsibilities
of the Chair until a new Chair can be elected. If the position of Vacie-chair becomes
vacant, the Chair may appoint a member of the committee as Interim Vice -chair
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Active Transportation and Safe Roads Advisory Committee Terms — Terms of Reference
until a new Vice -chair can be elected. Elections, when required, shall be held at the
next meeting of the Committee.
If the Chair and Vice Chair is not present, members will select an acting Chair to
serve in the same capacity for the duration of the meeting.
Members of Council and municipal staff sitting on the committee shall not be
eligible to serve as Chair or Vice Chair.
G. Councillors
A member of Council shall be appointed to the Active Transportation and Safe
Roads Advisory Committee to fulfill the responsibility of acting as the liaison
between Council and the Committee; respond to Committee members' questions;
interpret Council's direction to the Committee; and to provide updates on Council
activities to the Committee.
H. Responsibilities and Obligations of Members
All Committee members shall abide by the Terms of Reference for the committee
as approved by Council. The Active Transportation and Safe Roads Advisory
Committee members shall contribute time, knowledge skill and expertise to the
fulfillment of the Committee's mandate; research issues relevant to their
Committee's mandate as required; work with staff to implement Council's decisions
relevant to the Committee's mandate and commit to attending regular meetings
during the year.
The Chair or a spokesperson appointed by the Committee may speak on behalf of
the Committee to Council or the public. Other members shall not act or speak on
behalf of the Committee without prior approval of the Committee.
The Committee or its members shall not issue petitions, resolutions or position
papers on behalf of the Committee, unless specifically authorized by Council
resolution.
The Committee and its members shall also not act outside of the mandate and
advisory capacity of the Committee. Should the Committee wish to comment on an
issue that is within the mandate of another Council committee, the Chair shall
consult with the responsible liaisons and the Chair of the other committee.
The Chair may eject any Committee member from a meeting if, in the opinion of the
Chair, that person is being disruptive or disrespectful. The Committee shall also
have the right to censure members that, in the Committee's opinion, are
misrepresenting the Committee and may request Council to remove that person
from the Committee.
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Active Transportation and Safe Roads Advisory Committee Terms — Terms of Reference
Members unable to attend a Committee meeting shall notify the staff liaison at least
24 hours in advance. Members unable to attend a meeting cannot send an
alternate. The Chair shall advise the Municipal Clerk in writing of any member who
is absent from the meeting for three successive meetings without being authorized
to do so by a resolution of the Committee, and may request that the member be
removed from the Committee.
Members who wish to resign shall notify the Chair in writing of their decision who,
in turn shall notify the Municipal Clerk in writing of the resignation. Council shall
appoint new members to the Committee to fill any vacancies as required.
I. Decision Making and Voting
Where possible, decisions will be made by way of consensus. When a vote is
necessary, a motion must be moved and seconded prior to voting. A resolution is
deemed to be carried if the majority of members present vote in the affirmative.
Recorded votes shall not be permitted. The committee shall not reconsider a
previous motion, unless directed by Council.
J. Quorum
Quorum shall be a simple majority of the total number of committee members (i.e.
50% plus one). In the event that a quorum is not achieved, the meeting may
proceed but members shall not vote or make decisions.
Recommendations and decisions reached by the committee shall be based on
consensus, wherever possible. In the event that a consensus cannot be reached
and there are divergent opinions on an issue, the Chair may call for a formal vote
by a show of hands. Decisions shall be carried by a simple majority of the voting
members present. Each member of the Committee has a vote.
A member of the Board is permitted to participate electronically in a meeting and
may be counted in determining whether, or not, a quorum of members is present at
any point in time. All, or some, members may participate electronically in meetings.
Meetings can be held in person when Public Health restrictions permit; and
For clarity, a Member of the Board may also participate electronically in a meeting
that is closed to the public, if the meeting is properly held in closed session ( i.e. the
deliberations are permitted to be conducted in closed session, moving from open
session to closed session, and then rising and reporting, and maintaining minutes
of both the closed and open portions of the meeting).
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Active Transportation and Safe Roads Advisory Committee Terms — Terms of Reference
K. Conflict of Interest
Members of the Committee must abide by the Municipal Conflict of Interest Act.
