Committees

Find out how to volunteer on committees, how committees work and about different types of committees. Meeting schedules, agendas and minutes are posted on our calendar.

View committee calendar

Volunteering on a City of Waterloo committee of council or local board is one of the ways you can get involved and make a difference. Committees of council provide advice to Council and staff on issues important to the public. The city looks for members that can assist Council in strengthening Waterloo as a diverse and inclusive community.

Current committee opportunities

As a committee member you can:

provide vision and advice to issues that affect council decision making, city planning and the lifestyle of Waterloo
bring your diverse perspective to the committee through inclusive recruitment process

Committees are recruiting for two year terms ending in November 2026. The city encourages you to apply to any committee or board that interests you.

Available City of Waterloo committee openings:

All listed committees are actively recruiting. Find out what the committees do, review their terms of reference and meeting times.

Who can apply

You can apply if you:

Live in Waterloo
Own property in Waterloo
Own a business in Waterloo
Work in Waterloo
Attend a Waterloo campus of a post-secondary institution

Student Resource Positions

This position is available to students enrolled in a City of Waterloo post-secondary institution. The selected students will be invited to attend all committee meetings, but they will not be able to vote in meetings and their attendance will not affect quorum.

Before you apply

You can apply for multiple committees. Review these items for the committees that interest you before submitting an application:

The terms of reference for the committee.
The meeting dates and times.
The code of conduct for the committee.
The City of Waterloo Committee Policy.

How to apply

If you would like a paper or PDF copy of the application form, or if you would like more information on the committees and how to apply, please contact our committee coordinator at committees@waterloo.ca or by telephone at 519-747-8777.

Apply by October 21.

Apply now

Region of Waterloo opportunities

The Grand River Accessibility Advisory Committee is a cross-disability municipal advisory committee seeking new members with disability knowledge and/or lived disability experience.

As a member you can:

provide vision and advice to municipalities regarding the identification, prevention and removal of barriers to accessibility
support one of the City of Waterloo or the Townships of Wellesley, Wilmot or North Dumfries

Applications close on October 21.

If an applicant requires an alternate application format, please contact Lolita.Paroski@kitchener.ca or call 519-741-2200 ext. 7226.

Apply now

To join our contact list and receive updates on future opportunities, email committees@waterloo.ca.

How committees work and codes of conduct

Advisory committees hold public meetings to discuss topics within their mandate. Any person can attend a meeting or sign up to be a delegate before the committee.

To see a list of committee meetings and to find the agenda for an upcoming meeting, see the committee calendar.

Committee process and code of conduct

Every committee elects a chair who presides over the public meetings. Committees also have non-voting staff members who provide advice to the committee, circulate agendas, and take minutes.

Committees are governed by the city’s committee policy and members are required to follow a code of conduct.

The following codes of conduct apply for committee members:

View the Waterloo Public Library Board Code of Conduct (PDF)
Review the Committee Policy (PDF)
Review the Code of Conduct for Members of Council (PDF). This code applies to these committees: Audit Committee, Appeals Tribunal, Committee of Adjustment, Community Grants Committee, Dog Designation Appeal Committee, Municipal Heritage Committee, and Sign Variance Committee.
Review the Code of Conduct for Members of Advisory Committees (PDF). This code applies to these committees: to Creative Sector Advisory Committee, Sustainability Advisory Committee, Waterloo Advisory Committee on Active Transportation, Waterloo Economic Development Advisory Committee, and Waterloo Park Advisory Committee.

To learn more about a specific committee or to contact the staff member for the committee, you can find more information below.

Advisory committees to council

An advisory committee advises council directly based on the mandate outlined in their terms of reference.

Creative Sector Advisory Committee

The Creative Sector Advisory Committee informs council and staff on the growing cultural scene by including it in all city policies, projects and planning. The creative sector includes the arts, museums and galleries, libraries and creative industries.

The Creative Sector Advisory Committee meets on the second Wednesday of every month from 8 to 10 a.m.

Contact 519-747-8777 to reach the staff person responsible for this committee.

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 and,
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

Department linkage – Economic Development (Arts and Creative Industries)

Staff support – Manager, Arts and Creative Industries

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.

Code of conduct – Code of Conduct for Members of Advisory Committees

Legislative services review date – July 2018

Conforms to the city policy – yes

Sunset date – none

Audit Committee

The Audit Committee reviews and audits City of Waterloo's financial transactions.

The Audit Committee meets three to four times per year, or as needed.

Contact 519-747-8777 to reach the staff person responsible for this committee.

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

Department linkage - corporate services, finance

Staff support - one staff liaison (director of finance and accounting) and one administrative support (executive assistant to the commissioner of corporate services)

Code of conduct - code of conduct for members of council

Legislative services review date - January 11, 2018

Conforms to the city policy - no, members shall be appointed for the term of council.

Sustainability Advisory Committee

The Sustainability Advisory Committee supports a greener and more sustainable Waterloo. The committee gives advice to Council on environmental issues, climate action and socio-economic well-being.

The Sustainability Advisory Committee meets on the third Thursday of every month from 8:30 to 10 a.m.

If you are interested in attending the committee as a delegation, please fill out this form.

Contact 519-747-8777 to reach the staff person responsible for this committee.

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

Department linkage - Community Services, Environment and Parks division

Staff support - 1 staff liaison and 1 administrative support

Meeting frequency - approximately 6-10 meetings per year

Code of conduct - code of conduct for members of advisory committees

Legislative services review date - June 27, 2022

Conforms to the city policy - yes

Waterloo Advisory Committee on Active Transportation

The Waterloo Advisory Committee on Active Transportation advocates for Waterloo to be a more walkable, bikeable and scootable city. The committee gives advice to Council on transportation solutions that are good for the environment, promoting healthier lifestyles and improving road safety.

