Committees

Terms of reference

Date approved by council - September 10, 2018

Mandate

The City of Waterloo understands the creative sector to be broadly inclusive of:

• arts (visual art, fine craft, music, theatre, dance, literary arts, media arts)
• museums and galleries
• libraries
• creative Industries (film, design, architecture, publishing, etc.)

The Creative Sector Advisory Committee provides information and advice to City Council and staff on matters regarding the creative sector in the City of Waterloo.

Objectives

To ensure that the creative sector is appropriately represented in City plans, policy initiatives, infrastructure projects, and budgets, wherever and whenever possible. This undertaking has, as its purpose, the development of the City of Waterloo as a vibrant, unique, and diverse centre for the creative sector.

Work includes:

• advising on the development and implementation of City policies, plans and strategies that impact the arts, creative industries, and museums
  
• advising on ways to further public awareness and understanding of arts, creative industries and museum issues as they relate to the City of Waterloo 
• advising on community needs to ensure they are reflected in the City’s commitment to support creative sector activities and infrastructure
  
• identifying emerging creative sector trends, challenges, and opportunities
  
• facilitating dialogue and collaboration between Council and City staff and the local creative industry including artists, arts and heritage organizations, and community groups, to identify challenges, share resources, and maximize the impact of local creative sector initiatives 
• participating in staff advisory committees pertaining to public art, arts grants, and museum initiatives

Reporting to council

The Committee shall report to Council at minimum once annually with additional reporting as required.

Enabling Legislation, By-Law or Staff Report:

Municipal Act (2001) section 11 (3) 5: “A lower-tier municipality and an upper-tier municipality may pass by-laws, subject to the rules set out in subsection (4), respecting matters within the following spheres of jurisdictions: … 5. Culture, parks, recreation and heritage.” 

Committee composition

The Committee shall be composed of eight to ten generally recruited members with an interest in arts, creative industries, or museum activities, one member of Council, along with one representative of each of the following organizations:

• 1 representative of the Canadian Clay and Glass Gallery 
• 1 representative of the Waterloo Community Arts Centre/Button Factory Arts 
• 1 representative of the Waterloo Public Library 

Skills requested

• Preference given to persons who have significant experience in the arts or heritage sectors, or cultural industries with specific skills such as curation, urban planning, art history, grant administration, architecture or landscape architecture.
• We encourage applications from local practicing artists, creatives, entrepreneurs, members of post-secondary institutions, and individuals across ethno-cultural backgrounds with experiences in the creative sector.

Administration section

1. department linkage – Economic Development (Arts and Creative Industries) 
2. staff support – Manager, Arts and Creative Industries 
3. meeting frequency – the committee meets monthly on the second Wednesday of each month at 8:00 a.m. monthly, approximately 10 –12 meetings annually, plus sub-committee meetings, as required. 
4. Code of conduct – Code of Conduct for Members of Advisory Committees 
5. Legislative services review date – July 2018 
6. conforms to the city policy – yes 
7. sunset date – none 

Terms of reference

Date approved by council - January 29, 2018

Sunset date: N/A

Mandate

The purpose of the Audit Committee is to provide advice to council on matters affecting the external audit, financial reporting and accounting control policies and practices, code of conduct policies and other significant projects as directed by council.

Goals and objectives

To fulfill the mandate the Audit Committee shall:

• provide advice on the appointment of the external auditor
• review the annual audit planning report
• receive an update from the external auditor on the annual audit findings report, annual financial statements and report as needed to council
• monitor recommendations or findings brought to the Audit Committees attention by the external auditor through the audit findings report or otherwise
• review proposed changes to financial control and related policies, accounting control policies and practices
• review proposed changes to the staff, committee and council codes of conduct and provide advice on the related program
• review projects and provide advice to council on special projects assigned by council

Reporting to council

The committee will report to council annually on Committee Night and as required to advise council on specific matters.

Enabling legislation, bylaw or staff report

This committee was formed by council approval of staff report CORP2018-006.

Committee composition:

• five to seven members generally recruited
• chair of the finance and strategic planning committee (non-voting)

Skills requested

Generally recruited members must possess a Chartered Professional Accountant designation and financial management experience. Municipal sector experience and knowledge is an asset.

Administration section

1. department linkage - corporate services, finance
2. staff support - one staff liaison (director of finance and accounting) and one administrative support (executive assistant to the commissioner of corporate services)
3. Code of conduct - code of conduct for members of council
4. Legislative services review date - January 11, 2024
5. conforms to the city policy - no, members shall be appointed for the term of council

Terms of reference

Date approved by council - June 27, 2022

Sunset date - n/a

Mandate

The mandate of the Sustainability Advisory Committee is to advise council on matters that promote corporate and community sustainability by advising on the implementation of the city’s Sustainability program and strategy.

The Sustainability Advisory Committee provides council and staff with balanced, respectful, and objective comments/recommendations on issues related to sustainability, having regard for applicable laws, policies and processes..

Goals and objectives

In order to fulfill the committee’s mandate, the committee will:

• provide advice and assistance on matters related to sustainability
• provide advice regarding the relationship between the environment, economy and social health
• identify and research emerging local sustainability issues and global issues requiring local consideration to support the committee’s advisory capacity
• support projects and events that are consistent with the sustainability program and strategy
• communicates with other advisory committees, citizens, groups, organizations and staff to support the sustainability mandates

Reporting to council

The committee will report to council annually on Committee Night and, as required to, advise council on specific matters.

