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Page 1 of 6 Policy 3.11 POLICY MANUAL Title: Committees of Council See also Council and Staff Liaison Roles Policy No. 3.10 Policy No : 3.11 Supersedes: New Authority: Legislative Operational
Approval: Council CMT General Manager Effective Date: January 26, 2011 Review Date: 2012 Policy Statement: Advisory committees/commissions/panels, and task forces provide opportunities
for citizens to become more actively involved in their community, and for issues to be considered in depth. The Council of the District of Maple Ridge will appoint advisory committees/commissions/
panels and task forces to: • Provide information and advice to Council and staff on issues of concern to the public and the District which Council will consider in its decision making
• Educate and raise the awareness of Council and staff; and • Provide recommendations for consideration by Council and staff. Unless authority to make decisions has been delegated by
Council to a Committee or Commission by bylaw, it is not the role of these bodies to establish policy, but to act in an advisory capacity to Council. The decision-making responsibility
and authority remains with Council. Purpose: To establish guidelines for the formation and operation of Committees of Council. Definition: Committee Committees – Advisory committees,
commissions and panels that provide on-going advice of a policy nature. Committees may also include Task Forces that have responsibility to consider issues within a bounded time period.
Once finished their work, through resolution of Council, task forces cease to exist. Selection Committee – A committee comprised of the Mayor and/or the applicable committee Council
appointee(s) and staff liaison(s), if appointed, that reviews applications for committee positions, interviews selected applicants and makes recommendations to Council on appointed
positions.
Page 2 of 6 Policy 3.11 KEY AREAS OF RESPONSIBILITY RESPONSIBILITY: Action to Take 1. Functions The functions of the committees of Council are to: a) respond to issues referred by Council
and staff; b) listen to and report on the community’s views; c) gather necessary facts, information, and opinions; d) educate and raise the awareness of Council and staff; e) in the
case of advisory committees/commissions/panels, offer longer term visions of the community;; f) provide advice and recommendations to Council, staff and the public; g) raise issues
to Council and staff that need to be addressed further. 2. Council Expe Expectations ctations Committees are expected to: a) respond to the issues referred by Council and by staff;
b) within their mandates, raise issues to Council and staff that committee members believe need to be addressed; c) give well-considered and timely responses to Council's need for advice;
d) work within the strategic directions as outlined in Council's annual business plan; e) prepare an annual business plan (excluding task forces); f) carry out their work effectively,
efficiently, and creatively. 3. Committee Expectations Committees can expect from Council and staff: a) Sufficient information on the issues being addressed; b) consistent and effective
staff support (where provided), within the budgetary limits of the district; c) orientation and training; d) prompt feedback on the outcomes of their advice and recommendation; e) a
commitment from Council to refer issues for committee consideration as they arise. 4. Committee Opportunities Committees can expect opportunities to: a) learn more about their community,
and the issues that need to be addressed; b) engage with other people in dialogue and debate about the community and its issues; c) create broad visions of the community over the longer
term; d) make recommendations to Council and staff. Council acknowledges that it is vital that committee members feel that they are making a real difference in the life of their community.
Responsibility Council Staff Council
Page 3 of 6 Policy 3.11 5. Governing Legislation Committees will be governed by the bylaw (if any) of the particular committee, the Council Procedure Bylaw and applicable provincial
and federal legislation. 6. New Committee In considering a new committee, Council will ask: a) What work needs to be done, or what issues need to be considered by the committee? b)
Is the work on-going, or of a more time limited nature? What are the timelines? c) Is there a need for public involvement? Why? Who needs to be involved? d) Are there existing groups
within the District or the community who could undertake the work or consider the issues? e) What is the capacity for funding the committee and providing staff support? In addition,
Council will give consideration to the make up of the committee in terms of skills, expertise, and the diversity of interests required. 7. Membership Membership of committees of Council
will be diverse, and broadly reflective of the community (for example: age, gender, cultural background, occupation, and neighbourhood, where appropriate). Membership of some committees
will also reflect the desired experience, knowledge and expertise. Unless otherwise specified in a Committee’s bylaws or terms of reference, members at large must reside or be employed
in the District and membership will be limited to no more than three terms to permit others the opportunity to contribute. 8. Appointment of Members at Large Opportunities for citizen
participation on the committees of Council will be advertised in a local newspaper, on the District web site, on any other media deemed appropriate by the Selection Committee and through
community associations, where appropriate, so that any citizen who is interested can apply. Candidates will be requested to submit an email or letter of application providing information
on their qualifications for the position. Even when a sitting member’s term is up and they have indicated a willingness to continue their participation, others should be given the opportunity
to apply and be considered alongside the sitting member. This is the only time that Committee/Commission members are evaluated in terms of their involvement and Council should have