The Waterloo Advisory Committee on Active Transportation meets from 8 to 10 a.m. on the following dates:

Tuesday, June 11 2024
Tuesday, September 10 2024
Tuesday, October 8 2024
Tuesday, November 12 2024
Tuesday, December 10 2024

Find meeting agendas and minutes on the Council and Committees calendar.

Contact 519-747-8777 to reach the staff person responsible for this committee.

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

Communicates with other advisory committees, citizens, groups, organizations and staff to support the transportation mandate.
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.
Support projects, programs and events that are consistent with the transportation vision.
Help promote walking and cycling networks and educate citizens regarding cycling safety.
Report annually to Council on measurements of success.
Raising awareness for healthy lifestyle options for commuter and recreational travel.
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.
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

Department linkage - Integrated Planning and Public Works, Transportation Services and Active

Transportation

Staff support – one staff liaison and one administrative support

Meeting frequency – approximately 8 meetings per year.

Code of conduct - code of conduct for members of advisory committees

Legislative services review date – November 2020

Conforms to the city policy - yes

Sunset date: none

Waterloo Economic Development Advisory Committee

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.

The Waterloo economic development advisory committee meets on the third Tuesday of every month from 8 to 10 a.m.

Contact 519-747-8777 to reach the staff person responsible for this committee.

Terms of reference

Date approved by council - June 27 2022

Sunset date - n/a

Mandate

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

Department linkage - chief administrative office, Economic Development division

Staff support - 1 staff liaison and 1 administrative support

Meeting frequency - approximately 10 meetings per year

Code of conduct - code of conduct for members of advisory committees

Legislative services review date - June 27 2022

Conforms to the city policy - yes

Waterloo Park Advisory Committee

The Waterloo Park Advisory Committee works to improve Waterloo Park, guided by the Waterloo Park Plan. The committee advises council on construction initiatives, marketing opportunities and amenities available at the park.

The Waterloo Park Advisory Committee meets on the second Wednesday of every month from 5 to 7 p.m.

Contact 519-747-8777 to reach the staff person responsible for this committee.

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:
1. capital improvements carried out and initiatives scheduled for subsequent year (based on 2009 Waterloo Park Plan)
2. planning and construction initiatives for subsequent year and long range plan covering the following three years
3. environmental initiatives undertaken associated with the Environmental Management Plan for Waterloo Park
4. operation and maintenance highlights associated with Waterloo Park
5. list of major events hosted in Waterloo Park
6. identify partnership opportunities
7. 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

Department linkage - integrated planning and public works

Staff support - landscape architect

Meeting frequency - 10-12 annually on a monthly basis

Code of conduct - code of conduct for members of advisory committees

Legislative services review date - July 2018

Conforms to the city policy - yes

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.

Statutory committees

These committees are established by a municipal bylaw or provincial law and function according to legal requirements.

Appeals Tribunal

The Appeals Tribunal hears appeals of orders and decisions made by municipal enforcement for rental housing, business licensing, and property standards.

Contact 519-747-8777 to reach the staff person responsible for this committee.

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:
a) with knowledge and prior experience in administrative law;
b) able to carry out a fair and impartial hearing;
c) able to communicate effectively with the public;
d) able to write a clear and concise decision;
e) with excellent written and oral communication skills.

Administration section

Department linkage - Corporate Services, Legislative Services division

Staff support - 1 Legislative Services administrative support, Deputy City Clerk, Legal Services

Meeting frequency - As required

Code of conduct - Code of Conduct for Members of Council

Legislative Services review date - October 10, 2016

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 and Fence Variance Committee

The Committee of Adjustment and Fence Variance Committee are a single committee which considers applications for consent and applications for minor variance under the Planning Act.

The committee also considers applications for variances from provisions of the Fence Bylaw and appeals of decisions made by municipal enforcement officers under the Fence Bylaw.

The Committee of Adjustment meets at 4:30 p.m. on the following dates:

January 16 2024
February 20 2024
March 19 2024
April 16 2024
May 21 2024
June 18 2024
July 16 2024
August 20 2024
September 17 2024
October 15 2024
November 19 2024
December 10 2024
January 21 2025

Visit our committee of adjustment page for more information.

Contact 519-747-8777 to reach the staff person responsible for this committee.

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; and,
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

Department Linkage - Planning Division

Staff Support - 1 Committee Secretary/Treasurer, multiple planning staff to provide evaluation and comments on applications Meeting Frequency - One meeting per month

Code of Conduct - Code of Conduct for Members of Council

Legislative Services Review Date - January 30, 2023

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.

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:

(a) whether the request is minor in nature

(b) whether the proposed variance is desirable and in keeping with the fences in the area

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

Department Linkage - Integrated Planning and Public Works Department, Planning Services

Support - Committee Secretary who will be a member of staff from Planning Services; Legal Services and Municipal Enforcement Services, as required

Meeting Frequency - As required.

Code of Conduct - Code of Conduct for Members of Council

Legislative Services Review Date - January 30, 2023

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.

Dog Designation Appeal Committee

The Dog Designation Appeal Committee hears appeals from dog owners. The dog may be labelled as dangerous, dangerous, restricted or prohibited.

Contact 519-747-8777 to reach the staff person responsible for this committee.

