HomeMy WebLinkAbout2011-01-25 Council Meeting Agenda and Reports.pdf
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KEY AREAS OF RESPONSIBILITYKEY AREAS OF RESPONSIBILITYKEY AREAS OF RESPONSIBILITYKEY AREAS OF RESPONSIBILITY::::
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1. FunctionsFunctionsFunctionsFunctions
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 ExpectationsCouncil ExpectationsCouncil ExpectationsCouncil Expectations
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 ExpectationsCommittee ExpectationsCommittee ExpectationsCommittee 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 OpportunitiesCommittee OpportunitiesCommittee OpportunitiesCommittee 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.
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5. Governing LegislationGoverning LegislationGoverning LegislationGoverning 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 CommitteeNew CommitteeNew CommitteeNew 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.... MembershipMembershipMembershipMembership
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. AppointmentAppointmentAppointmentAppointment of Members at Largeof Members at Largeof Members at Largeof 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
determine if other citizens should be appointed because their
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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 InterestConflict of InterestConflict of InterestConflict 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.
A conflict of interest does not exist if:
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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 Council Council Council AppointeeAppointeeAppointeeAppointee
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 Staff Staff Staff Liaison Liaison Liaison 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;
c) assisting with the preparation reports to Council;
d) assisting with the creation of the annual Business Plan;
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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. ReportingReportingReportingReporting
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. ReportReportReportReportinginginging to Councilto Councilto Councilto 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 ReportsAnnual Business ReportsAnnual Business ReportsAnnual 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. . . . MinutesMinutesMinutesMinutes
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.
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