Enabling legislation, bylaw or staff report

This committee was formed as an adaptation of the Waterloo citizens’ environmental advisory committee approved by council on July 18, 2016, and via staff report CORP2016-066.

Committee composition:

• up to 10 members generally recruited
• 1 student resource position
• 1 council liaison

Skills requested

The committee should be comprised of experts and non-experts representing the three pillars of sustainability (environmental, economic, social). The following skill sets would be considered an asset:

• proven research abilities
• experience in the field of sustainability
• practical application and integration of the three pillars of sustainability

Administration section

1. department linkage - Community Services, Environment and Parks division
2. staff support - 1 staff liaison and 1 administrative support
3. meeting frequency - approximately 6-10 meetings per year
4. Code of conduct - code of conduct for members of advisory committees
5. Legislative services review date - June 27, 2022
6. conforms to the city policy - yes

Terms of reference

Date approved by council - December 7, 2020

Mandate

The mandate of the Waterloo Advisory Committee on Active Transportation is to advise council on matters that support and promote the corporate and community’s vision of active transportation as developed through the Strategic Plan and Transportation Master Plan. 

Goals and objectives

1. Communicates with other advisory committees, citizens, groups, organizations and staff to support the transportation mandate.
2. Expand and improve active transportation systems by providing relevant feedback by commenting on such items but not limited too draft policies, studies, plans and land development proposals.
3. Support projects, programs and events that are consistent with the transportation vision.
4. Help promote walking and cycling networks and educate citizens regarding cycling safety.
5. Report annually to Council on measurements of success.
6. Raising awareness for healthy lifestyle options for commuter and recreational travel.
7. Committee members will be invited to volunteer at community events such as, but not limited to, bike valets and bike rodeo’s that are held by, or in partnership with the City of Waterloo.
8. Promote and support the use of the City area trails, cycling routes and events as part of active and healthy communities and tourism opportunities.

Reporting to council

The committee shall provide an annual update of activities on Committee Night, provide committee comments through staff reports or via committee reports.  

Enabling legislation, bylaw or staff report

IPPW 2020-059  

Committee composition:

• 6-8 members generally recruited members
• 1 member of council
• 1 student representative

Skills requested

Members should express an interest in improving typical sustainable transportation systems for pedestrians and cyclists with a focus on streetscapes, trails, multi-use pathways, sidewalks, cycling facilities and bike parking.  

Administration section

1. department linkage - Integrated Planning and Public Works, Transportation Services and Active Transportation
2. staff support – one staff liaison and one administrative support
3. meeting frequency – Quarterly with supplementary meetings added, as needed
4. Code of conduct - code of conduct for members of advisory committees
5. Legislative services review date – November 2020
6. conforms to the city policy - yes
7. sunset date: none

Terms of reference

Date approved by council - June 27 2022

Sunset date - n/a

Mandate 

The Waterloo Economic Development Advisory Committee connects the city with the local business community. The committee gives council advice on initiatives related to the economic growth of the city while championing competitiveness and viability.  

Goals and objectives

In order to fulfill the Committee’s mandate, the Committee will: 

• provide advice in the preparation and maintenance of the overall economic development strategy, which includes supporting the strategy, continuously assessing the present situation and capability, identifying emerging economic conditions and focusing on long term and lasting sustained economic growth
• champion competitiveness and viability providing the perspective of business and facilitating partnership and collaboration
• hear and consider representations by individuals, organizations or delegations of citizens with respect to economic development and make recommendations which are deemed  to be in the best interest of all citizens
• discuss any matter or issue related to economic development referred to the Committee by Council that may be deemed to require the review, evaluation or input from the public as a whole
• propose programs for the enhancement of the image of the community and the development of other amenities related to economic development
• remain informed and act as a strategic planning advisory on tourism projects, business and industrial developments in the community, as well as proposed future local and regional projects which could affect the community’s economic growth; knowing how they relate to the economy of the province and the community
• to undertake other projects which impact on the economic growth of the community, and which are within the Committee’s terms of reference 

Reporting to council

The committee will report to council annually on Committee Night and as required to advise council on specific matters.

Enabling legislation, bylaw or staff report

The current terms of reference were adopted as part of staff report CORP2022-024, June 27, 2022. 

Committee composition

• up to 12 members generally recruited representatives with no more than 3 members from any one of the following sectors (including the representative appointments):
  • manufacturing
  • small business
  • real estate (developers/realtors/builders/planning & engineering)
  • technology
  • finance/insurance
  • retail
  • hospitality/tourism
• the mayor and 2 members of council
• 1 member representing the Greater KW Chamber of Commerce
• 1 member each representing Wilfrid Laurier University, the University of Waterloo and Conestoga College
• 1 member representing the K-W Home Builders Association
• 1 student resource position

Skills requested

The committee should represent the diversity of the community with the following skill sets considered an asset:

• legal expertise
• arts/culture
• entrepreneurship
• financial
• environmental
• global perspective

Administration section

1. department linkage - chief administrative office, Economic Development division
2. staff support - 1 staff liaison and 1 administrative support
3. meeting frequency - approximately 10 meetings per year
4. Code of conduct - code of conduct for members of advisory committees
5. Legislative services review date - June 27 2022
6. conforms to the city policy - yes

Terms of reference

Date approved by council - September 10, 2018

Mandate

To advise council on matters pertaining to the implementation of plans associated with Waterloo Park.