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

Department linkage - corporate services

Staff support - city clerk

Meeting frequency - as required

Code of conduct - code of conduct for members of council

Legislative services review date - July 2018

Conforms to the city policy - yes

Sunset Date - none

Municipal Election Compliance Audit Committee

The Municipal Election Compliance Audit Committee reviews municipal campaign finances as per the Municipal Election Act.

Contact 519-747-8777 to reach the staff person responsible for this committee.

Terms of reference

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.

Conflict of interest policy

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.

Municipal Heritage Committee

The Municipal Heritage Committee advises council on how to protect and preserve public and private historic buildings and cultural sites in the city.

The Municipal Heritage Committee meets on the fourth Thursday of every month at noon.

Contact 519-747-8546 to reach the staff person responsible for this committee.

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

Department linkage - Integrated Planning and Public Works

Staff support - municipal heritage planner

Meeting frequency - one meeting per month, twelve per year

Code of conduct - code of conduct for members of advisory committees, code of conduct for members of council

Legislative services review date - June 27 2022

Conforms to the city policy - yes

Sunset Date - none

Sign Variance Committee

The Sign Variance Committee reviews requests to consider changes to sign requirements in Waterloo. The committee considers how the signs may impact the nearby streets and community.

The Sign Variance Committee meets on the third Tuesday of every month at 1:30 p.m. except in December. The December meeting is on the second Tuesday of the month at 1:30 p.m.

Contact 519-747-8777 to reach the staff person responsible for this committee.

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

Department linkage - integrated planning and public Works

Staff support - zoning committee coordinator

Meeting frequency - 12 per year on a monthly basis

Code of conduct - code of conduct for members of council

Legislative services review date - July 2018

Conforms to the city policy - yes

Sunset date - none

Advisory committees to staff

These committees are established by recommendation of council or city staff to carry out specific functions. They often work with other stakeholders, staff groups or committees.

Age-Friendly Cities Committee

The Age Friendly Cities Committee advises council on how best to promote active aging in Waterloo.

Contact 519-747-8777 to reach the staff person responsible for this committee.

Waterloo Senior of the Year Award

Each year, the committee presents the Waterloo Senior of the Year Award to one local 65+ person who has made outstanding contributions to the community.

Visit our civic awards webpage for applications details.

Annual events

The Age-Friendly Cities committee is active in hosting annual events and engaging seniors to get involved in their community. They do this through:

the Mayor's Annual Forum (currently on hold)
various June seniors month activities
learn to ride a bus

We look forward to what our committee can offer as we retool some of our annual events for the community.

Designations, awards and reports

Our commitment to age friendliness was recognized by the World Health Organization (WHO), which designated Waterloo among the Global Network of Age-friendly Cities in 2012 for our commitment to assessing and improving our age-friendliness.

The WHO designation requires continual development. The committee created an assessment tool of the age-friendliness of our city and developed a city-wide action plan (PDF) to meet these requirements.

In March 2018, the City of Waterloo received an Ontario Age-friendly Community Recognition Award. This award celebrates the work of Ontario municipalities who strive to be age-friendly.

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.

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

Background

The idea of an age-friendly city builds on the World Health Organization’s active ageing framework. Active ageing is the process of optimizing opportunities for health, participation and security in order to enhance quality of life as people age. In an age-friendly city, policies, services, settings and structures support and enable people to age actively by:

recognizing the wide range of capacities and resources among older people
anticipating and responding flexibly to aging-related needs and preferences
respecting residents’ decisions and lifestyle choices
protecting those who are most vulnerable
promoting their inclusion in and contribution to all areas of community life

An age-friendly city is an inclusive and accessible urban environment that promotes active ageing across the life course, recognizing that an age-friendly community benefits all age groups. Because active ageing is a lifelong process, an age-friendly city is not just “elderly-friendly”. Barrier-free buildings and streets enhance the mobility and independence of people with disabilities, young as well as old. Secure neighbourhoods allow children, younger women and older people to venture outside in confidence to participate in physically active leisure and in social activities. The operative word in age-friendly social and physical urban settings is enablement.

Guiding tenets

The age-friendly Waterloo multi-agency committee is committed to:

accepting a collective responsibility to integrate an age-friendly community perspective within the City of Waterloo by creating meaningful relationships, good communication and common goals
thinking towards the future, not live in the past nor dwell on past occurrences
acknowledging the complexity of the issues and be willing to work in that reality
aligning the vision across stakeholders’ representative agencies
promoting inclusive and collaborative solutions
working together, for the good of all and sometimes putting others first

Mission

Multiple stakeholders come together to address common goals or issues so that the City of Waterloo is a place where all residents age safely, enjoy good health and participate fully in their World Health Organization (WHO) designated age-friendly community.

Mandate

A collaboration of community and city partners will provide leadership and direction to facilitate the City of Waterloo’s strategic plan regarding matters, issues and concerns that continue our commitment to and enhance the age-friendliness of the City of Waterloo.

To develop and enhance relationships and communications among City staff representatives, the Mayor, various other related community based organizations and agencies, health and social services professionals, in partnership with researchers and academics that will ensure our continued designation as an age-friendly city within the World Health Organization’s global network of age-friendly cities. This continued designation is based on ongoing development of programs and outcomes based on the World Health Organization’s guiding principles of an age-friendly city that includes the following eight domains:

outdoor spaces and buildings
transportation
housing
social participation
respect and social inclusion
civic participation and employment
communication and information
community support and health services

Steering committee

Strategic responsibilities

A steering committee shall be established to develop a framework to support an informed approach to actions. Ad hoc committees will be created for studies, projects and advice as needed where specific initiatives can be directed.

