Committees

Terms of reference

Date approved by council - September 10, 2018

Mandate

The Advisory Committee (ACC) understands culture to be broadly inclusive of:

• arts, heritage and libraries

• cultural industries

• creative services

The ACC also advises council and staff on cultural development in the City of Waterloo.

1. to participate by representation in City of Waterloo initiatives or projects or committees deemed to have a cultural impact

2. to act as an informed resource for staff and council by responding to requests for information or advice sent directly to the ACC by council or staff

3. to act as a liaison between council and the cultural community by anticipating and responding to the information needs of both

4. to initiate and pursue opportunities to enhance the cultural environment of the City of Waterloo

5. to participate in, monitor and regularly evaluate all plans and policies which are expected to have an impact on the cultural life of the community

Goals/objectives

Goals:

1. that council and staff embrace culture as the “fourth pillar of sustainability” in Waterloo along with economic, environmental and social factors

2. that council accept and appreciate its legislative authority to support culture by providing resources consistent with culture’s importance to the community’s well- being

3. that culture be integrated into all planning activities of the City of Waterloo

4. that council and staff complete and implement a comprehensive corporate cultural strategy, including a logical model for cultural funding that reflects the values and desires of our community

Objectives:

1. to participate fully in the development and implementation of a culture plan for the City of Waterloo

2. to ensure that the City’s commitment to supporting cultural activity and infrastructure is equitable to support for other recreation and leisure activities and infrastructure

3. to meet with other local municipal culture advisory committees on a regular basis

Reporting to council

The committee shall report to council at minimum three times annually, additional reporting as required.

Enabling legislation, bylaw or staff report:

Municipal Act (2001) section 11 (3) 5: “A lower-tier municipality and an upper-tier municipality may pass bylaws, 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 8 to 10 generally recruited members with an active interest in cultural activities (with at least one being a faculty or staff member of a local post-secondary institution with focus in the area of culture) along with one representative of the following organizations:

• one representative of the Canadian Clay and Glass Gallery (either board or staff)

• one representative of the Waterloo Community Arts Centre (either board or staff)

• one representative of the Waterloo Public Library (either board or staff)

• one representative of the municipal heritage committee

• one representative of the uptown vision committee

• one representative of the Waterloo economic development committee

Skills requested

Preference given to persons who have significant experience in the arts and culture sector, or cultural industries with specific skills such as engineering, curation, urban planning, art history, architecture or landscape architecture.

Administration section

Department linkage - community services (cultural and recreation services)

Staff support - manager, cultural development

Meeting frequency - monthly, approximately 12-15 meetings annually

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 

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/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)

Meeting frequency - approximately four meetings per year, more as needed

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.

Date approved by council - August 13, 2018

Mandate

The community grants committee (hereafter referred to as “the committee”) reviews applications for various community and neighbourhood services grant programs and determines the allocation of available funds. This includes the community cash grants program and the neighbourhood matching fund program, but may also include new granting programs and ad hoc grants with a community-building focus. The committee also works with staff on an ongoing basis to improve granting processes.

Goals/objectives

For the community cash grants program, committee members are responsible for:

• convening in winter each year for an orientation/briefing and grant package distribution
• reviewing community cash grant applications related to recreation and sports, arts and culture, festivals and events, and neighbourhoods in accordance with the program policy
• meeting in winter to discuss all community cash grant applications as a committee and to make decisions about applicant eligibility and alignment with the community cash grants policy, application quality, and grant funding allocation to allow for funding distribution by early spring of the fiscal year

For the neighbourhood matching fund program, committee members are responsible for:

• convening in the spring and fall of each year for an orientation/briefing and/or grant package distribution
• reviewing all applications for resident-led neighbourhood-based initiatives and projects in accordance with the program policy
• meeting in spring and fall of each year to discuss all applications as a committee and to make decisions about applicant eligibility and alignment with the
• neighbourhood matching fund policy, application quality, and grant funding allocation to allow for funding distribution within 4 - 6 weeks of the application deadline

From time to time, the committee may also be required to convene to help with review of applications and funding allocation for new granting programs and ad hoc grants with a community-building focus.

Reporting to council

Council will be advised of the funding allocations, as determined by the committee, following each round of funding via an informational report to council.

Enabling legislation, bylaw or staff report

M-004 – community cash grants policy M-007 – neighbourhood matching fund policy

Committee composition:

• general members - five to eight
• council members - one liaison

Any external organization providing funds to a community and neighbourhood services grant program will be provided the opportunity, if desired, to have one staff member as a non-voting member of the committee while associated grant applications are reviewed.

