HomeMy Public PortalAbout22-080 - Committee and Board By-lawTHE CORPORATION OF THE TOWNSHIP OF LEEDS AND THE
THOUSAND ISLANDS
BY-LAW NO.22-080
BEING A BY-LAW TO DEFINE THE MANDATE AND MEETING PROCEDURES FOR
COMMITTEES AND BOARDS ESTABLISHED BY THE CORPORATION OF THE
TOWNSHIP OF LEEDS AND THE THOUSAND ISLANDS.
WHEREAS By-law 2022-001 Procedural By-law establishes the rules and procedures
under which Council,Committees,and Local Boards of Council are to operate;
AND WHEREAS Council has established Committees by By—lawthat are comprised of
both members of Council and the public;
NOW THEREFORE the Council of the Corporation of the Township of Leeds and the
Thousand Islands hereby enacts as follows:
1.Definitions
“Committee”means a standing,advisory,legislated or ad hoc committee established by
Council,but does not include the Committee of the Whole.
“Member”means a person appointed to a Committee.
“Sub-Committee/\Norking Group”means a Committee/\Norking Group established by a
standing,advisory or legislated committee and authorized by Council with a clear
mandate that has a beginning and ending and reports directly to the creating standing,
advisory or legislated committee.
“Terms of Reference”means a document that sets out the mandate and goals of an
Committee.
2.Creating,Amending or Dissolving a Committee
Council may create a new Committee,amend an existing Committee and/or its Terms of
Reference,or dissolve an existing Committee by Council resolution in accordance with
the following sub-sections.
2.1 Creating a New Committee
Council may create a new Committee in response to any of the following:
(a)Requirements of applicable legislation or regulation (Federal,Provincial or Municipal
By-law);
(b)Changing priorities;
(c)To address significant public issues or trends;
(d)Where public input is deemed desirable;
(e)Recommendation and report by staff;and,
(f)Any other reason deemed appropriate by Council.
In creating a new Committee,Council shall consider the following:
(a)Establishing a clearly defined Terms of Reference;
(b)Membership and quorum requirements/qualifications;
(c)Composition of the Committee;
(d)Alignment with the Strategic Plan and Departmental Work Plans;
(e)The reporting relationship and frequency of progress reports;
(f)Public and financial considerations;
(g)Staff resources to be made available and the impacts on Departments;
(h)The need for any Sub-Committees/\Norking Groups;and,
(i)Defined timeline for completion for the assigned tasks.
2.2 Amending an Committee andlor lts Terms of Reference
The following factors may be considered by Council when amending a Committee’s
Terms of Reference:
(a)Impact of the change on the terms of reference;
(b)Continued relevance of the Committee’s purpose and/or function;
(c)The degree of public interest;
(d)Changes to the applicable legislation or regulations;
(e)Changing Council priorities or new issues at Council;
(f)Cost analysis and required resources;
(g)Report and recommendation by staff;and,
(h)A start and finish date.
2.3 Dissolving a Committee
The dissolving of a Committee may be triggered by any one of the following:
(a)Expiration of the Committee term;
(b)Completion of the Committee’s task or mandate;
(c)Effectiveness of the Committee’s operations (E.g.,frequency of meetings;amount of
Committee business,number of cancelled meetings,etc.);
(d)Resolution of the issues that led to the creation of the Committee;
(e)The legislative requirement of the Committee no longer exists;
(f)Merger with another Committee;
(g)Changing Council priorities;and,
(h)Report and recommendation by staff.
3.Establishment of Sub-Committeeslworking Groups
If it is the desire of the majority of a Committee to establish a Sub—Committee/\Norking
Group,a recommendation must be made to Council for approval of the creation of theSub-Committee/\NorkingGroup.
Included with the recommendation for the establishment of the Sub-Committee/Working
Group must be information with respect to:
(a)The Sub-Committee/\NorkingGroup Terms of Reference;
(b)The number of members;
(c)The composition of membership,including members of the public and staff,if
applicable,and how members are to be recruited;
(d)The reporting structure;
(e)The staff and other resources to be made available;and,
(f)A start and finish date.
A Sub-Committee/\NorkingGroup may also be appointed directly by Council resolution.
Sub—Committee/\NorkingGroup authorizations must be reviewed annually by Council.
4.General Provisions
Except as otherwise provided for in this by-law,all Committees must conform to therulesgoverningtheproceduresofameetingofCouncilasoutlinedinBy-law 2022-001
Procedural By-law,as may be amended,repealed,and replaced from time to time.
4.1 Attendance
The Clerk will record the attendance of members in the minutes of the meeting.
5.Appointments
Council shall make all Council members and public members appointments to
Committees by by—law.
5.1 Term of Appointment
(a)Unless otherwise legislated,membership on all Committees will expire on December31ofamunicipalelectionyear.
(b)Terms of office and membership on quasi—judicial committees shall be in accordancewiththisBy-Law unless the term of office is established by the applicable provincial orfederallegislation.
5.2 Duration of Appointments
(a)Members of the public will be eligible to serve for a maximum of eight (8)consecutiveyears(two terms)on the same Committee unless approved by Council.
(b)On the recommendation of Council,a member of the public may,upon application,be appointed beyond eight (8)years if there are compelling reasons,such as lack ofapplications.
(c)A member of the public who has been appointed to fill a vacancy partway through theCommitteetermwillbeappointedforthebalanceoftheexistingterm.The new Memberiseligibletoapplyforreappointment(s)for a maximum of eight (8)consecutive years.The balance of the term that the Member would have previously served does not counttowardtheeight—year(8)maximum term limit.
(d)Members who wish to serve for an additional term are required to re-apply and shallbeconfirmedbyCouncilforre-appointment.
6.Review
6.1 This By-law is to be reviewed by Council every five (5)years to ensure itseffectivenessandcompliancewithlegislationandcurrentbusinessprocesses,or asrequiredbasedonlegislativechanges.
6.2 Council shall determine which Committee may be created,amended,and/ordissolved.
6.3 This By-law shall be known as the “Committee and Board By—law.”
7.Effect
7.1 This By-law shall come into force and take effect on the date of its passing.
READ A FIRST AND SECOND TIME THIS 12"‘DAY OF DECEMBER,2022.
READ A THIRD TIMEAND FINALLY PASSED THIS 12"‘DAYOF DECEMBER,2022.
The Corporation of the Township of Leedsand the Thousand Islands
£24/£«&z>2Q
Corinna Smith-Gatcke,Mayor
MeganShannon,Clerk