Develop and coordinate implementation of an Age-Friendly Action Plan in the City of Waterloo that includes community consultation at the annual forum
Prioritize issues and concerns that align with the City’s Strategic Plan
Foster partnerships among community members
Engage members of the community as key partners in making workplaces and private sector services in Waterloo more age-friendly
Work with the Region of Waterloo and the Province of Ontario to identify and act on opportunities to improve age-friendliness
Make recommendations to Council with regard to age-friendly opportunities and initiatives
Set performance indicators and outcome measures for initiatives
Monitor implementation of the action plan and regularly report on progress to Waterloo City Council and the public via an annual forum

Membership

The committee voting membership is comprised of stakeholders, citizens, and those that reside, live, work, own a property, own a business or attend a Waterloo Campus of a post-secondary institution within the City of Waterloo:

one person to take on the position of chair
one person for each of the eight domains (listed above) as outlined in the World Health Organization’s Guide to Age-Friendly Communities that should possess a demonstrated knowledge of or professional expertise in one or more of the age-friendly domains
one senior level city staff representative/liaison appointed by the City of Waterloo corporate management team (non-voting)
one elected representative from city council
one or two academic/research advisors from the University of Waterloo and/or Wilfrid Laurier University

A secretary or minute taker could be part of the committee but is not eligible to vote.

The steering committee will decide if a candidate will be assessed via an application or interview. The committee has the ability to determine the suitability and assessment of fit of a particular individual and can institute a mechanism for removal if deemed appropriate. Solicitation to fill positions that are available could be included when the city advertises for their committee members.

Ad hoc committees

Ad hoc or working groups may be established as required to complete specific research, to implement a specific project or to provide advice to the committee on a specific topic that falls within the WHO eight domains of an age-friendly city. Membership will include a member of the steering committee and advisors who may or may not be members of the committee who bring special expertise and information to the table. City staff may also be asked to join. Ad hoc committees shall be approved by the steering committee. Ad hoc chairpersons shall be appointed by the steering committee and shall be responsible for calling and chairing meetings, setting up meeting agendas, submitting minutes of meetings and the preparation of reports to the steering committee as required.

General governance

Chairperson

The chairperson shall be an active and voting member of the committee selected biannually by the committee. There is no restriction (or three terms) on tenure and the chair can continue in consecutive terms.

The process of selection of chair will be accomplished by a nominating committee that should include:

current or past chair
one city representative
one - two community members

The Chairperson shall preside over all meetings and be responsible for the overall administration of the affairs of the committees including preparation of agenda which will be circulated to committee members.

The chairperson will recognize all speakers.

If the chairperson is unable to attend a meeting, he/she shall designate a member of the committee to chair the meeting. A vice chair should be considered.

The chairperson, with support of the committee, shall provide a minute-taker who will submit the minutes for distribution to the committee members within one week following each meeting.

The chairperson shall provide a copy of the minutes to city council or the general public upon request, or be made available on the city age-friendly section of their website.

A central record of all reports to city council and all media releases shall be kept on file with the chairperson and by the committee staff liaison.

Community members

The process of selection of the eight stakeholders and citizens should be accomplished by a nominating committee as selected by the steering committee that may include:

chair
city staff representative
academic/researcher
one member from the community stakeholders

Applications for interest in one or more areas of interest will be accepted. Tenure should be for a period of two years and an option for a maximum of two further consecutive terms. A vacancy shall occur when a member resigns by sending written notice to the committee or if the term of tenure is complete.

Administration meetings

Multi-agency age-friendly Waterloo regular meetings shall be held monthly or at the discretion of the chair. Additional and special meetings will be at the call of the chair.

Meetings shall be held at Waterloo City Hall.

Notices of meetings

The committee chairperson, at a regular meeting of the committee, shall notify all members present of the next committee meeting. An agenda will be emailed at least three days in advance of the meeting.

Attendance at meetings

A member ceases to be a member when he or she fails to attend three consecutive regular meetings of the committee, unless excused by resolution of the committee.

Quorum and decision making

Each member shall have one vote except the senior city staff representative.

Quorum shall constitute 50 per cent plus one of the voting members on the committee.

All votes shall be determined by a simple majority of voting members (50 per cent plus one).

The mover of a motion speaks to the motion and is the last person to speak. All other members speak once for up to five minutes, and are permitted to reply to comments made by other members.

Meetings of the committee are not open to the public, although members of the public may be invited from time to time to address the committee on specific matters.

Conflict of interest

If a committee member attending a meeting considers that he or she is not entitled to participate in the discussion of a matter or to vote on a question in respect of a matter because the member has a direct or indirect pecuniary interest in the matter, the member must declare this and state why he or she considers this to be the case and immediately leave the meeting or the part of the meeting during which the matter is under consideration.

Member remuneration

Volunteer members of the committee shall serve without remuneration, and no member shall directly or indirectly receive any profit from his/her position.

Public relations

All media contact shall be made through the chairperson or his/her designate and City of Waterloo communications department. Media shall not attend regular general meetings.

The chairperson or his/her designate must approve any media release.

The chairperson, working with City of Waterloo communications department will provide updates to WHO as required and post updates to WHO’s global network.

The committee reserves the right to deny publicly any statement or report released without the proper approvals.

Other procedural matters

Where any procedural matter is not covered by these operating procedures, Robert’s Rules of Order shall govern the deliberations of the committee.