Goals and objectives

• provide advice and input into the implementation of the prioritized list of plan initiatives based on defined funding for Waterloo Park
• provide advice and input in the prioritization of planning and construction initiatives on an annual basis
• provide advice and input into investigating partnership opportunities to support project initiatives identified in the 2009 plan
• provide advice and input in the development of a marketing strategy to promote the community services offered by Waterloo Park
• report back to council on an annual basis with a summary of:
  • capital improvements carried out and initiatives scheduled for subsequent year (based on 2009 Waterloo Park Plan)
  • planning and construction initiatives for subsequent year and long range plan covering the following three years
  • environmental initiatives undertaken associated with the Environmental Management Plan for Waterloo Park
  • operation and maintenance highlights associated with Waterloo Park
  • list of major events hosted in Waterloo Park
  • identify partnership opportunities
  • identify issues and recommend mitigation measures

Reporting to council

Annual report or presentation on Committee Night, or as required.

Enabling legislation, bylaw or staff report

CORP2018-054

Committee composition:

• 7-9 generally recruited members
• 1 member of council

Skills requested

Diverse community representation

Administration section 

1. department linkage - integrated planning and public works
2. staff support - landscape architect
3. meeting frequency - 10-12 annually on a monthly basis
4. Code of conduct - code of conduct for members of advisory committees
5. Legislative services review date - July 2018
6. conforms to the city policy - yes
7. sunset date - none

Friends of Waterloo Park

The Friends of Waterloo Park volunteer group works with the Waterloo Park Advisory Committee to promote the goals of the Waterloo Park Plan.

Check the Waterloo Park page for more information about the group.

Terms of reference

Date approved by council - May 31, 2021

Sunset date: n/a 

Mandate

The mandate of the Appeals Tribunal is to hear appeals or minor variance applications as permitted by the Business Licensing By-Law, Property Standards By-Law and Rental Housing Licensing By-Law. Fence Variance Applications are heard by the Committee of Adjustment.

Goals and objectives

The relevant bylaws detail the conditions on which the tribunal shall meet to consider an application to confirm, modify or rescind decisions made by the Director of Municipal Enforcement as it relates to the Business Licensing By-Law and Rental Housing Licensing By-Law. The tribunal shall also meet to consider requests to confirm, modify or rescind an order to demolish, repair or to extend the time for complying with an order under the Property Standards By-Law.

Reporting to council

The Appeals Tribunal will report annually to Council on the number of appeals heard under each bylaw.

Enabling legislation, bylaw or staff report

Business Licensing By-Law 2014-085, Property Standards By-Law 2011-122 and Rental Housing Licensing By-Law 2011-147

Committee composition

A minimum of 5 members of the public appointed for the term of Council.
Applicants are not required to reside, own property, own a business, work in the City of Waterloo or attend a Waterloo campus of a post-secondary institution to apply for the tribunal.

Skills requested

Preference will be given to eligible candidates:

• with knowledge and prior experience in administrative law
• able to carry out a fair and impartial hearing
• able to communicate effectively with the public
• able to write a clear and concise decision
• with excellent written and oral communication skills

Administration section

1. department linkage - Corporate Services, Legislative Services division
2. staff support - 1 Legislative Services administrative support, Deputy City Clerk, Legal Services
3. meeting frequency - As required
4. Code of conduct - Code of Conduct for Members of Council
5. Legislative Services review date - October 10, 2016
6. conforms to the City Policy - No, eligibility is extended beyond those that live, work, own property, own a business in Waterloo or attend a Waterloo campus of a post-secondary institution. Appointments are for the term of council.

Committee of Adjustment terms of reference

Date approved by council - January 30 2023

Mandate

The Committee of Adjustment is a statutory quasi-judicial body with authority delegated to it by the Council of The Corporation of the City of Waterloo under the provisions of the Ontario Planning Act and Ontario Municipal Act to hold public hearings to make decisions on applications submitted to the City for minor variances, legal nonconforming uses, consents for severances, rights-of-way or easements, applications for validation of title. 

The Committee operates independently from Council, and its decisions may be appealed to the Local Planning Appeal Tribunal (LPAT), subject to applicable law and related procedures. 

The Committee may:

• authorize minor variances from the provisions of the Zoning By-law for land, buildings, or structures, or their use
• permit the enlargement, or extension, of an existing legal non-conforming building or structure
• permit the use of land, building, or structure for a purpose that is similar to the existing legal non-conforming use, or is more compatible with the uses permitted by the Zoning Bylaw
• give consent to convey or subdivide land when a plan of subdivision is not necessary, mortgage or charge or grant an interest in land for 21 years or more by way of easement, right-of-way, lease, or agreement, and validate title 

Goals and objectives

The goal of the Committee of Adjustment is to provide for, and conduct, an open, transparent, public and fair hearing by:

• allowing anyone wishing to speak to, and/or provide written correspondence to, an application an opportunity to do so prior to making a decision
• giving due diligence and unbiased consideration to each application
• evaluating each application in accordance with statutory tests and municipal best practices, by-laws, policies, standards and guidelines, as applicable
• openly having all discussions about each application, and making all decision in public at the hearing
• reviewing the merits of the application, public input, stakeholder input, the documentation, and evidence put forward, before formulating a decision on the application
• making informed decisions with appropriate, well-thought out conditions that are relevant to the nature of the application and context of the lands, building or structure
• clearly stating the reasons for their decisions

Reporting to council

A standard report provided to council through the annual Committee Night.

Enabling legislation, bylaw or staff report

The Committee of Adjustment was formed by Council under Section 44 of the Planning Act. The committee operates under the provisions of the Planning Act and the Statutory Powers Procedure Act, in addition to the City of Waterloo Procedure By-law.

