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Home My Public Portal AboutPolicy P-112_Fire Advisory Committee Terms of Reference_Effective 2023-02-23Municipality of the District of Chester Fire Advisory Committee Terms of Reference P-112 Policy Approval Date: February 23, 2023 Effective Date: February 23, 2023 Fire Advisory Committee Terms of Reference P-112 (continued) Page 2 of 7 MUNICIPALITY OF THE DISTRICT OF CHESTER POLICY P-112 FIRE ADVISORY COMMITTEE TERMS OF REFERENCE Section 1: General The Municipality of the District of Chester (MOC) Fire Advisory Committee (FAC) is a Committee of Council of the Municipality of Chester, appointed by Council, to review, advise and recommend upon issues pertaining to the development and maintenance of cost-effective fire and emergency response services meeting the needs of the citizens of the Municipality. As a Committee of Council, it is generally governed by the Municipal Government Act and Municipal Policy on Committees of Council and their Duties and shall operate in accordance with Policy P-109 Council and Committee Procedural Policy unless otherwise specified in these Terms of Reference. Section 2: General Duties and Responsibilities The General Duties and Responsibilities of the FAC shall consist of, but not be limited to, the following: To encourage the development and maintenance of a modern, efficient and effective fire and emergency response service that serves and meets the needs of the Municipality of the District of Chester. 2. To provide an open forum to develop a cooperative and cost-effective approach utilizing a competent volunteer force of first responders to meet the needs of the Municipality for the ongoing protection from fire and other emergencies. 3. To advise, report and make recommendations to Municipal Council on: a. municipal, provincial and/or federal legislation that could impact the fire and emergency response services b. strategic priorities to support and maintain effective fire and emergency services Notice of Intention to Adopt — Council — January 19, 2023 (2023-023) First Notice — Council — February 9, 2023 (2023-037) Second/Final Notice — Council — February 23, 2023 (2023-061) Effective Date — February 23, 2023 Fire Advisory Committee Terms of Reference P-112 (continued) Page 3 of 7 C. fire services policy and programs, best practices, standards consistent with good risk management principles and effectively mitigate risk within the communities d. fire service issues referred by MOC Council Section 3: Committee Membership 1. The Membership shall be a total of 16 Members consisting of: • 1 Commissioner from each of the 6 Fire Commissions as voting members • 1 Representative from the Chester Fire Advisory Committee as a voting member. • 1 Fire Chief from each of the 7 Fire Departments as voting members. • 2 Municipal Councillors as non -voting members. 2. The 6 Fire Commissions and the representative from the Chester Fire Advisory Committee and the Fire Chiefs from the 7 Fire Departments are, hereafter, in this document, referred to as Voting Members. 3. Each Fire District will appoint (1) representative of the Voting Members from the respective Chairpersons of the 6 Fire Commissions and the Chester Fire Advisory Committee and (1) representative from the 7 Fire Chiefs and in each case provide their appointed alternates. 4. The representatives for Council will be appointed by Council. S. The membership appointments will be presented to Council for approval. If any member wishes to resign from the FAC, this resignation shall be presented to Council in writing and shall not take effect until it is accepted by Council. 6. The Fire Services Coordinator and support staff will be available to the Committee as required. Section 4: Chairperson and Vice -Chairperson It shall be the general duty of the Chairperson to open, preside over and adjourn the Committee meetings. Notice of Intention to Adopt — Council — January 19, 2023 (2023-023) First Notice — Council — February 9, 2023 (2023-037) Second/Final Notice — Council — February 23, 2023 (2023-061) Effective Date — February 23, 2023 Fire Advisory Committee Terms of Reference P-112 (continued) Page 4 of 7 The Chairperson and vice Chairperson are to be nominated from the Voting Members and duly elected by the Voting Members at the first meeting of the Committee. The Chairperson and the vice Chairperson cannot be from the same Fire District. In the event of more than one nomination for each position, the selection will be made by secret ballot. These positions are elected for a one-year term. Incumbents may re -offer for each position. In the event of a tie vote for two nominees for the positions being voted upon and where the Committee has voted up to three times to break the tie, the nominees will be elected by "Lot", one name being drawn by the Municipal Clerk or a designated alternate member of staff. If the position of Chairperson becomes vacant, the vice Chairperson will take on responsibility until the Committee can fill the vacancy. Section 5: Motions and Voting Where applicable a voting member should provide a notice of motion on complex issues for discussion at the next scheduled Committee meeting. Such a notice of motion is entered into the minutes and included in the agenda for the following meeting. 