2017-02-10

Waterloo Award Committee

The Waterloo Award Committee reviews applications and makes a recommendation to council for the Waterloo Award.

Contact 519-747-8777 to reach the staff person responsible for this committee.

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

Department linkage - human resources

Staff support - one staff person from the human resources

Meeting frequency - as needed during the application review period

Code of conduct - code of conduct for members of advisory committees

Legislative services review date - March, 2018

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.

Sunset date - none

Inter-agency committees

Inter-agency committees are appointed by local agencies and generally have their terms of reference endorsed by city council.

Grand River Accessibility Advisory Committee

The Grand River Accessibility Advisory Committee (GRAAC) advises seven municipalities within the Region of Waterloo to fulfill the purpose of the Accessibility for Ontarians with Disabilities Act by providing advice in regards to the removal of all levels of barriers.

Recruitment for GRAAC typically opens in mid-September each year for the term starting January of the following year. The committee consists of a maximum of 15 members and is a four-year term. Recruitment is dependent on spaces available.

Meetings and agendas

View upcoming GRAAC meetings and agendas.

Terms of reference

Name of committee

The committee shall be known as the Grand River accessibility advisory committee or “GRAAC".

Legislated definitions

"Barrier" means anything that prevents a person with a disability from fully participating in all aspects of society because of his or her disability, including a physical barrier, an architectural barrier, an information or communications barrier, an attitudinal barrier, a technological barrier, a policy or practice; ("obstacle").

"Councils" means the elected councils of the participating municipalities.

"Disability" means,

(a) any degree of physical disability, infirmity, malformation or disfigurement that is caused by bodily injury, birth defect or illness and, without limiting the generality of the foregoing, includes diabetes mellitus, epilepsy, a brain injury, any degree of paralysis, amputation, lack of physical co-ordination, blindness or visual impediment, deafness or hearing impediment, muteness or speech impediment, or physical reliance on a guide dog or other animal or on a wheelchair or other remedial appliance or device

(b) a condition of mental impairment or a developmental disability

(c) a learning disability, or a dysfunction in one or more of the processes, involved in understanding or using symbols or spoken language

(d) a mental disorder, or

(e) an injury or disability for which benefits were claimed or received under the insurance plan established under the Workplace Safety and Insurance Act, 1997; ("handicap")

“Legislation” means the Ontarians with Disabilities Act, 2001, as amended or the Accessibility for Ontarians with Disabilities Act, 2005, as amended, as applicable.

"Participating Municipalities" means the municipalities listed in Section 15 of these terms of reference.

Purpose of provincial legislation

The purpose of the Province of Ontario’s accessibility legislation is to improve opportunities for persons with disabilities and to provide for their involvement in the identification, removal and prevention of barriers to their full participation in the life of the Province.

Mission statement of the Grand River accessibility advisory committee

The Grand River accessibility advisory committee shall assist the participating municipalities in fulfilling the purpose of the legislation by providing vision and advice in regards to the identification, prevention, and removal of barriers.

Mandate

The authority to establish the Grand River accessibility advisory committee exists under the provisions of the legislation.

The Grand River accessibility advisory committee shall operate in accordance with the procedures set out in this document.

The Grand River accessibility advisory committee is the advisory committee to participating municipalities for fulfilling the purpose of the Legislation.

Legislated duties and functions

In fulfilling the purpose of the legislation, the Grand River accessibility advisory committee shall:

Advise councils, as required by legislation, regarding the preparation, implementation and effectiveness of the accessibility plans of the participating municipalities

Advise participating municipalities on the accessibility of buildings, structures or premises, or part of a building, structure or premise, that the municipalities lease, purchase, construct or significantly renovate

Review in a timely manner and advise participating municipalities on the accessibility of site plans and drawings described in section 41 of the Planning Act that the Grand River accessibility advisory committee selects, having regard to the approved barrier-free best practices of the participating municipalities

Perform other functions specified in the legislation and any associated regulations.

Other duties

The Grand River accessibility advisory committee may undertake the following duties provided that the legislated duties and functions set out in section 6 are being addressed to meet statutory requirements:

Review matters provided for review from participating municipalities and respond with advice as appropriate

Consult with persons with disabilities, community groups and organizations representing persons with disabilities in order to capture and communicate emerging issues to participating municipalities

Refer issues and make recommendations or suggestions for action to appropriate groups, agencies, committees and organizations in the community to address barriers that affect persons with disabilities

Provide advice to participating municipalities on ways to address issues for the inclusion of persons with disabilities relating to the provision of the services provided by the participating municipalities

Provide advice to participating municipalities with respect to government directives and regulations relating to the status of persons with disabilities including regulations for the legislation

Provide advice on existing and proposed procurement processes of the participating municipalities with respect to the purchase of goods or services with regard to accessibility for persons with disabilities

Liaise with other local accessibility advisory committees including, but not limited, to the City of Cambridge and the City of Guelph

Provide feedback to participating municipalities regarding these terms of reference and advise on changes if required. Changes must comply with statutory requirements and shall require the ratification of participating municipalities

Committee size and composition

Voting members

The committee will be comprised of 11 - 15 volunteer laypersons or agency representatives appointed by the councils of the participating municipalities, with one vote each, represented as follows:

a majority of the members shall include persons with disabilities representing the interests of citizens with varying disabilities. These committee members shall reflect the cross-disability nature of the definition of “disability”
remainder of the committee could include;

parents/caregivers of a person with a disability, who may also be persons with a disability
laypersons interested in disability issues, who may also be persons with a disability
staff representatives from agencies related to disability issues

Although no residency requirement is outlined under Provincial legislation, municipalities will strive to ensure representation of members from all the participating municipalities.