Committee composition

A minimum of 6 members of the public are appointed by council for a 4 year term concurrent with the term of the council appointing them.  

Three members shall constitute a quorum, as per Section 44(5) of the Planning Act. 

Skills requested

Preference will be given to candidates who have:  

• a demonstrated commitment to and interest in the city 
• an understanding of urban and land use planning and related instruments, including the City of Waterloo Official Plan, Zoning By-laws and other by-laws for controlling development and land policies in the Province of Ontario, including the Planning Act, Municipal Act, planning policy statements and provincial plans, implementation guidelines, and civil procedure
• demonstrated background and knowledge related to the function and purpose of the Committee of Adjustment
• knowledge and understanding of the land use planning and development process, including minor variance and consents process
• knowledge in one of more areas of: law, planning, architecture, municipal government, economic development, community development, land development
• demonstrated decision-making, communication, effective listening, and negotiation or mediation skills to facilitate an open, welcoming, and fair hearing process
• organized and has an open mind in order to fully consider the evidence, comments, and opinions provided for each application 
• ability to understand plans, surveys, mapping, and the like

Administration section

1. department linkage - Planning Division
2. staff Support - 1 Committee Secretary/Treasurer, multiple planning staff to provide evaluation and comments on applications Meeting Frequency - One meeting per month
3. Code of Conduct - Code of Conduct for Members of Council
4. Legislative Services Review Date - January 30, 2023
5. conforms to the City Policy -  No. The quorum of the committee is three members, as required by the Planning Act. Committee members are appointed for terms of 4 years.
6. sunset date -  N/A

Fence Variance Committee terms of reference

Date approved by council - January 30 2023

Mandate

The Fence Variance Committee is a quasi-judicial body created under the authority of the 2013-017 Fence By-law with the power to grant variances from the provisions of said bylaw and to confirm, rescind, or modify administrative decisions made by the Director of Municipal Enforcement or the Chief Building Official that are enforceable under the Fence Bylaw.

All appeals of decisions made by the Fence Variance Committee are heard by council. 

Goals and objectives

The Fence Variance Committee holds hearings as required by the Fence By-law. When determining whether a variance will be granted the committee shall consider:

• whether the request is minor in nature
• whether the proposed variance is desirable and in keeping with the fences in the area
• whether the proposed variance affects safety or sight lines

The Fence Variance Committee may grant or refuse any application for a fence variance or appeal of an administrative decision. In doing so, the committee may grant such relief as it considers appropriate, either absolutely or subject to conditions.

Reporting to council

The Fence Variance Committee will report annually to council on the number of applications for variance reviewed and the number of appeals of administrative decisions heard.

Enabling legislation, bylaw or staff report

2013-017 Fence By-law

The Fence Variance Committee exercises powers delegated by council according to the provisions of the Fence Bylaw, as authorized by the Municipal Act.

Committee composition

The Fence Variance Committee is composed of the members of the Committee of Adjustment who are appointed concurrently and separately to this committee for the term of the council which appointed them. The quorum of the committee is 3 members, in alignment with the quorum requirement for the Committee of Adjustment. 

Administration section

1. department linkage - Integrated Planning and Public Works Department, Planning Services
2. staff support - Committee Secretary who will be a member of staff from Planning Services; Legal Services and Municipal Enforcement Services, as required
3. meeting Frequency - As required.
4. Code of Conduct - Code of Conduct for Members of Council
5. Legislative Services Review Date - January 30, 2023
6. conforms to the City Policy - No. Members are recruited jointly with the members of the Committee of Adjustment. Members are appointed for 4 years for the term of Council. The quorum of the committee is 3 members

Terms of reference

Date approved by council - September 10, 2018

Mandate

The Dog Designation Appeal Committee will hear appeals from owners of dogs. The dogs in question must have been designated by the pound keeper (under bylaw no. 98-92) as restricted or prohibited breeds or have been designated as potentially dangerous or as dangerous dogs.

Goals and objectives

The Dog Designation Appeal Committee members shall:

• in the case where a dog has been designated by the pound keeper as potentially dangerous or as a dangerous dog:
  • affirm or rescind the pound keeper’s designation of the dog
  • substitute its own designation of the dog as potentially dangerous or dangerous
  • substitute its own requirements of the owner of a potentially dangerous or dangerous dog
• in the case where a dog has been designated by the pound keeper as a “restricted” or “prohibited” dog:
  • affirm or rescind the pound keeper’s designation of the dog

Reporting to council

None

Enabling legislation, bylaw or staff report

• bylaw 98-92
• Dog Owner’s Liability Act

Committee composition

The committee shall be composed of not fewer than two members appointed by council:

• 1 member of council
• 2 members of the community at large
• city clerk, chair
• staff liaison

Skills requested

Experience in the animal care would be preferred.

Administration section

1. department linkage - corporate services
2. staff support - city clerk
3. meeting frequency - as required
4. Code of conduct - code of conduct for members of council
5. Legislative services review date - July 2018
6. conforms to the city policy - yes
7. sunset date - none

Name of committee

The participating municipalities have agreed to create a joint municipal election compliance audit committee which is named:

the “Municipal Election Compliance Audit Committee” (“MECAC”)

Definitions

• “Act” means the “Municipal Elections Act, 1996” as amended.
• “Clerk” means the Clerk of the municipality or designate.
• “Host Municipality” means the municipality where the application for a compliance audit is received. A host municipality can only receive applications for candidates or third parties registered in its municipality.
• “Participating Municipalities” means the municipalities who have agreed to participate in a joint MECAC and includes:
  • The City of Cambridge
  • The City of Guelph
  • The City of Kitchener
  • The City of Waterloo
  • The Township of North Dumfries
  • The Township of Wellesley
  • The Township of Wilmot
  • The Township of Woolwich
  • The Region of Waterloo

Duration

The term of office for the committee shall be from November 15, 2022 to November 14, 2026 to deal with applications from the 2022 election and any by-elections during Council’s term.