the opportunity to Council Clerk’s Department
Page 4 of 6 Policy 3.11 determine if other citizens should be appointed because their background and skill set is more suitable to the upcoming work of the Committee/Commission. Members
of Council may nominate individuals whom they know are interested in serving on a respective committee. Such nominees are to be advised that they will be required to follow the same
application procedures as others and will be assessed against other candidates who have responded to the advertisings. The Clerk’s Department will prepare an alphabetical list of applicants
that will specify where an individual is a sitting member of another Committee. If an individual applies for more than one Committee, the Clerk’s Department will identify with the applicant
the most appropriate Committee. Applications will be reviewed by the Selection Committee to determine if an interview process is required and who will be interviewed. Generally an interview
will be required even if there is only one candidate to ensure the candidate is suitable for the position. Interviews should also be conducted if a sitting member has reapplied and
others have applied so that fair consideration can be given to all candidates. The Clerk’s Department will arrange the interviews. Following the interviews, the Selection Committee
will forward a report to a Closed meeting of Council with their recommendations for appointment to the Committee. The report is to be accompanied by resumes of the candidates under
consideration. Council will vote to appoint members to the committee and announce the results at a subsequent Regular Council meeting. The term of the appointment will be specified
in the resolution. A full orientation will be provided to new committee members. Council may remove a member at any time. In general, it is the policy of Council not to appoint any
individual to serve on more than one committee simultaneously. It is the intent of Council to afford the opportunity for as many interested citizens as possible to serve on Committees.
9. Conflict of Interest A conflict of interest exists where: a) a committee member is a director, member or employee of an organization seeking a benefit from the District of Maple
Ridge upon which the committee will make a recommendation; b) the committee member has a direct or indirect pecuniary interest in the outcome of committee deliberations. Clerk’s Department
Selection Committee Clerk’s Department Selection Committee Council
Page 5 of 6 Policy 3.11 A conflict of interest does not exist if: a) the pecuniary interest of the member is a pecuniary interest in common with members of the municipality generally,
or b) the pecuniary interest is so remote or insignificant that it cannot reasonably be regarded as likely to influence the member in relation to the matter. Where a conflict of interest
exists, committee members: a) are not entitled to participate in the discussion of the matter or to vote on a question in respect of the matter; b) must declare to the committee that
a conflict exists; and c) must absent themselves from the meeting during consideration of the issue to which the conflict relates. The member’s declaration of a conflict and their exit
from and return to the meeting shall be noted in the minutes. Where a perceived conflict of interest might exist, the member may note that a perception of conflict might exist but need
not declare a conflict and exit the meeting if in the member’s view there is no actual conflict of interest. Where in the opinion of a committee a member is in a conflict of interest
and has not so declared, the committee may ask for a review of the matter by the Corporate Officer. The matter, if unresolved, may then be referred for Council review. 10. Council Appointee
Council will appoint at least one Council member and an alternate to the Committee. The role of the appointee includes: a) ensuring that Council is adequately briefed as to the development
of issues; b) communicating Council's position and policy; c) facilitating a clear and open dialogue between Council and the community committee; d) clarifying when they are stating
their personal opinions. See also Council and Staff Liaison Roles Policy No. 3.10 11. Staff Liaison The Chief Administrative Officer may provide staff support on a case-by-case basis.
The role of staff in supporting committees of Council includes: a) providing information and professional advice; b) supporting the chairperson in developing agendas, arranging meetings,
and promoting effective committee functioning; Committee Members Council Appointee Staff Liaison
Page 6 of 6 Policy 3.11 c) assisting with the preparation reports to Council; d) assisting with the creation of the annual Business Plan; e) providing an annual orientation to Committee
members on the work of the committee, the structure of the District, and Council’s annual Business Plan and budgeting process. 12. Reporting The committees of Council are appointed
by and report directly to Council. a) They are consultative groups. b) Council has the responsibility for making final decisions. c) Committee members will not misrepresent themselves
as having any authority beyond that delegated by Council. 13. Report Reporting ing to Council When responding to an issue that was referred by Council, committees will submit reports
directly to Council. Committees will report to Council on their activities at least twice a year either in writing or by appearing as a delegation at a meeting of Council. 14. Annual
Business Reports The committees of Council, with the exception of Task Forces, will annually submit a Business Plan to Council that is in alignment with Council’s strategic directions.
The format of the plan and timelines for submissions will be provided to the committees. 15. Minutes Committee minutes, which record the decisions made at meetings, will be submitted
to the Clerk’s Department. Council and the Chief Administrative Officer will consider providing clerical support on a case-by-case basis. Committee