Other participants council liaisons:

Mayors of participating municipalities and the regional chair will serve in a non-voting ex officio capacity. Members of councils of the participating municipalities are invited to attend all meetings and may liaise on issues relating to their municipality and communicate their municipality’s perspective on matters. Councillors will act in a nonvoting capacity.

Staff advisors:

Each participating municipality will assign one staff advisor to attend meetings of the Grand River accessibility advisory committee to serve in an advisory/resource capacity. Other staff may participate for specific issues. Staff advisors will serve in a non-voting capacity. Staff advisors may advise on procedural matters relative to how a meeting is to be conducted giving regards to these terms of reference and Roberts Rules of Order. When appropriate, staff advisors may consult with the co-chairs to clarify such matters.

Staff advisor group

Staff advisors shall participate on the GRAAC staff advisor group and assist in identifying issues that need review by the Grand River accessibility advisory committee. The Grand River accessibility advisory committee may call upon the resources of the staff advisors as needed. The co-chairs of the Grand River accessibility advisory committee will work in consultation with the staff advisors to set the agenda for each meeting. The staff advisors will convey the feedback and advice of the Grand River Accessibility advisory committee back to participating municipalities.

Selection and qualifications of members

GRAAC is an advisory committee of the participating municipalities. Recruitment and selection of members is the responsibility of the participating councils. The task of recommending members is assigned to the members of the staff advisor group who are responsible for carrying out a bias-free recruitment and selection process, and for submitting the names of persons or agencies recommended for appointment to their respective councils for approval.

Committee members are chosen for their life experience with a disability and their knowledge of such and/or expertise in barrier-free initiatives or disability issues. Each member of the committee shall serve as an independent representative to the committee and shall give regard to the concerns of diverse disability groups. Applications from agencies are accepted based on the agency’s merit to represent persons with disabilities; the agency may determine who from their organization may represent them on GRAAC.

In order to avoid potential conflict of interest, employees of participating municipalities are not eligible to be voting members of the Committee.

Term of appointments

The term of appointment for voting members of the Grand River accessibility advisory committee shall be fours years to a maximum of eight continuous years.

Committee procedures and operations

Co-chairs

Co-chairs will be elected from among the committee members annually at the first meeting of the new committee and will preside over meetings and committee business. Co-chairs may not chair sub-committees of the Grand River accessibility advisory committee.

Sub-committees

As required, sub-committees may be established. The committee will approve terms of reference for each sub-committee created and each sub-committee shall operate in accordance with its terms of reference. Sub-committees may draw upon members from the Grand River accessibility advisory committee and may also include individuals who are not members. This may include, from time to time, individuals or organizations with a particular area of expertise. Staff advisors and council liaisons shall not be voting members of sub-committees. Their role is to serve in an advisory/resource capacity and provide input on matters that relate to their respective municipalities.

Minutes and agendas

The GRAAC staff advisor group will assign an administrative support person to serve the Grand River accessibility advisory committee. Minutes will be taken and distributed by the administrative support person. Agendas will be assembled and distributed by the administrative support person in consultation with the co-chairs. Agendas and minutes will be distributed electronically or in an alternate format upon request no less than one week prior to the meeting and will be sent to all members of the Grand River accessibility advisory committee, the GRAAC staff advisor group and council liaisons.

Minutes of meetings will be managed in accordance with municipal records management practices. Minutes and agendas will be made available in alternate formats upon request. Approved minutes will be posted on all participating municipalities’ websites. The participating municipality that provides administrative support to GRAAC shall be the keeper of the original agendas and minutes.

Meetings

Members of the Grand River accessibility advisory committee will determine a schedule of dates, times and location of meetings. The committee will meet no less than four times each year. Meetings will be open to the public except if the subject matter being considered is within a category defined in section 239 (2), (3) or (3.1) of the Municipal Act 2001 as amended, in which case the meeting may be closed. When a matter is considered in a closed meeting, members shall maintain confidentiality of the subject matter.

Quorum

A quorum shall consist of a majority of the voting members appointed to the committee. 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.

Voting

Members will work toward a consensus model for decision making; if this is not possible a simple majority vote will be held. In the event of a majority vote all voting members who are present have the right to vote in favour of the motion, in opposition of the motion or to abstain from voting. In the instance of a tie, the co-chair chairing the meeting will break the tie. The co-chair may vote on any motion.

Delegations

Delegations are welcome to attend meetings of the Grand River accessibility advisory committee for issues that fall within the guidelines of these terms of reference. Delegations may address the committee for five minutes and the committee may grant an additional five minutes. Delegations will be approved by the co-chairs and a delegation guide will be completed for each delegation.

Reporting and communication

The committee will provide advice and feedback to participating municipalities through the GRAAC staff advisor group. The co-chairs or other approved member of the committee will be the official spokesperson to the media and the public.

Conflict of interest

Voting members will be subject to the conflict of interest policy attached as schedule “A” to these terms of reference. All voting members, staff advisors and council liaisons shall abide by the policy. Persons in violation of the policy may be asked to refrain from active participation with the committee at the discretion of the participating municipalities.

Absences

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

Remuneration

Committee members shall serve without remuneration. Expenses related to the accommodation of voting members who are persons with disabilities and which are necessary to facilitate a voting member’s participation in the activities of the Grand River accessibility advisory committee shall be compensated in accordance with the GRAAC accommodation procedure.