The establishment of this Committee and its terms of reference will be reviewed prior to the start of the next term of Council.

Mandate

The MECAC will operate within the provisions of the Act. 

The MECAC will consider an application for a compliance audit of a candidate’s or registered third party’s election campaign finances received under Sections 88.33 or 88.35 of the Act from an elector to determine if the application should be granted or rejected.  If granted, the MECAC will appoint an auditor, receive and consider the auditor’s report, and decide whether legal proceedings should commence or if there were reasonable grounds for the application.

MECAC will also receive the Clerk’s report identifying apparent contribution contraventions, prepared under Section 88.34 of the Act. Within 30 days after receiving a Clerk’s report, the MECAC shall consider it and decide whether to commence a legal proceeding against a contributor for an apparent contravention.

Advertising, selection and eligibility of members for the MECAC pool

The terms of reference and application form will be posted, as a minimum, on the municipal websites of the member municipalities to solicit membership for the MECAC pool. Staff will also contact and solicit those individuals with the qualifications listed in Section 6 of these Terms of Reference. In addition, previous MECAC members may be contacted, along with direct contacts by municipal staff.

All applicants will be required to complete an application form outlining their qualifications and experience. The Clerks of the Participating Municipalities will meet to review the applications. A pool of up to ten (10) members for MECAC will be developed and approved by the Clerks of the Participating Municipalities.  Appointments to the MECAC pool will be approved by a majority vote of the Clerks. 

MECAC pool eligibility

Members of the MECAC pool will be selected based on the following:

• demonstrated knowledge and understanding of municipal election financing rules;
• proven analytical and decision-making skills;
• experience working on a committee, task force or similar setting;
• availability and willingness to attend meetings during the day or evening;
• excellent oral and written communication skills
• expertise in accounting and audit, academic with expertise in political science or local government, legal, knowledge of the campaign finance rules contained in the Act 

Members of the MECAC pool shall not include:

• members of any municipal Council represented
• employees or officers of the municipalities represented
• any persons who are candidates in the election for which the committee is established or any persons who are registered third parties in the municipality in the election for which the committee is established

Committee selection

When an application is made to MECAC, the Clerk of the Host Municipality shall determine the composition and membership of the Committee. The Committee shall be composed of not fewer than three (3) and not more than seven (7) members from the MECAC pool.

To determine membership, the Clerk of the Host Municipality shall contact members of the pool to form the membership of the Committee to hear the application. It is at the full discretion of the Clerk of the Host Municipality to determine the order that members from the MECAC pool will be contacted.

The Chair of the MECAC will be selected by resolution at the start of the first meeting of each MECAC application by the members present. 

Committee meetings

Meetings of the Committee shall be open to the public. The meetings may be held either in person or electronically at the host municipal clerk’s discretion.

Closed meetings of committees

MECAC may deliberate in closed session as needed and will follow the procedures of the Host Municipality. 

Timing of meetings

Meetings shall be called by the Clerk of the Host Municipality as required under the provisions of the Municipal Elections Act.  The periods for receiving applications and holding meetings shall be as established by the Municipal Elections Act.

The Clerk of the Host Municipality will be responsible for determining the location of the meeting, scheduling the meeting and communicating the meeting details directly to the Committee members. Subsequent meetings will be held at the call of the Chair in consultation with the Clerk of the Host Municipality.

Meeting notices, agenda and minutes

The agenda shall constitute notice. A minimum of two (2) business days prior to the date of each meeting, not including weekends or holidays, the agendas and minutes of the meetings shall be posted on the member municipality’s website.

Minutes of each meeting shall outline the general deliberations and specific actions and recommendations that result.

The Clerk of the Host Municipality is responsible for the administrative duties associated with MECAC, but may contact the Clerk of any of the participating municipalities for assistance with minutes or any other matters if required. 

Meeting procedures

Quorum will be a majority of the members of the MECAC.

Voting by consensus will be used for decisions of the Committee or a majority vote by members, usually performed by the show of hands.  The Chair is also entitled to a vote on MECAC.

Meetings will be governed by the Procedural By-law of the Host Municipality and Roberts Rules of Order as required.

Meeting remuneration and expenses

Members of the MECAC shall be paid a rate of $200 per meeting plus the applicable mileage rate from the Host Municipality. Expenses will be paid by the Host Municipality.

Removal of members

The current MECAC may recommend to the Clerk of the Host Municipality for the removal of a member for reasons as listed, but not limited to:

• the member being in contravention of the Municipal Act, 2001, the Municipal Freedom of Information and Protection of Privacy Act, the Provincial Offences Act, the Municipal Elections Act, 2001 or the Municipal Elections Compliance Audit Committee Conflict of Interest Policy;
• the member being in contravention of the Code of Conduct and/or Procedural By-law of the Host Municipality; or
• other legal issues
• If a member is unable to attend three meetings in a row
• The member becomes unable to fulfill the duties of the MECAC Pool

The Clerk of the Host Municipality may select another person from the MECAC Pool if necessary.