One to four city staff from community and neighbourhood services unit and arts and culture unit will support the committee, providing advice related to their respective roles, as appropriate for the grant applications being considered. Staff will be non-voting members of the committee.

Skills requested

It is important for the community grants committee members to have a background in and/or awareness of the needs of eligible grant applicants. These include:

• neighbourhood community-building
• arts and culture
• festivals and events
• sports and recreation

Preference will be given to those with experience with grassroots organizations, nonprofit sector and/or community-building activities. Prior experience with grant funding allocation will be considered an asset. The committee would also benefit from members with a background in financial reporting.

Administration section

Department linkage - community services

Staff support - depending on the grant program, one to four staff will support the committee

Meeting frequency - six to ten meetings per year. Attendance at all meetings is mandatory

Code of Conduct - code of conduct for members of council

Legislative services review date - July 24, 2018

Conforms to the city policy - yes

Sunset date - n/a

Date approved by council - September 10, 2018

Mandate 

The uptown vision committee will provide input and advice to council and staff on matters pertaining to issues impacting the economic, social, cultural, environmental, physical and educational situation in order to strengthen the uptown core.

Goals/objectives

The uptown vision committee will:

• act as a strategic planning advisor on matters related to the uptown consistent with the council adopted uptown vision

• provide input and advice on project/issues related to the uptown vision, budget requirements for uptown projects, and communications of uptown initiatives

• review any matter or issue related to the uptown referred to the committee by council or staff that requires review, evaluation or input from the public as whole, in keeping with the council adopted uptown vision

• advise in the preparation, maintenance and updating of the overall vision of the uptown, which includes continuously assessing the present situation and identifying emerging conditions

• provide input to council on matters related to land use, transportation, developments and beautification etc. in a manner consistent with the council adopted uptown vision

• form a subcommittee(s) of its members and/or including members of other interest groups to deal with any specific issues/events that have been assigned to it by council and/or staff. Such subcommittees shall deal only with the matter or question referred to it for consideration, and shall be disbanded upon completion of the assignment.

Reporting to council

At minimum, one staff report or presentation at a council meeting annually, with additional, as required.

Enabling legislation, bylaw or staff report

CORP2018-054

Committee composition:

• 7-9 generally recruited members

• representative from the following groups:

  • Uptown Waterloo BIA

  • trails and transportation advisory committee

• 1 plus member(s) of council

Skills requested

Members with a broad interest in the uptown.

Administration section

Department linkage - economic development

Staff support - administrative assistant, economic development

Meeting frequency - 10 meetings annually, monthly

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

Legislative services review date - July 2018

Conforms to the city policy - yes

Sunset date - none

Terms of reference

Date approved by council - October 17, 2016

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/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/or events that are consistent with the sustainability program and strategy and program, and
• communicates with other advisory committees, citizens, groups, organizations and staff to support the sustainability mandate

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 by July 18, 2016 and via staff report CORP2016-066.

Committee composition:

• 8 - 12 members generally recruited
• 1 student resource position
• 1 council liaison

Skills requested

The committee should be comprised of a mix 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 & 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 - September 19, 2016

Conforms to the city policy - yes

Terms of reference

Date approved by council - September 10, 2018

Mandate

The Waterloo advisory committee on active transportation provides advice to council on existing and proposed modes of transportation for the planning and development of a safe, sustainable and accessible transportation system.

Goals/objectives

 The role of the committee is to advise Council on matters that lead to the following:

1. expanded and improved transportation systems by commenting on draft policies, studies, master plans and land development proposals

2. enhanced connectivity for people and goods movement

3. enhanced access to the system including nodes of access with parking

4. awareness raised about economic benefits of sustainable transportation

5. awareness raised for healthy lifestyle options for commuter and recreation travel

6. reduced reliance on automobiles

7. partnerships built to fund and promote walking and cycling networks, and to educate citizens to cycle safely

8. inter-municipal transportation links and committees and joint ventures

The Committee shall provide advice specifically through:

1. commenting on draft policies, studies, master plans and land development proposals

2. exploring and reporting to Council best practices for a safe, sustainable and accessible transportation system

3. reporting to Council on measurements of success

4. enhanced connectivity for the movement of people

5. raising awareness for healthy lifestyle options for commuter and recreational travel

6. assisting with encouraging and building partnerships by promoting walking and cycling networks.

Reporting to council

The committee shall provide an annual update of activities on committee night, report through committee comments in staff reports or via committee report. 