L. Public Participation
All Committee meetings are open to the public. Members of the public are not
permitted to participate in Committee discussions but may appear as a delegation
before the Committee. Delegations shall be for a maximum of 10 minutes. Those
wishing to appear as a delegation at a Committee meeting must so advise the staff
liaison a minimum of five working days before the meeting.
The Chair may eject any member of the public from a meeting if, in the opinion of
the Chair, that person is being disruptive or disrespectful.
M. Reporting and Communications
The Committee is to serve as an advisory body to Council. The committee does not
have any delegated authority. Recommendations requiring implementation,
expenditures, reports or staff actions must be first considered by staff and/or
Council.
Reports regarding matters related to the mandate of the committee will be made to
the General Government Committee.
The draft minutes of all Committee meetings shall be reviewed by the staff liaison
and forwarded by memorandum to the Municipal Clerk for inclusion on the next
Council Agenda and, at the discretion of the Department Head may be posted on
the Municipal website.
The minutes of Committee meetings shall generally not attribute comments to a
specific member of the Committee.
N. Meetings
The Active Transportation and Safe Roads Advisory Committee shall establish the
regular meeting time and location at the first meeting of each term. It is expected
that the Active Transportation and Safe Roads Advisory Committee will meet
quarterly. Sub- committees may be formed with meetings scheduled as necessary.
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Active Transportation and Safe Roads Advisory Committee Terms — Terms of Reference
O. Budget
The Engineering Services Department shall be responsible for the Active
Transportation and Safe Roads Advisory Committee budget and will present a draft
budget for review by the committee on an annual basis, prior to submission to
Council for approval.
The citizen members of the Active Transportation and Safe Roads Advisory
Committee are strictly voluntary and remuneration would not be provided.
P. Term of Committee
The term of the Committee shall coincide with the term of Council or as otherwise
indicated in the specific Terms of Reference for the Committee. In general, a
Committee shall not meet between the time of the municipal Council elections and
the appointment of a new Committee by Council, unless considered necessary by
the relevant liaison.
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ciffbooll
Attachment 12 to Report LGS-010-21
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Coordinator at 905-623-3379 ext 2131
Terms of Reference
Clarington Task Force on Affordable Housing
Background
Following an Official Visit and Roundtable Discussion with the Lieutenant Governor
Elizabeth Dowdeswell on January 29, 2018, a Task Force on Affordable Housing was
formed.
Mandate
The Clarington Task Force on Affordable Housing shall provide advice, comments and
recommendations to Council on issues related to affordable rental housing for both low
and moderately -low income households and seniors housing needs to support and
address seniors both financially and physically.
Scope of Activities
• Assist with the support, creation and maintenance of affordable housing with
particular emphasis on affordable housing for seniors;
• Provide advice, comments and recommendations on issues related to affordable
housing;
• Build relationships between Municipal staff, Regional staff, developers and the
community;
• Foster a greater understanding of the need and commitment to address the issue
of providing suitable and affordable housing for our residents;
• Provide an opportunity to meet with various partners to raise awareness and
address barriers;
• Consult with other groups and/or Task Forces on issues of mutual interest.
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Clarington Task Force on Affordable Housing — Terms of Reference
Membership and Representation
The Task Force shall be comprised of a maximum of 14 voting members including at least
2, but not more than 3, members of Council.
A maximum of 11 citizen members may be appointed. Citizen appointments should
represent a broad range of interests in the community.
Responsibilities and Obligations of Members
All Task Force members shall abide by these Terms of Reference. Members must also be
willing to commit the time required to understand and evaluate the information provided,
as well as be open-minded to various options and perspectives.
The Task Force and its members shall not act outside of the mandate and advisory
capacity of the Task Force. Should a Task Force member wish to comment on an issue
that is within the mandate of another Council Task Force, the Chair shall consult with the
responsible liaison and the Chair of the other Task Force.
Chair and Vice -Chair
The Task Force shall select a Chair and Vice -Chair from among its members.
The Chair shall provide leadership to the Task Force, ensure that the Task Force carries
out its mandate and act as liaison between the Task Force and staff. The Chair shall set
the agenda for each meeting.
In the Chair's absence, the Vice -Chair shall assume the position and responsibilities of the
Chair during this time.