Dissolution of the committee

Formal dissolution of the committee will require a resolution from the councils of the participating municipalities. Dissolution of the committee may be triggered by one of the following:

expiration of term
completion of task or mandate
resolution of issues
legislative requirement no longer exists
merger with another committee
following the annual review process
recommendation by the Grand River accessibility advisory committee, staff, or council of the participating municipalities

Participating municipalities

The participating municipalities are the municipalities of:

City of Kitchener
City of Waterloo
Township of North Dumfries
Township of Wellesley
Township of Wilmot
Township of Woolwich
Regional Municipality of Waterloo

Schedule “A” conflict of interest policy

Operating principles

Members of the Grand River accessibility advisory committee (GRAAC) have a duty to conduct themselves in an impartial and objective manner. While the municipalities value the participation of citizens on GRAAC, it is recognized that appointees have a broad range of interests and, from time to time, actual or potential conflicts of interest or the appearance of such conflicts may arise.

The purpose of this policy is to enable the committee to deal with such conflicts in as open and appropriate a way as possible. It is understood that members of the GRAAC 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 reasonable expenses may be paid in the performance of their duties.

If the councils of the participating municipalities determine, at their discretion, that a member has failed to fulfill their obligations pursuant to this policy, the councils may remove the member from the committee. No notice is required, nor any hearing of the matter, prior to the councils making the decision to remove the member.

Policy 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;

"Participating Municipalities" means, the municipalities listed in section 15 of the Grand River accessibility advisory committee terms of reference. “Committee” is the Grand River accessibility advisory committee as established by the participating municipalities.

“Immediate family” means a parent, child, spouse, partner or common- law spouse of a member.

“Member” is an individual formally appointed to the committee by the councils of the participating municipalities, but does not include any elected member of municipal council or a member of municipal staff.

Conflicts

Conflicts of 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 actual, potential or apparent. 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.

Declaring a conflict

It is important that members be sensitive to appearance and perception, and err on the side of transparency. In case of conflicts, whether actual, potential or apparent, members are expected to fully disclose the conflict 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.

Where the number of members who, by reason of conflict, are disallowed from participating 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.

Acceptance of policy

Each member will receive a copy of this policy. Members will be asked to sign an acknowledgement stating that they have received, read and accepted the policy in its entirety and that they agree to be bound by its terms.

Town and Gown Committee

The Town and Gown Committee works to improve relationships with the universities, college, students, city staff, police and the community. The goal is to communicate shared concerns, such as neighbourhood development, housing and health and safety. The committee supports volunteer programs, local events and economic activities.

Contact 519-747-8777 to reach the staff person responsible for this committee.

Student housing

The Committee has produced a 2023 student accommodations report (read disclaimer below). General findings and next steps were presented to council.

Student housing disclaimer

The Town and Gown committee student housing working group has undertaken some student housing survey and supply-demand work. The Town and Gown committee is sharing this information for the sole purposes of increasing knowledge and awareness of housing geared towards students in the City of Waterloo. The data is by no means comprehensive and has limitations, should not be used by any person or party for decision-making, and the availability of the data is in no way an endorsement of any of the properties/addresses identified. In addition, the data does not embody any official position, opinion or responsibility to the readers by the above committee or groups or anyone else. Nothing in the data relieves the right and responsibility of the readers from undertaking their own surveys or assessments and forming their own conclusions in the light of their own research, information and judgement.

Everyone who views the information/data must read all the information contained within this disclaimer in full as well as the respective data notes. Everyone who views this information/data is responsible for reading and acknowledging the limitations of this information/data. Any statements, conclusions and/or assumptions based on this data made by non-Town and Gown committee members are made without the authorization of the committee and are not the opinion of the committee.

The Town and Gown committee recognizes that there is no legal definition of 'student housing,' nor can student housing ever be recognized through licensing or zoning by the laws of Ontario. Students, similar to any other social, demographic, political, religious or economic group, are free to reside in any housing type located in any neighbourhood. Therefore, student housing is referred to as housing targeted at/geared towards the student market. Notwithstanding the foregoing, for convenience purposes, the terms student housing, student centric, and student oriented housing will still occasionally be used.

Terms of reference

Guiding principles

Accepting a collective responsibility to integrate the post-secondary educational sector and city life by creating meaningful relationships, good communications,and common goals
Thinking towards the future, not live in the past nor dwell on past occurrences
Acknowledging the complexity of issues and be willing to work in that reality •Aligning the mission across members’ agencies
Promoting inclusive and collaborative solutions
Working together, for the good of all, and sometimes putting others first
Focusing collective efforts on actionable items, which are designed to affect change within the community
Terms of reference and actions will seek to align with all member organizations’shared strategic direction to provide a welcoming and inclusive community

Mission

A seamlessly connected community where students and non-students are proud to call the City of Waterloo and the Waterloo Region their home.

Mandate

To develop and enhance relationships, communications, and policies among the universities, college, students, the City, law enforcement, and the community. This mandate would be achieved by addressing issues of common concern, which include but are not limited to, neighbourhood development/community relations, housing, the environment, economic activities, charitable volunteer programs, recreational and cultural events, health and safety issues, and academic outreach.

Town and Gown Committee

The Town and Gown Committee is established to work through a collaborative approach to address issues and concerns within the framework of the Committee’s strategic plan. Topics and projects shall be decided upon by the Committee and implemented through working groups as they are established, with a focus on recognizing community impact, streamlining issues and concerns into high-level actions, facilitating community connection opportunities, and creating and monitoring communication strategies for engagement.