2. The appointed Alternate will vote only in the absence of the appointed Voting Member. 3. The Chairperson will vote on all matters. The Chairperson's vote is counted as the Fire District vote that is represented in this position. 4. The Vice -Chairperson will vote in the absence of the Chairperson. The Vice - Chairperson's vote is counted as the Fire District vote that is represented in this position. The Chairperson's vote, in this case, will revert to the Voting Member or Alternate of the Chairperson's district. Proxy votes are not accepted. Notice of Intention to Adopt — Council — January 19, 2023 (2023-023) First Notice — Council — February 9, 2023 (2023-037) Second/Final Notice — Council — February 23, 2023 (2023-061) Effective Date — February 23, 2023 Fire Advisory Committee Terms of Reference P-112 (continued) Page 5 of 7 6. Every Voting Member (or Alternate), who is in attendance, shall vote on motions. Abstention is deemed as a negative vote. 7. Council members, and support staff are not entitled to vote. 8. All motions shall be decided by a majority (SO% + 1) of votes. In the event of a tie, the motion voted on shall be deemed to be determined in the negative. 9. The Chairperson shall call for any vote required and declare the result. 10. Where necessary, motions carried by the Committee must be approved by Council before implementation. Section 6: Meeting Schedule The FAC shall meet bi-monthly at a date and time agreed to by the Committee. 2. All meetings will be held in the Council Chambers at the Municipal Offices in Chester, or at a location agreed to by the Committee from time to time. Section 7: Meeting Agendas and General Proceedings 1. A quorum will represent two thirds (2/3) of the Voting Members of the Committee. No business may be conducted if quorum is not achieved. 2. Members of the public or fire service who wish to attend and listen to proceedings are welcome however can address the Committee only upon unanimous approval of the Committee. 3. The Chairperson may call special meetings at such a time and place as may be required. 4. For matters permitted by legislation, the Committee may enter in camera proceedings. Notice of Intention to Adopt— Council —January 19, 2023 (2023-023) First Notice — Council — February 9, 2023 (2023-037) Second/Final Notice — Council — February 23, 2023 (2023-061) Effective Date — February 23, 2023 Fire Advisory Committee Terms of Reference P-112 (continued) Page 6 of 7 Section 8: Meeting Minutes and Agendas Support staff from the Municipality will compile and distribute the draft minutes of each meeting in a timely manner, generally within one week of the date of the meeting. 2. Minutes will be approved at the next scheduled meeting, be printed and entered into the Minute Book and shall be deemed to be the original minutes of the meeting. 3. Agendas will be distributed to the Membership in a timely manner, generally two weeks prior to the next scheduled meeting. Section 9: Remuneration Members are remunerated by Council at the current rate ($/km) for the fuel expense incurred to and from the scheduled meetings. Section 10: Reporting to Council The FAC will provide Council a written summary of activities annually and interim reports as may be requested by Council. Notice of Intention to Adopt — Council — January 19, 2023 (2023-023) First Notice — Council — February 9, 2023 (2023-037) Second/Final Notice — Council — February 23, 2023 (2023-061) Effective Date — February 23, 2023 Fire Advisory Committee Terms of Reference P-112 (continued) Page 7 of 7 Annotation for Official Policy Book Reason for Adoption Establish a Committee to review, advise and recommend upon issues pertaining to the development and maintenance of cost-effective fire and emergency response services meeting the needs of the citizens of the Municipality. Notice of Intention to Adopt Council January 19, 2023 (2023-023) Date of First Notice at Council Council February 9, 2023 (2023-037) Date of Second Notice at Council Council February 23, 2023 (2023-061) Effective Date Council February 23, 2023 I cett°if Vthat this Policy was adopted by Council as indicated above. Pamela M. M. ra, M nicipal Clerk February 24, 2023 Date Notice of Intention to Adopt — Council — January 19, 2023 (2023-023) First Notice — Council — February 9, 2023 (2023-037) Second/Final Notice — Council — February 23, 2023 (2023-061) Effective Date — February 23, 2023