The Chair may speak on behalf of the Task Force to Council or the public. Other members
shall not act or speak on behalf of the Task Force without prior approval of the Task
Force.
Conflict of Interest
Members of the Task Force must abide by the Municipal Conflict of Interest Act.
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Clarington Task Force on Affordable Housing — Terms of Reference
Public Participation
All Task Force meetings are open to the public. Members of the public are not permitted
to participate in Task Force discussions but may appear as a delegation before the Task
Force. Delegations shall be for a maximum of 10 minutes. Those wishing to appear as a
delegation at a Task Force Meeting must advise the staff liaison.
The Chair may eject any member of the public from a meeting if, in the opinion of the
Chair, that person is being disruptive and disrespectful.
Meetings
Task Force meetings will generally be held in the Municipal Administrative Centre,
although meetings may occasionally be held elsewhere if deemed necessary or
appropriate by the Chair.
The Task Force will generally meet monthly. Additional meetings may be required based
on the work of the Task Force.
This is an ongoing advisory Task Force, therefore, no set timelines have been
established.
Quorum shall consist of a majority of sitting members.
A member of the Board is permitted to participate electronically in a meeting and may be
counted in determining whether, or not, a quorum of members is present at any point in
time. All, or some, members may participate electronically in meetings. Meetings can be
held in person when Public Health restrictions permit; and
For clarity, a Member of the Board may also participate electronically in a meeting that is
closed to the public, if the meeting is properly held in closed session ( i.e. the deliberations
are permitted to be conducted in closed session, moving from open session to closed
session, and then rising and reporting, and maintaining minutes of both the closed and
open portions of the meeting).
Staff Support
Heather Keyzers, Community Coordinator, Mayor's Office will liaise and attend Task
Force meetings to take minutes and assist further as needed. Minutes of the Task Force
meetings shall be provided to Council.
The CAO or designate shall be the liaison between the Task Force and the Region of
Durham's Affordable and Seniors' Housing Inter -Disciplinary Tactical Team.
Other members of Municipal staff will provide support as necessary
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Clarington
Attachment 13 to Report LGS-010-21
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Coordinator at 905-623-3379 ext 2131
Terms of Reference
Clarington Diversity Advisory Committee
Background
To promote community engagement, create an inclusive community and celebrate the
unique characteristics of our residents, an Advisory Committee comprised of Clarington
residents, staff and a Council liaison will provide advice, host events and foster awareness
of diversity in our community.
Mandate
The Clarington Diversity Advisory Committee ("the committee") shall provide advice,
comments and recommendations on issues affecting diversity in our community in an
effort to foster awareness, reduce barriers, promote inclusion and engage our residents.
The committee will also facilitate opportunities to educate and celebrate the different
aspects of diverse cultures and traditions through outreach activities.
Scope of Activities
• Serve as a liaison between the community and the Municipality on matters
pertaining to diversity and inclusion;
• Provide advice, comments and recommendations on issues concerning diversity in
our community;
• Serve as a resource to staff as they identify and work to remedy potential and
existing barriers within programs, services and policies;
• Foster a greater understanding of cultural and diversity issues in the community;
• Consult with other community groups and committees on issues of mutual interest;
• Provide the opportunity to meet with various community partners to raise
awareness and address barriers surrounding diversity;
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Clarington Diversity Advisory Committee — Terms of Reference
Build relationships with diverse community groups to understand their needs and
perspectives;
Facilitate opportunities to educate and celebrate the different aspects of diverse
cultures and traditions; and
Involve all community groups in the activities of the committee, especially those
representing diverse communities.
The Committee will provide an update to Council on their activities through an annual
report.
Committee Composition
The committee shall be comprised of eight voting members, all Clarington residents,
including two youth (ages 16 to 24 years) and one Member of Council to provide
continuity between the committee and Council. Appointments shall run in 4 year terms,
with the exception of 4 members of the inaugural committee who will serve a 2 year term.
This staggering will ensure continuity on the committee. Appointments may be revoked at
any time at the discretion of Council. The citizen appointments should represent a broad
range of the community including representatives of diverse groups (national origin,
ethnicity, language, race, colour, sexual orientation, gender identity, age, etc).