Errors and Omissions

The accidental omission to give notice of any meeting of the MECAC to its members, or the non-receipt of any notice by any of the members, or any error in any notice that does not affect its substance, does not invalidate any resolution passed or any proceedings taken at the meeting.  Any members of the MECAC may at any time waive notice of the meeting.

Administrative practices and procedures

The Terms of Reference constitute the Administrative Practices and Procedures of the Committee. Any responsibilities not clearly identified within these Terms of Reference shall be in accordance with Section 88.33 to 88.37 of the Municipal Elections Act, 1996.

The Clerk of the Host Municipality, has the right to develop additional administrative practices and procedures at any time.

Policy Application

This policy applies to the Municipal Elections Compliance Audit Committee (MECAC) for the municipalities of the Region of Waterloo, Cities of Cambridge, Guelph, Kitchener, Waterloo, Townships of North Dumfries, Wellesley, Wilmot and Woolwich.

Operating Principles

Members of the MECAC have a duty to conduct themselves in an impartial and objective manner.  It is recognized that appointees have a broad range of interests and, from time to time, actual or perceived conflicts of interest or conflicts of pecuniary interest (or the appearance of such conflicts) may arise. The purpose of this policy is to enable the MECAC to deal with such conflicts in as open and appropriate a way as possible.

It is understood that members of MECAC will perform their duties in such a way as to promote public confidence and trust in the integrity, objectivity and impartiality of the Committee. No member shall directly or indirectly receive any profit from his/her position, provided that an honorarium, as established in the Terms of Reference and reasonable expenses may be paid in the performance of their duties.

Definitions

“Affected Party” means any individual, partnership, corporation, organization or other legal entity, which has an interest in property, objects or other assets, which are the subject matter of consideration by the Committee;

“Business associate” means an individual in a formal partnership or in a shared ownership of a company or enterprise with a Member;

“Committee” is the Municipal Elections Act Compliance Audit Committee (MECAC);

“Immediate family” means a parent, child, spouse or common-law spouse of a Member;

“Member” is an individual formally appointed to the MECAC in accordance with the Terms of Reference.

Conflicts

Conflicts of pecuniary interest arise when Members may financially benefit, directly or indirectly, from their membership on a Committee. Such involvements include, but are not limited to, the following:

• Members being the Affected Party or employed by or doing business with the Affected Party
• Members’ immediate family being the Affected Party or employed by or doing business with the Affected Party
• Members’ business associates being the Affected Party or employed by or doing business with the Affected Party

A conflict of interest may be an actual or perceived conflict of pecuniary interest. The same duty to disclose applies to each. The pecuniary interests of a Member’s immediate family or business associate are considered to also be the pecuniary interests of the Member. Full disclosure in itself does not remove a conflict of interest.

Principles and procedures

It is important that Members be sensitive to appearance and perception and err on the side of transparency. In case of conflicts, whether personal or pecuniary, actual, potential or apparent, Members are expected to fully disclose the potential conflict. Members shall disclose any potential conflicts to the Clerk of the Host Municipality prior to being appointed to the Committee. If a potential conflict arises while sitting on the Committee, the Member shall disclose it as soon as it arises and before the Committee makes any decisions in the matter where the conflict exists.

Once such a disclosure has been made, the Member involved shall abstain from voting and shall not participate in the discussion of the matter, which gave rise to the conflict. The affected Member must not in any way, whether before during or after the meeting, attempt to influence the outcome of any discussion or voting on the matter. If the meeting at which the matter is discussed is not open to the public, in addition to the above, the Member must leave the meeting room for the duration of any discussion and voting on the matter.

In cases where one or more of the Committee’s Members has abstained from voting as a result of conflict, such Members shall be identified in the minutes of the meeting.

Individual Members are encouraged to seek independent advice on conflicts or potential conflicts.

Quorum

Where the number of Members who, by reason of conflict, are unable to participate in a meeting such that the remaining Members no longer constitute a quorum as set out in the Committee’s Terms of Reference, then remaining Members shall be deemed to constitute a quorum provided there are not less than two Members present.

Solicitation

No Member may in any way, either overtly or otherwise, use the fact of their membership on the Committee to solicit business for their own benefit or the benefit of their immediate family or business associates.

Terms of reference

Date approved by council - June 27 2022

Meeting dates

The 4th Thursday of every month from 12 to 2 p.m.

Mandate

The Municipal Heritage Committee (MHC) advises Council on matters involving conservation and preservation of both public and private cultural heritage resources within the City of Waterloo pursuant to the Ontario Heritage Act. As such, Council is required by the Act to consult with the MHC regarding designation of individual properties or districts; repeal of designation by-laws, and alteration of individual designated properties or districts. 

Goals and objectives

• recommend to Council properties and districts that warrant designation under the Ontario Heritage Act 
• recommend to Council properties that warrant listing as non-designated properties of cultural heritage value/interest on the Municipal Register of Heritage 
• advise Council on the identification and management of Cultural Heritage Landscapes 
• review and comment on Heritage Permit Applications and Heritage Impact Assessments 
• review and comment on all demolition permits concerning:
  • a designated property under Part IV or Part V of the Ontario Heritage Act; 
  • a non-designated (listed) property of cultural heritage value or interest on the Municipal Heritage Register; or
  • an “of interest” property that has been flagged as having possible heritage value by staff or that the Municipal Heritage Committee and/or staff are actively researching/exploring for possible listing or designation
• advise Council on heritage conservation policies in the Official Plan, Official Plan amendments, and other plans and strategies 
• promote public participation in heritage matters through education and information sharing 
• update the Terms of Reference on an ongoing basis  

Reporting to council

Staff reports to council.

