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HomeMy Public PortalAbout2000-10-12_Committees of Council and Their Duties_P-08MUNICIPALITY OF THE DISTRICT OF CHESTER POLICY P -8 COMMITTEES OF COUNCIL AND THEIR DUTIES The Council may from among its members and the public at large appoint the Committees authorized or required by any Act or by the by -laws of the Municipality, these Committees to be known as "Standing Committees" which shall have the powers and authority and shall perform the duties confirmed and imposed on them. The Council may also from among its members and the public at large appoint special committees for the purposes set out in the by -law or resolution constituting any such committee. The first committee to be appointed by Council shall be the Nominating Committee which committee shall consist of three Councillors and which shall be appointed at the first November meeting or as soon thereafter as possible. Council may direct the Warden to appoint the nominating committee. 3.1 Procedure for selecting and nominating members of the public at large to Standing and Special Committees: a, An ad will be posted in a local newspaper soliciting applications for the various committee positions available by the Nominating Committee. b. The Committee will review the applications and file their nominating report to Council at the Annual Meeting or at such other time as directed by Council. 4. 4.1 The Nominating Committee shall annually at the annual meeting nominate: a. The members to all Standing Committees for a period of one year except where the term for a committee is otherwise set by legislation; b. The members to all boards and commissions where a vacancy exists due to the expiration of the term of office of any such member, and the Municipality is authorized to fill such vacancy; C. Suitable persons for appointment to District and County offices as are required by By -Laws or Statutes of Nova Scotia, for a period of one year except where the term is otherwise set by legislation. 4.2 Every such nomination shall be subject to the approval of the Council, unless otherwise expressly provided and shall be subject to the approval of the nominee, and the Council may reject any nominee of the Nominating Committee and nominate another in their stead. 4.3 If any Councillor appointed a member of a Standing Committee, or a committee other than a Standing Committee, ceases to be a councillor, they shall thereupon cease to be a member of such Committee, and the Nominating Committee shall, subject to the approval of the Council appoint another to fill the vacancy for the remainder of the term. 4.4 If any Councillor or member of the public at large wishes to resign from a committee, this resignation shall be presented to Council in writing and this resignation shall not take effect until it is accepted by Council by motion. 5. A vacancy happening in respect of any member appointed by the Council, on any board or commission, may be filled by resolution of the Council, at any meeting, and without giving notice of motion. POLICY P -8 � COMMITTEES OF COUNCIL AND THEIR DUTIES (CONTINUED) 6. 6.1 Unless otherwise appointed by Council the first person named in the standing committees, (with the exception of the Finance and Public Properties Committee, Recreation Committee, Planning Advisory Committee, Area Advisory Committee and Heritage Advisory Committee) shall be the Chairman thereof and the Clerk shall notify that person of their appointment by furnishing that person with a copy of the resolution appointing the committee. 6.2 The Warden shall be the Chairman of the Finance and Public Properties Committee. 6.3 The first person named in the appointment of a special committee shall be the chairman thereof and the Clerk shall notify that person of their appointment by furnishing that person with a copy of the resolution appointing the Committee. It will be the duty of all committees to report on matters referred to them by Council. The report shall, when practical, be in writing, signed by the chairman or a majority of the Committee. If the committee is not unanimous the minority may submit separate reports. Such reports shall be filed in convenient form, and be preserved as part of the records of the proceedings of Council. 8. All Committees shall operate in accordance with the procedures provided in the Municipal Government Act and the Procedural By -Law or Policy of the Municipality. 9. The Warden shall be a member of all Standing Committees and may be a member of all Special Committees. In the absence of the Warden, the Deputy Warden shall be entitled to attend the committee meeting in place of the Warden and shall have all of the privileges as the Warden would have as a committee member. 10. 10.1 Every Standing and Special Committee shall, by resolution determine the time and place for the regular meetings or such Committee; provided, however, that the chairman may call special meetings of such committees at such time and place as he deems advisable; 10.2 If the chairman determines that a quorum of the committee will not be present for any meeting of the committee to be held as provided in subsection (1) of this Section, he may name another day for the holding of such meeting, or may cancel such meeting. 11. All meetings of both Standing and Special Committees shall be held in public except for those matters permitted by legislation to be held in camera. 12. A Councillor who is not a member of a committee may with the approval of that committee attend the committee meetings and may with the approval of that committee be entitled to take part in the discussion but will not be entitled to vote. 13. All business conducted during the in camera meetings of committees shall, unless otherwise expressly directed by the committee, be kept confidential by all committee members, staff and by councillors present with the approval of the committee until such time as the matters are made public at a regular council meeting. 14. The general duty of all committees shall be to report to Council on all matters connected with the duties imposed on them and to recommend such action by the Council in relation thereto as may be deemed necessary from time to time. Council - October 12, 2000 (2000.566) EGA