The committee members shall contribute time, knowledge, skill and expertise to the
fulfillment of the Diversity Advisory Committee's responsibilities; research issues relevant
to the Committee's responsibilities as required; work with staff to implement Council's
decisions relevant to the committee's responsibilities, and commit to attend regular
meetings throughout the year.
Other stakeholder groups including community partners and representatives of diverse
groups could attend meetings as needed to provide expertise related to a specific topic, or
provide additional information regarding a topic of discussion.
The committee will also request participation, as required, from groups such as:
• Diversity and Immigration — Region of Durham;
• Durham Regional Police Services;
• Clarington Public Library;
• PFLAG Durham;
• Visual Arts Centre of Clarington;
• Active 55+ (Clarington);
• Other organizations as needed; and
• Other municipal departments as required.
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Clarington Diversity Advisory Committee — Terms of Reference
Subcommittees
Subcommittees may be formed to complete tasks and address specific issues, but must
report through this committee. These subcommittees may draw upon members from the
committee as well as outside resource members (such as community partners, school
boards, etc.) as deemed necessary. The Chairperson of a subcommittee and/or working
group shall be a voting member of the committee.
Staff Support
Community Services staff will liaise and attend Committee meetings; assisting in any way
they are able.
Chairperson
A Chairperson and Vice Chairperson will be elected from committee members on an
annual basis at the first meeting of the new year to preside over meetings and committee
business. The Council representative shall Chair the first meeting of the committee. The
Chairperson, or their designate, will be responsible for setting meeting agendas and
recording meeting minutes, which will be forwarded for inclusion in Council Agendas.
Frequency of Meetings
The committee will meet monthly and the meeting schedule shall be established by the
committee at its inaugural meeting. Additional meetings may be required based on the
event planning and other work of the committee.
All meetings of the Committee shall be open to the public. As a formal advisory committee
to Council, the committee will be subject to the Municipality of Clarington Procedural By -
Law.
Quorum
A quorum shall consist of not less than 4 of the voting members.
Committee meetings may be held without a quorum present; however, a quorum will be
required for voting purposes.
A member of the Board is permitted to participate electronically in a meeting and may be
counted in determining whether, or not, a quorum of members is present at any point in
time. All, or some, members may participate electronically in meetings. Meetings can be
held in person when Public Health restrictions permit; and
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Clarington Diversity Advisory Committee — Terms of Reference
For clarity, a Member of the Board may also participate electronically in a meeting that is
closed to the public, if the meeting is properly held in closed session ( i.e. the deliberations
are permitted to be conducted in closed session, moving from open session to closed
session, and then rising and reporting, and maintaining minutes of both the closed and
open portions of the meeting).
Decision Making and Voting
Where possible, decisions will be made by consensus. When a vote is necessary, a
motion must be moved and seconded prior to voting. A resolution is deemed to be carried
if the majority of the members present vote in the affirmative. Recorded votes shall not be
permitted. The committee shall not reconsider a previous motion, unless directed by
Council.
Budget
The Community Services Department shall oversee the Diversity Advisory Committee
budget. The committee will prepare and present a draft budget on an annual basis to staff
for inclusion in the budget process.
The participation of the citizen members of the Diversity Advisory Committee and
community partners is strictly voluntary and remuneration will not be provided.
Reporting and Communications
The committee is to serve as an advisory body to Council. The committee does not have
any delegated authority. Recommendations requiring implementation, expenditures,
reports or staff actions must first be considered by staff.
Reports regarding matters related to the mandate of the committee will be made to the
General Government Committee through the Community Services Department. The
committee, in cooperation with Community Services Department staff, will prepare an
annual report to Council with an update of the activities of the committee.
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Clarington Diversity Advisory Committee — Terms of Reference
Conflict of Interest
Committee members are expected to perform their task with a high sense of personal and
professional integrity. Accordingly, it is incumbent upon them to reveal any potential or
perceived conflict of interest in their role as a committee member and to excuse
themselves or abstain from participation if necessary. Municipal conflict of interest
requirements as defined by legislation will apply to the committee members.
Council Role
Council will review submissions and appoint committee members. Council can, with or
without the advice of the committee, make changes to membership composition to ensure
the committee's effectiveness.