Enabling legislation, bylaw or staff report

Ontario Heritage Act.

Committee composition

• 5 – 10 generally recruited members, including 1 resident of the McGregor-Albert Heritage Conservation District
• 1 Member of Council  

Skills requested

Experience in the following sectors would be considered an asset: Material or Built Heritage Conservation, Architecture, Building Industry, Urban Planning, Local History, Museology, Landscape Architecture, and Archaeology.

Administration section

1. department linkage - Integrated Planning and Public Works
2. staff support - municipal heritage planner
3. meeting frequency - one meeting per month, twelve per year
4. Code of conduct - code of conduct for members of advisory committees, code of conduct for members of council
5. Legislative services review date - June 27 2022
6. conforms to the city policy - yes
7. sunset date - none

Terms of reference

Date approved by council - September 10, 2018

Mandate

The mandate of the Sign Variance Committee is to review applications for variances and amendments to the City of Waterloo sign bylaw 2016-050. The committee reviews each application with the applicant, evaluates each sign proposed and makes decisions to approve or refuse each request. 

Through the application review, the committee is required to be cognizant of the impact signs have on adjacent properties and the overall impact to the streetscapes and the community. The committee must be able to recognize and prevent excessive, confusing and incompatible signage when dealing with an application while recognizing that signage is an integral part of the marketing and public relations functions performed by businesses.

Goals and objectives

The committee’s goals are to align itself with the recommendations for signage for the City of Waterloo nodes and corridors urban design guidelines

Reporting to council

Only in the case of an appeal.

Enabling legislation bylaw or staff report

Sign bylaw no. 2016-050.

Committee composition:

• 6-8 generally recruited members
• 2 members of council
• 4 plus members of the public

Skills requested - none.

Administration section

1. department linkage - integrated planning and public Works
2. staff support - zoning committee coordinator
3. meeting frequency - 12 per year on a monthly basis
4. Code of conduct - code of conduct for members of council
5. Legislative services review date - July 2018
6. conforms to the city policy - yes
7. sunset date - none

Background

The City of Waterloo has been a member of the World Health Organization’s (WHO) Global Network of Age-Friendly Cities and Communities (GNAFCC) since 2011. Membership responsibilities include the development and implementation of age-friendly plans that identify priorities for action. Engagement with older adults is a key part of the development and implementation process, and the Age-Friendly Waterloo Advisory Committee plays a key role.

The focus of the WHO’s work on aging between 2015 and 2030 is Healthy Aging. This operational framework emphasizes the functional ability of individuals by building and maintaining physical and mental capacity across the life-course, as we age, and enabling people, even when they experience capacity loss, to continue to do the things they value. 

This framework builds on the WHO’s concept of active aging and Age-Friendly Cities that identified eight areas of city living or domains: housing, transportation, information and communication, outdoor spaces and buildings, community support and health services, social participation, civic participation and employment, respect, and social inclusion.

Incorporating age-friendly principles into the work of the City is central to creating a community where all residents age safely, enjoy good health and participate fully.

Mandate

The Mandate of the Age-Friendly Waterloo Advisory Committee is to advise the City of Waterloo on matters related to healthy aging by advising on the implementation of the City’s Age-Friendly Action Plan.

Using the Global Network’s framework of healthy aging, the Age-Friendly Waterloo Advisory Committee provides staff with input on City policies, strategies, and significant projects and initiatives.  

Goals and Objectives

In order to fulfill the Committee’s mandate, the Committee will:

1. provide advice and assistance on matters related to healthy aging
2. prioritize issues and identify gaps and concerns that align with the City’s Strategic Plan
3. participate in the development and implementation of the City’s Age-Friendly Action Plan
4. identify and research age-friendly practices that may be applicable to support the Committee’s advisory capacity
5. support projects and/or events that are consistent with the City’s Age-Friendly Action Plan
6. maintain connections with the community and representatives of other local municipal committees serving older adults, for example by way of participation in the Waterloo Region Age-Friendly Network.

Reporting to Council

The Committee will report to Council annually on Committee Night and as required to advise Council on specific matters.

Unless mandated by staff or Council, committee members will not speak on behalf of the City or make representations on behalf of the City without staff approval.

Appointment of Members

Committee Composition

The committee will be comprised of up to 12 members including:

• community members with lived experience as an older adult or interest in age-friendly initiatives
• Mayor
• 1 Council Liaison
• 1 Staff Liaison

Priority will be given to applicants with a connection to Waterloo, including those who live, work or study in Waterloo.

Staff required to support the committee will be assigned by the Director or Commissioner with responsibility for the Committee. Community representatives are not required or expected to provide administrative support.

Council representatives will be appointed as per the process outlined in the City’s Committee Policy, No. G-001.

City of Waterloo staff are not eligible to sit as community members on the Committee.

Skills Requested

• lived experience as an older adult or interest in age-friendly initiatives
• knowledge of and/or expertise in age-friendly planning and initiatives
• knowledge of and/or expertise in one or more of the eight domains identified by the WHO
• good verbal and written communication skills

• critical thinking and analysis skills

• willing to work cooperatively with other committee volunteers and City staff

Application Process

When a position vacancy exists, a volunteer recruitment notice will be published on the city website and other sources.  Interested applicants will contact volunteer services with responses to pre-screening questions and two references before the deadline. Volunteer services and the city staff liaison will review all applications, carry out interviews and reference checks and recommend appointments.

Term of Committee Appointments

Community members will be appointed for a two-year term and will be eligible to serve for a maximum of four terms (eight years).