Responsibilities

Provide a multi-disciplinary forum for open discussion on issues in common among and between all groups and individuals related to Town and Gown
Facilitate open communication among constituent groups and promote recognition of community impact through strategic communications
Create, monitor, and evaluate working groups for studies, projects, and tasks as needed
Identify and address specific issues and concerns by expanding collaborative approaches within the Committee and working groups
Develop and review a Town and Gown strategic plan through a working group, every four years to align with City and members’ strategic planning and budget processes
Collaboratively set performance indicators and measure success of initiatives for Town and Gown work plans that are in line with the strategic plan
Advocate for the inclusion of Town and Gown mission into the strategic plans of those organizations associated with the Committee
Identify and allocate funding opportunities to support the Town and Gown Committee’s strategic priorities and mandate
Facilitate opportunities for connecting with students and the broader community
Pursue and maintain relationships with external community connections, such as members of equity-deserving groups, organizations with specialized expertise, and student clubs and student body representatives
Inform leaders of organizations within Town and Gown of larger challenges, issues, and trends when applicable

Membership

The Committee’s membership is comprised of individuals within the Waterloo Region that have a relationship to the post-secondary institutions of University of Waterloo, Wilfrid Laurier University, and Conestoga College, and voluntary residents-at-large as set out below. Each institution should select individuals to attend Town and Gown meetings based on expertise and term duration.

Organization	Member
City of Waterloo	3 City of Waterloo staff 1 city councillor
City of Kitchener	1 staff representative
Regional Municipality of Waterloo	1 staff representative
Waterloo Regional Police	1 North Division designate (non-voting)
Conestoga College	1 senior administrator 1 student representative
University of Waterloo	2 senior administrators 2 student representatives (undergraduate and graduate)
Wilfrid Laurier University	2 senior administrators 2 student representatives (undergraduate and graduate)
Residents-at-large	Up to 4 residents Residents-at-large members must adhere to the City of Waterloo Committee Policy

Working groups

Working groups may be established to action emerging items by conducting specific research, implementing a defined project, or providing advice to the Committee on a particular topic during an identified timeline.

Responsibilities

Collecting, analyzing, and sharing information about identified topics with the Town and Gown Committee
Adhering to the specific focus or task assigned to the working group
Oversee the implementation of strategies and priorities through action, when applicable
Creating actionable work plans based on funding available to the Town and Gown Committee
Establish timelines for reporting to the Committee, at least twice each year
Collaborating with external community connections
Pursue and maintain relationships with external community connections

Membership

Working Groups are comprised of voluntary members of the Town and Gown Committee, and may include external community connections.

The chair or vice chair of a working group may invite local experts with lived experience to participate on working groups, as external community connections, to share their knowledge, experience, and perspectives pertaining to their area of focus. External community connections may include, but are not limited to, equity-deserving community members, organizations with specific knowledge and expertise, and student representatives from relevant student clubs and associations. Some examples include but are not limited to, 2SLGBTQ+ students, international students, and Indigenous students and members of the community.

A working group chair and vice chair shall be nominated to preside over a working group. They shall be responsible for the overall administration of the group, including providing updates to the Town and Gown Committee.

Once a working group has fulfilled their purpose, they shall be dissolved, including the working group chair and vice chair positions.

General Governance

Chair and Vice Chair

As a best practice, the chair shall serve a two-year term to a maximum of two terms. A vice chair shall be established alongside the chair. If the chair is unable to attend a meeting, the vice chair shall preside over the meeting in their absence.

The chair and vice chair shall preside over all meetings of the Town and Gown Committee.

In camera items shall be referenced in the minutes without disclosing confidential information.

City of Waterloo staff will prepare and distribute agendas and minutes of Committee meetings.

Community-facing materials produced by the Committee and working groups should be AODA compliant.

Administration

Meetings

Town and Gown Committee meetings shall be held six times per year as established by the Committee. Additional and special meetings will be at the call of the chair or vice chair.

Meetings shall be held in person (at a rotating location), in the hybrid format, or online, as decided upon by the chair or vice chair.

Meeting times may be modified, based on a simple majority of members.

Working groups shall meet as regularly as their chair or vice chair of the group sees fit, in order to fulfill their purpose.

Notice of meetings

Each agenda presented to the Committee will reflect the meeting date, time, and location.

Attendance at meetings

If any member fails to attend three consecutive regular meetings, without being excused by a resolution of the Committee, the chair or vice chair may notify the organization that appointed that member of their failure to attend and request that the member be removed and a new representative appointed.

Institutional representatives may delegate another member within their organization to attend on their behalf.

Appointments and vacancies

Residents-at-large Committee members shall be appointed following the City of Waterloo Committee policy. The term of office of resident-at-large Committee members shall be two years.

Organizations shall appoint a member to the Committee to fill a vacancy in their membership. Institutional members shall not have a set term of appointment.

A vacancy shall occur when a member or a member group resigns by sending written notice to the Committee. Residents-at-large may resign following the City of Waterloo Committee Policy.

All members, including external community connections, must maintain confidentiality when receiving and viewing confidential information from the Committee or working groups.

Quorum and decision making

Each member shall have one vote. The Waterloo Regional Police Service representative is a non-voting member.

The quorum for a meeting shall be a majority of voting members.If quorum is not met, the Committee shall not make any formal decisions.

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.

External community connections are non-voting members if or when attending Town and Gown Committee meetings.

Public relations

Media inquiries should be referred to the relevant member organization.

Boards

City council has representation on the following external boards:

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