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Clarbgtoa
Attachment 14 to Report LGS-010-21
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Coordinator at 905-623-3379 ext 2131
Clarington Heritage Committee - Terms of Reference
Approved by Council April 18, 2006, as amended January 4, 2019
Amended February XX, 2021.
Goal
1.1 To assist the Municipality of Clarington in its efforts to identify, review, discuss and
make recommendations to Council on properties and issues of cultural heritage
value or interest.
2 Mandate
2.1 The Clarington Heritage Committee is a volunteer advisory committee established
by the Municipality of Clarington Council in accordance with the provisions of the
Ontario Heritage Act. Committee members are ultimately responsible to the
Municipality of Clarington Council and are bound by the by-law appointing the
Committee and these Terms of Reference.
3 Responsibilities of the Committee
3.1 To prepare, evaluate, update and maintain a list of properties of cultural heritage
value or interest, and a list of cultural heritage landscapes.
3.2 To advise and assist Council on all matters relating to Part IV and Part V of the
Ontario Heritage Act, on all matters relating to properties of cultural heritage value
or interest, and on all matters relating to cultural heritage landscapes.
3.3 To represent cultural heritage issues on various municipal committees as
requested.
3.4 To conduct a fair and equitable analysis of all matters relating to cultural heritage
conservation prior to making a recommendation to Council.
3.5 To implement programs and activities, as decided by the Committee, which would
increase public awareness and education of cultural heritage conservation issues,
and promote community involvement.
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Clarington Heritage Committee — Terms of Reference
3.6 To utilize funds budgeted by Council and generated through fund raising activities
to conserve the Municipality's cultural heritage, increase public awareness and
education, conduct research, and provide for the general education and
administration of the Committee.
3.7 To prepare a periodic report to Council to advise Council of the Committee
activities.
4 Committee Composition and Obligations
4.1 The Clarington Heritage Committee shall consist of a minimum of five (5) voluntary
members who are appointed by Council for the term of Council. The Council may,
by resolution, replace members as members resign or as members are deemed to
be inactive. Council may appoint from time to time such new members as
considered desirable or as recommended by the Committee. The maximum
number of members is set at twelve (12).
4.2 The Committee is to consist of members that possess the expertise, experience
and willingness to devote the necessary time to the Committee. The Municipality
will seek to obtain the following as members:
• A municipal Council liaison
• A representative from the Newcastle Village and District Historical
Society
• A representative from the Clarington Museum and Archives; if staff, an
ex- officio member
• A representative from Architectural Conservancy Ontario — Clarington
Branch (added Jan 14, 2019)
• An architectural historian
• A building and design specialist
• Area residents from each of the municipal wards that are experienced in
heritage conservation matters
4.3 Openings for membership shall be publicly advertised. All residents and any
nominated representative of an organization involved in cultural heritage issues are
invited to apply. Applicants will submit the required application form to the
Municipality of Clarington Clerks Department. Applicants shall possess knowledge
of cultural heritage issues within Clarington. Applicants may also possess relevant
heritage conservation experience, technical training in a heritage planning field,
and/or current involvement in cultural heritage community activities.
4.4 The Committee shall, at the first meeting following their appointment, elect officers
from the appointed members. A Chair, a Vice -chair, and a Treasurer shall be
appointed by the Committee.
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Clarington Heritage Committee — Terms of Reference
4.5 A recording secretary shall be provided by the Municipality. Duties of the recording
secretary shall include the taking of meeting minutes and providing these minutes
to the Clerk for Council's information.
4.6 The Chair shall provide leadership to the Committee, ensure that the Committee
carries out its mandate, and act as the primary liaison between the Committee and
staff. The Chair shall set the agenda for each meeting in consultation with the staff
liaison.
4.7 The Vice -Chair shall assume the position and responsibilities of the Chair if the
Chair is temporarily absent. If the position of the Chair becomes vacant the Vice -
Chair shall assume the responsibilities until a chair is elected. If the position of
Vice -Chair becomes vacant, the Chair may appoint a member of the Committee
until a new Vice -Chair is elected.
4.8 A majority of the membership shall constitute a quorum. In the event that a quorum
is not achieved the meeting may proceed but members shall not vote or make
decisions.