If a committee member is absent for three consecutive meetings without notice or justifiable reason, their membership will be reviewed by the staff responsible for the committee.

Relevant Policies

Committee members will abide by the policies and procedures of the organization that apply to volunteers. These will be provided to volunteers and include:

• Safety First
• Welcome Aboard
• Workplace Violence Policy and Program
• Respectful Workplace Policy and Program

Committee members must also sign an Oath of Confidentiality and a Volunteer Agreement and Waiver

Committee Administration

Roles

Role of community members:

• to provide skills and knowledge in relation to healthy aging based on lived experience or interest in age-friendly initiatives
• to provide representation of interests in the community related to healthy aging

Role of committee chair:

• to facilitate and chair the committee meetings
• to bring committee decisions and recommendations forward to Council as required and speak as the official representative of the committee on committee-approved statements

Role of council representatives:

• to act as an informal liaison between the committee and Council
• to communicate Council’s perspective or Council matters where appropriate

Role of staff

• to provide clerical, administrative and/or technical support to the committee as required including preparation and distribution of minutes and agendas
• to communicate the Corporate Strategic Plan, committee related policies and information items, departmental goals and objectives as required
• to provide guidance regarding timelines, workplan initiatives and budget implications
• to incorporate formal committee comments and resolutions into Staff Reports where appropriate or where committee advice has been sought
• in collaboration with the Chair, provide updates to the GNAFCC as required

Frequency of Meetings

The committee will meet up to 10 times per year. The annual meeting schedule will be determined by committee members. 

Meetings will take place in designated City of Waterloo meeting spaces, virtual meeting platforms or both.

Quorum and Decision-making

A quorum will consist of more that 50% of voting members.  If quorum is not achieved at a meeting, the meeting may continue but no decisions may be made and no resolutions may be passed. Any items on the agenda requiring a decision or resolution of the committee will be deferred to the next scheduled meeting.

All matters of the Committee will be agreed upon by an informal consensus. If an informal consensus cannot be reached, matters will be resolved by a vote determined by a simple majority of voting members.

Meetings of the Committee are closed to the public, although members of the public may be invited from time to time to address the Committee on specific matters

First Meeting

At the first meeting of a committee term, staff support will provide a brief orientation session.

Following the orientation, the committee will elect a Chair and Vice-Chair. The Vice-Chair will act in place of the chair when required, due to the Chair’s absence or resignation mid-term.

The committee will also appoint a representative to the Waterloo Region Age-Friendly Network (WRAFN), or similar group.

The Chair and Vice-Chair and WRAFN representative will be community members, not members of City of Waterloo staff.

Agenda Items

The agenda will be developed by the staff liaison and the Chair of the committee. Agendas will be distributed at least 3 days before each meeting. 

Working Groups

As required, working groups may be established to complete time-limited tasks that are consistent with the mandate, goals and objectives of the Committee. Working groups will be approved by the Committee.  Working Groups do not make decisions but bring recommendations and/or information to the Committee. Staff will serve in an advisory and/or resource capacity.

Awards and Reports

1. in 2013, the committee created an assessment tool of the age-friendliness of our city and developed a city-wide action plan (PDF).
2. in March 2018, the City of Waterloo received an Ontario Age-Friendly Community Recognition Award. This award celebrates the work of Ontario municipalities that strive to be age-friendly.
3. in 2018, the University of Waterloo School of Planning prepared an evaluation report (PDF) summarizing the city's challenges and areas of strength as an aspiring age-friendly community. The evaluation was based on data collected from focus group sessions held early in 2018
4. in 2021, University of Waterloo graduate students prepared the Alternatives to Long-Term Care & Housing: Environmental Scan report. The housing report (PDF) highlights seven approaches that a city could consider to accommodate residents as they age

Terms of reference

Date approved by council - May 7, 2018

Mandate

The Waterloo Award celebrates and recognizes outstanding individuals for significant contributions that improve our community. The Waterloo Award nomination review committee reviews nomination packages and provides a recommendation to council of up to a maximum of three award recipients per calendar year.

Goals and objectives 

Members of the committee shall receive and review nomination packages of nominees that have made a substantial contribution to the City of Waterloo on the basis of:

• innovation
• impact on Waterloo
• leadership

The committee shall make a recommendation to council by report outlining the recommendation and brief reasons for selection. The final selection decision shall be made by council.

Nominations by immediate family members, self-nominations and posthumous nominations shall not be accepted. Current members of City of Waterloo council may not submit a nomination nor be eligible to receive the award. Other municipal, provincial or federally elected representatives or those running for office may submit a nomination but are not eligible to receive the award while in office. Current City of Waterloo employees may submit a nomination for others but are not eligible to receive the award.

Reporting to council

The committee shall provide recommendations to council for consideration at a closed meeting.

Enabling legislation, bylaw or staff report

CORP2018-033 Waterloo Award nominee review committee

Committee composition

• each advisory committee of council shall be asked to nominate one individual to sit on the Waterloo Award nomination review committee each year
• one member of council appointed by council 

Skills requested

Members with experience in reviewing application packages and knowledge of the community would be considered and asset.

Administration section

1. department linkage - human resources
2. staff support - one staff person from the human resources
3. meeting frequency - as needed during the application review period
4. Code of conduct - code of conduct for members of advisory committees
5. Legislative services review date - March, 2018
6. conforms to the city policy - no, the committee shall be comprised of one member from each advisory committee of council nominated by the advisory committee for one year.
7. sunset date - none