Enabling legislation, bylaw or staff report

CORP2018-054 

Committee composition:

• 7 – 13 members generally recruited members

• 1 member of council

Skills requested

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

Administration section

Department linkage - Integrated Planning & Public Works, Engineering Services, Active Transportation

Staff support - one technical support, one administrative support

Meeting frequency - monthly

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: n/a

Terms of reference

Date approved by council - October 24, 2016

Sunset date - n/a 

Mandate 

The mandate of the Waterloo economic development committee is to advise council and staff on matters relating to the economic development program. The committee will act as a resource on economic development projects, initiatives and act as a conduit to the business community. 

Goals/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 revised terms of reference formed staff report CORP2016-094, October 24, 2016. 

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 - October 17, 2016

Conforms to the city policy - yes

Terms of reference

Date approved by council - September 10, 2018 

Mandate

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

Goals/Objectives

1. provide advice and input into the implementation of the prioritized list of master plan initiatives based on defined funding for Waterloo Park.
2. provide advice and input in the prioritization of planning and construction initiatives on an annual basis.
3. provide advice and input into investigating partnership opportunities to support project initiatives identified in 2009 master plan.
4. provide advice and input in the development of a marketing strategy to promote the community services offered by Waterloo Park.
5. 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 Master 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 Master Plan.

Visit the Friends of Waterloo Park webpage to learn more about the group.

Terms of reference

Date approved by council - October 17, 2016

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 bylaw, fence bylaw, property standards bylaw and rental housing licensing bylaw. 

Goals/objectives

The relevant bylaws detail the conditions on which the tribunal shall meet to consider an application for a minor variance to the fence bylaw or apply to confirm, modify or rescind decisions made by the director of municipal enforcement as it relates to the business licensing bylaw and rental housing licensing bylaw.

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 bylaw. 

Reporting to council 

Decisions of the tribunal as they relate to the fence bylaw can be appealed to council. 

Enabling legislation, bylaw or staff report 

Business licensing bylaw 2014-085, fence bylaw 2013-017, property standards bylaw 2011-122 and rental housing licensing bylaw 2011-147 

Committee composition

5 members of the public appointed for the term of council.

Applicants are not required to reside, own property, own a business, work in the City of Waterloo or attend a Waterloo Campus of a post-secondary institution to apply for the tribunal. 

Skills requested 

Preference will be given to eligible candidates: 

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

Administration section 

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 

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/objectives

The dog designation appeal committee members shall:

1. 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

1. 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

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

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. The auditor’s report is also submitted to the host council and they are entitled to recover the auditor’s costs if there was no apparent contravention and the MECAC finds no 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 

A pool of ten members for MECAC will be developed and approved by the clerks of the participating municipalities. Advertisements, including postings on the respective municipal websites, will be placed to solicit membership for the MECAC pool. Previous MECAC members may be contacted, along with direct contacts by municipal staff. 

The clerks of the participating municipalities will meet to review the applications. Approval of the appointments will be delegated to each of the afore-mentioned clerks by their respective councils and the approved names will be put forward to each council for their information. Appointments to the MECAC pool will be approved by a majority vote of the clerks. 

Criteria used to determine membership in the MECAC pool may include:

• demonstrated knowledge and understanding of municipal election finance rules
• analytical and decision-making skills
• availability for meetings during the day or evening
• previous committee experience, etc.
• expertise in:
  • accounting and audit
  • academic with expertise in political science or local government
  • legal
  • other individuals with 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
• any persons who are registered third parties in the municipality in the election for which the committee is established

Term of office and review 

The term of office of the MECAC pool is the same as the term of council, December 1 of an election year to November 14 of the subsequent election year. 

The establishment of this committee and its terms of reference will be reviewed prior to the start of the next term of council in 2022.

Committee Composition and Membership 

When an application is made to MECAC, the clerk of the host municipality shall determine the composition and membership of the MECAC. 

To determine the composition, the MECAC will be composed of not fewer than three and not more than seven members from the MECAC pool. It is at the full discretion of the clerk of the host municipality to determine the number of members, within this range, that will be required for a MECAC meeting. 

To determine membership, the clerk 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 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.

Meetings 

Meetings will be held as required under the provisions of the act. The time frames for receiving applications and holding meetings shall be as established by the act. 

Agenda and minute preparation for the meeting 

The clerk of the host municipality will be responsible for determining the location of the meeting, scheduling the meeting, preparing the meeting agenda and taking minutes for the meeting. All expenses will be paid by the host municipality. 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. 