4.9 The Chair or a spokesperson appointed by the Committee may speak on behalf of
the Committee to Council, the media, or the public. Other members shall not act or
speak on behalf of the Committee without the prior approval of the Committee.
4.10 The Committee or its members shall not issue petitions, resolutions or position
papers on behalf of the Committee unless specifically authorized by Council
resolution.
4.11 The Committee members shall not act outside of the mandate and advisory
capacity of the Committee. Should the Committee wish to comment on an issue
that is within the mandate of another committee of council the Chair shall consult
with the staff liaison and the chair of the other committee.
4.12 The Committee shall have the right to censure members that, in the Committee's
opinion, are misrepresenting the Committee and may request Council to remove
that person from the Committee.
4.13 Members who wish to resign shall notify the Chair in writing of their decision. The
Chair shall notify the Municipal Clerk in writing of the resignation.
5 Meetings, Reporting and Municipal Support
5.1 The Clarington Heritage Committee shall determine the location and frequency of
meetings. Committee members, if absent for three consecutive meetings without
providing regrets, will be considered to have lost interest in the Committee. The
Clerk of the Municipality of Clarington shall be informed and the Committee
member will be notified by the Clerk that they have been removed from the
membership. A new member may be appointed by Council.
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Clarington Heritage Committee — Terms of Reference
5.2 The Committee, by resolution or through its Chair, may invite any individual,
interest group, agency or staff to appear at a meeting as a delegation or to submit
or present information that will assist the Committee in carrying out its mandate.
5.3 A member of the Board is permitted to participate electronically in a meeting and
may be counted in determining whether, or not, a quorum of members is present at
any point in time. All, or some, members may participate electronically in meetings.
Meetings can be held in person when Public Health restrictions permit; and
5.4 For clarity, a Member of the Board may also participate electronically in a meeting
that is closed to the public, if the meeting is properly held in closed session ( i.e. the
deliberations are permitted to be conducted in closed session, moving from open
session to closed session, and then rising and reporting, and maintaining minutes
of both the closed and open portions of the meeting).
5.5 All Committee meetings are open to the public. Members of the public are not
permitted to participate in Committee discussions but may appear as a delegation
before the Committee. Delegations shall be for a maximum of 10 minutes. Those
wishing to appear as a delegation must so advise the staff liaison a minimum of five
working days before the meeting.
5.6 The Chair may eject any member of the public from a meeting if, in the opinion of
the Chair, that person is being disruptive or disrespectful.
5.7 Minutes of the Committee shall be submitted by the recording secretary to the
Municipal Clerk for inclusion in the Council agenda for information. The minutes of
the Committee meetings shall generally not attribute comments to the specific
member of the Committee.
5.8 Recommendations and decisions reached by the Committee shall be based on
consensus, whenever possible. In the event that a consensus cannot be reached
the Chair may call for a formal vote by a show of hands. Decisions shall be carried
by a simple majority of the voting members present. Each member of the
Committee has a vote.
5.9 Recommendations from the Committee shall be submitted to the Municipal Clerk
for inclusion in Council agenda for direction.
5.10 The Planning Services Department shall provide clerical, administrative and
technical assistance to the Committee as deemed appropriate by the Department's
Director.
5.11 The Council through the Municipal Treasurer shall establish separate records on
behalf of the Committee.
5.12 The Council representative shall be the liaison person between the Committee and
Municipal staff.
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Clarington Heritage Committee — Terms of Reference
5.13 To meet monthly for a minimum of eight times per year.
Page 5 of 5
Clarftwn
Attachment 15 to Report LGS-010-21
If this information is required in an alternate format, please contact the Accessibility
Coordinator at 905-623-3379 ext 2131
Samuel Wilmot Nature Area Management Advisory
Committee — Terms of Reference
Mandate:
The Samuel Wilmot Nature Area Management Advisory Committee (SWNAMAC) has
responsibilities for the following issues:
• Implementing the recommendations in the Samuel Wilmot Nature Area
Environmental Management Plan (EMP);
• Raising public awareness;
• Encouraging volunteerism to undertake capital projects and educational activities;
• Fund-raising; and
• Monitoring changes in the ecosystem.
The Committee:
The Advisory Committee shall be comprised of the following:
At the first regular meeting of the SWNAMAC, the members of the Committee shall
elect the Chair. Staff members and Council's representative are not eligible to
participate in selecting the Chair. The Chair shall report to the Municipality of
Clarington. This individual shall provide leadership and be responsible for carrying
out the mandate of the Advisory Committee. This individual shall be chosen by the
Committee members.
The Secretary shall be responsible for taking minutes and preparing the agenda it
consultation with the Chair. The Secretary shall deliver the minutes and agenda to
the Engineering Department Liaison for distribution prior to the next meeting.
Other Committee Members comprising of individuals who possess various skills
and will participate in the implementation of the EMP. The skills required are as
follows:
o Technical (2) — shall interpret the EMP, recommend the work plan on a yearly
basis and provide leadership during implementation of projects and monitoring.
o Public Relations (2) — shall create a public relations strategy focusing on public
awareness, education and promoting the site.
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Samuel Wilmot Nature Area Management Advisory Committee - Terms of Reference
o Fund-raising — shall create a fund-raising strategy aimed at soliciting private
funds, donations -in -kind and investigating charitable status.
o Volunteer Support — shall be responsible for soliciting volunteers and organizing
work programs.
o Staff Members — shall be from the Municipality of Clarington and the Ganaraska
Region Conservation Authority
o Council Member — one member of Clarington Council shall be appointed to sit
on the Committee.
Sub -committees may be struck from time to time to undertake special projects, including
monitoring, fund-raising, promotions, etc.
The Committee will be supported by volunteers, who can be any individuals from the
general public who possess various skills or who have an interest in the site and are
willing to participate in protection/enhancement projects or other aspects such as fund-
raising, writing, leading walking tours, tree planting, collecting litter, trail blazing, etc.
The Members of the Committee shall be appointed by Council. The term shall coincide
with the term of Council.
Quorum
The quorum of the Samuel Wilmot Nature Area Management Advisory Committee shall
consist of a majority (51 %) of the total members.
If a quorum is not present within fifteen minutes after the time appointed for a meeting, the
Chair may adjourn the meeting.
If a member is absent from three consecutive meetings without regrets, the Municipal
Clerk of the Municipality of Clarington may request the resignation of the individual.
A member of the Board is permitted to participate electronically in a meeting and may be
counted in determining whether, or not, a quorum of members is present at any point in
time. All, or some, members may participate electronically in meetings. Meetings can be
held in person when Public Health restrictions permit; and
For clarity, a Member of the Board may also participate electronically in a meeting that is
closed to the public, if the meeting is properly held in closed session ( i.e. the deliberations
are permitted to be conducted in closed session, moving from open session to closed
session, and then rising and reporting, and maintaining minutes of both the closed and
open portions of the meeting).
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Samuel Wilmot Nature Area Management Advisory Committee - Terms of Reference
Budgeting
The Committee, in consultation with the Municipality, will recommend to Council an annual
capital budget for improvements in the Nature Area and expenditures related to
communications. All projects must be approved by the Municipality of Clarington prior to
any expenditures. The Committee shall also be responsible for applying for grants from
various private sources and senior levels of government. The Clarington Operations
Department will budget for annual operating expenses.
There is no operating budget for the Advisory Committee as all members are volunteers.
Administrative and clerical assistance will be provided by Municipal Staff (photocopying,
mailing, etc.)
Meetings and Reporting
Meetings shall meet monthly for a minimum of eight times per year. Minutes of meetings
shall be recorded and distributed to the Committee members, Ministry of Natural
Resources and the Municipality of Clarington. The minutes will be placed on the Council
agenda for information. The Chair shall appear before the Municipality to inform them of
the Committee's progress on an annual basis.
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Clarbgtoa
Attachment 16 to Report LGS-010-21
If this information is required in an alternate format, please contact the Accessibility
Coordinator at 905-623-3379 ext 2131
Terms of Reference
Tourism Advisory Committee
The committee will be known as the Tourism Advisory Committee or "committee" in this
document.
Purpose
The role of the Tourism Advisory Committee is to provide advice, comments and
recommendations to Council on tourism services, activities and initiatives to promote the
Municipality. The committee will represent a variety of Tourism stakeholders and will work
with staff to further tourism -focused strategic goals and initiatives as set out by Council.