Closed meetings of committees 

The meetings of MECAC shall be open to the public, but MECAC may deliberate in closed session as needed and will follow the procedures of the host municipality. The clerk of the host municipality is responsible for conducting the closed meetings 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 bylaw of the host municipality and Roberts Rules of Order as required.

Remuneration 

Members of the MECAC shall be paid a rate of $175 per meeting plus the applicable mileage rate from the host municipality. Expenses will be paid by the host municipality. 

Conflict of interest policy

Members of the MECAC will conform to the conflict of interest policy, attached as Schedule “A” to these terms of reference. 

Removal of members

The current MECAC may recommend to the host clerk 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 Conflict of Interest Act and/or the Municipal Elections Act, 2001
• the member being in contravention of the code of conduct and/or procedural bylaw of the host municipality
• other legal issues 

The clerk of the host municipality may select another person from the MECAC pool if necessary. 

Errors/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.

Policy application

This policy applies to the Municipal Elections Act 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 potential 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 arty 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.

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 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. 

Quorum 

Where the number of members who, by reason of conflict, are disabled 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.

Terms of reference

Date approved by council - September 10, 2018

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 bylaws, and alteration of individual designated properties or districts.

Goals/objectives

1. recommend to council properties and districts that warrant designation under the Ontario Heritage Act
2. recommend to council properties that warrant listing as non-designated properties of cultural heritage value/interest on the Municipal Register of Heritage
3. advise council on the identification and management of cultural heritage landscapes
4. review and comment on heritage permit applications and heritage impact assessments
5. review and comment on all demolition permits
6. advise council on heritage conservation policies in the official plan, official plan amendments, and other plans and strategies
7. promote public participation in heritage matters through education and information sharing
8. 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
• one member of council
• members of the community at large
• representative of (each) Heritage Conservation District

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 - July 2018

Conforms to the city policy - yes

Sunset Date - none

Terms of reference

Date approved by council - September 10, 2018

Mandate

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

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

Goals/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

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/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 

Mayor's forum

Join us for the 10th annual mayor's forum on age-friendliness was held in November 2018. Check back in 2019 for info on the next forum.

Past event summaries

• 2017
• 2016
• 2015
• 2014

WHO designation and committee research

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. 

Membership in this network connects us to a global network of aging experts, providing guidance on developing and implementing age-friendly approaches.

To receive this designation, we developed an assessment tool of the age-friendliness of our city and developed a city-wide action plan (PDF).

Our WHO membership is contingent upon demonstrating continual improvement. The committee and city staff are working in partnership with Dr. John Lewis of the University of Waterloo to continually assess and improve our age-friendliness. 

In 2018, Dr. Lewis and a team of graduate students from 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.

Bridges program

The city and committee have developed an intergenerational learning program, Bridges, funded in part by the Government of Canada's New Horizons for Seniors Program. 

Intergenerational learning involves any set of planned activities between two or more generations that typically involve the sharing of knowledge, skills or life experiences. It is based on a desire to combat ageism and age segregation by creating opportunities for interaction across generations.

To register to become part of the program, or to learn more, visit the Bridges website. Learn more about the program offerings from an article posted in KitchenerToday! 

Ontario Age-friendly Community Recognition Award

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 and who showcase promising practices across the province. Waterloo, along with neighbouring cities, Kitchener and Cambridge received this award for being communities characterized by accessible, inclusive environments, both physical and social, that enable seniors to live independent, healthy and active, safe and socially connected lives. 

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

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. 

Student housing

In 2014, the committee created a student housing working group to collect and review existing data related to student housing (read disclaimer below for this is defined).

General findings and next steps were presented to council in 2017.

Terms of reference

Guiding tenants

As a member of the town and gown committee(s) you are committed to:

• accepting a collective responsibility to integrate the post-secondary educational sector and city life 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

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

Mandate

To develop and enhance relationships, communications and policies among the universities, college, students, the city, police and the community. This mandate would be achieved by addressing issues of common concern and may include 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 - multi-agency

A multi-agency committee of council shall be established to provide strategic direction of town and gown matters, issues and concerns through a collaborative approach, recognizing community impact, integrating community service through work based and experiential learning opportunities and deliver programs to meet the stated purpose.

Strategic responsibilities

• develop a town and gown strategic plan
• identify and address specific issues and concerns by expanding a collaborative approach within and beyond the committee
• provide a multidisciplinary forum for open discussion on issues in common among and between all stakeholders
• facilitate communication among constituent groups and promote recognition of community impact through strategic communications
• create ad hoc committees for studies, projects and advice as needed where specific initiatives can be directed
• monitor and evaluate activities of ad hoc committees, studies or projects
• maximize opportunities for integrated community service, and support experiential and work-based learning and research
• sit as a co-coordinating body for issues involving stakeholders (constituent groups)
• facilitate the delivery of programs
• design and monitor an impactful committee structure

Membership

The committee membership is comprised of stakeholders within Waterloo region that have a relationship to the post-secondary institutions of University of Waterloo, Wilfrid Laurier University and Conestoga College as set out below:

Steering committee

A steering committee shall be established to develop a framework to support an informed approach to actions; advocate for inclusion of the town and gown vision into stakeholder strategic plans and to allocate funding opportunities to our strategic priorities.

Strategic responsibilities

• develop a framework to support an informed approach to actions
• advocate for inclusion of the town and gown vision into stakeholder strategic plans
• identify and allocate funding opportunities to our strategic priorities and mandate
• make recommendations and provide direction on strategic priorities to multi-agency committee
• prioritize issues and concerns as identified in the strategic plan
• consult with Mayor of Waterloo and Presidents of Wilfrid Laurier University, University of Waterloo and Conestoga College to keep them informed of larger challenges, issues and trends
• set performance indicators and measure success of initiatives

Membership

The committee membership is comprised of stakeholders within the identified stakeholder group. The agency where a specific role has not been identified may appoint a representative of their choosing or appoint a person who is also a member of the multi-agency committee:

Ad-hoc committees

Ad hoc committees 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. Composition will include members of the multi-agency town and gown committee as decided by the committee along with advisors who may or may not be members of the committee who bring special expertise and information to the table.

Ad-Hoc committees shall be approved by the committee. Ad hoc chairpersons shall be appointed by the multi-agency committee as required.

Ad hoc chairpersons shall be responsible for calling and chairing meetings, setting up meeting agendas, submitting minutes of meetings, and the preparation of reports to the committee and or member agencies as required.

General governance

Chairperson

The chairperson shall be an active and voting member of the committee selected annually by the committee.

The chairperson shall preside over all meetings of the town and gown committee multi-agency and the steering committee and be responsible for the overall administration of the affairs of the committees.

The chairperson will recognize all speakers.

In camera items dealing with enforcement, legal, property or financial matters shall be at the call of the chair, and shall be referenced in the minutes without disclosing confidential information.

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

The chairperson shall provide a minute-taker to prepare and distribute the agendas and minutes to the committee members prior to each committee meeting.

The chairperson shall provide a copy of the minutes to city council or the general public upon request.

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.

Administration

Meetings

Multi-agency town and gown regular meetings shall be held six times per year in every second month. Meetings shall occur on the fourth Tuesday of every second month commencing in January. Meetings will start at 3:00 p.m. and conclude at 4:30 p.m. Additional and special meetings will be at the call of the chair.

Steering town and gown regular meetings shall be held at least three times per year, once within each educational term. Additional meetings may be called at the call of the chair or a majority of the members as is required to fulfill the strategic responsibilities.

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

Meetings shall be held at the host institution of the chair or at the City of Waterloo as is decided upon by the chair.

Notice of meetings

The committee chairperson, at a regular meeting of the committee, shall notify all members present of the next committee 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.

Appointments and vacancies

Resident committee appointments shall be determined at the first regular meeting every two years in accordance with the city committee policy.

Appointments to the committee shall be made by the respective agency from which representation is listed above and shall not have a set term of appointment. Representatives shall be comprised of senior decision makers of their respective agency.

A vacancy shall occur when a member or a member group resigns by sending written notice to that effect to the committee.

If a person ceases to be a member of the committee under the resident at large appointment by council before the expiration of his or her term, council shall appoint an eligible person for the unexpired portion of the term in accordance with the committee policy.

The committee is encouraged to appoint special ad hoc committees comprised of its members and/or of citizens at large to deal with any special study or assignment coming within its mandate. Such committees shall deal only with the matter or question referred to it for consideration, and shall be disbanded upon completion of the assignment. 

Quorum and decision making

Each member shall have one vote.

Where the member is unspecified, each member group may appoint any representative(s) they deem fit.

Quorum shall constitute two-thirds of the voting members on the committee.

All votes shall be determined by a simple majority of voting members (50% + 1).

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.

Presentations to the committee shall not exceed ten minutes for any individual or group.

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.

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.

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

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

Media shall not attend regular general meetings.

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.