Committee Scope
• Assist staff and Council in the development of a tourism -specific strategic plan.
• Assist in communicating with other stakeholders the clearly defined roles of
Clarington Tourism staff, including the scope of work as well as staff resources
and assistance that is available for stakeholders.
• Act as a sounding board for new tourism ideas and initiatives.
• Assist in gathering tourism -specific metrics and measurables to ascertain the
tourism- specific economic impact.
• Act as tourism ambassadors and assist staff in educating, reaching out, and
informing other tourism partners and visitors.
• Assist in the development and communication of a Clarington Tourism brand.
• Provide feedback for tourism campaigns and initiatives.
• Identify opportunities for new tourism initiatives for staff to explore.
• Serve as a stakeholder resource for staff to gain insight and advice from a
tourism business perspective.
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Tourism Advisory Committee — Terms of Reference
• Help build positive relationships between Clarington Tourism and all tourism
stakeholders.
• Assist in involving more stakeholders and securing increased support for
Clarington Tourism, the brand and initiatives.
• Identify new partnership opportunities with other major stakeholders including
Central Counties Tourism, Durham Tourism, Sport Tourism, as well as other
government agencies.
Committee Composition
• The committee will be comprised of a total of nine voting members, one of whom
will be a member of Council, a representative from Clarington Board of Trade (non-
voting) and a staff liaison (non -voting).
• All members must be tourism stakeholders with a tourism market -ready business in
Clarington.
• Members need to be representative of the various tourism sectors within the
community including restaurants, accommodations, adventure, large businesses
and BIAs.
• Appointments will run for a four-year term and coincide with the term of Council.
• Appointments may be revoked at any time at Council's discretion.
• Committee members will contribute time, knowledge and expertise to assist the
committee to fulfil its mandate.
• The committee will work with staff to fulfil Council's mandate.
Committee Meetings
• Committee will elect a chair and vice chair from committee members on a yearly
basis.
• Committee will meet quarterly at the Municipal Administrative Centre. The chair
may call additional meetings if needed. The meetings will be open to the public.
• The selected chair or in his/her absence vice chair will preside over all meetings
and committee business, except the inaugural meeting, which will be chaired by the
Member of Council until the chair and vice chair are elected.
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Tourism Advisory Committee — Terms of Reference
• The committee chair will work with the staff liaison on committee meeting agendas
and minute taking. The minutes will be included in Council agendas for all of
Council to review.
• A quorum consists of no less than five of the voting members.
• The committee may meet without a quorum but cannot vote on any matters.
• Whenever possible, committee decisions will be made by consensus. When a vote
is necessary, a motion must be moved by a member and have another committee
member second that motion prior to voting.
• A member of the Board is permitted to participate electronically in a meeting and
may be counted in determining whether, or not, a quorum of members is present at
any point in time. All, or some, members may participate electronically in meetings.
Meetings can be held in person when Public Health restrictions permit; and
• For clarity, a Member of the Board may also participate electronically in a meeting
that is closed to the public, if the meeting is properly held in closed session ( i.e. the
deliberations are permitted to be conducted in closed session, moving from open
session to closed session, and then rising and reporting, and maintaining minutes
of both the closed and open portions of the meeting).
Budget and Communications
• Tourism staff will oversee the committee's budget.
• The budget will include money for education/communications/marketing materials
and will be included in the overall tourism budget.
• Participation in the committee is on a voluntary basis. Committee members will not
receive a salary for their time.
• The committee will serve Council in an advisory capacity and does not have any
delegated authority.
• Any reports on committee business will be done by Tourism Staff and submitted for
Council review at the General Government Committee meetings.
• The committee will work with staff to prepare an annual report that will include an
update of initiatives and activities for Council to review.
• Committee members will reveal any potential conflict of interest and will not use
this committee to further their own business interests. Municipal conflict of interest
requirements will apply to committee members.
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Tourism Advisory Committee — Terms of Reference
Staff role
• Liaise with the committee.
• Assist in preparing agendas and keeping minutes.
• Oversee committee's budget.
• Review all recommendations/expenditures prior to Council.
• Assist in writing an annual report.
• Attend meetings.
Council role
• Appoint committee members.
• Review submissions and recommendations.
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