2022-90 Committee Appointment

THE CORPORATION OF THE TOWNSHIP OF SOUTHWOLD

BY-LAW NUMBER 2022-90

Being a By-law to appoint Councillors and Ratepayers to various Boards and Committees requiring Council representation and to repeal By-law No. 2022-06.

This by-law is printed under and by authority of the Council of the Township of Southwold.

Disclaimer: The following consolidation is an electronic reproduction made available for information only. It is not an official version of the by-law. The format may be different, and plans, pictures, other graphics, or text may be missing or altered. The Township of Southwold does not warrant the accuracy of this electronic version. This consolidation cannot be distributed or used for commercial purposes. It may be used for other purposes only if you repeat this disclaimer and the notice of copyright. Official versions of all by-laws can be obtained from the Clerk’s Department by calling 519-769-2010.

WHEREAS the Line Fences Act, .S.O 1990, c. 17, s. 2, as amended, requires that the Council of every local municipality shall by by-law appoint such number of fence-viewers as are required to carry out the provisions of this Act and the by-law shall fix the remuneration to be paid to the fence-viewers and the remuneration may be fixed on an hourly or daily rate or a rate for each attendance or re-attendance by the fence-viewers;

AND WHEREAS the Protection of Livestock and Poultry Act, R.S.O. 1990, c. L.24, s. 4 (1), as amended, requires that the council of every local municipality shall appoint one or more persons as valuers of livestock and poultry for the purposes of this Act;

AND WHEREAS the Municipal Act, S.O. 2001, Chapter 25, S.11(1), as amended, confers broad authority to municipalities to enable them to govern their affairs as they consider appropriate and to enhance their ability to respond to municipal issues;

AND WHEREAS the Township of Southwold is a member of various bodies and organizations to which it appoints members;

AND WHEREAS the Township of Southwold has established a variety of Committees to carry out programs and make recommendations to Council;

NOW THEREFORE THE CORPORATION OF THE TOWNSHIP OF SOUTHWOLD HEREBY ENACTS AS FOLLOWS:

1. THAT the following persons are hereby appointed as Fence Viewers for the Township of Southwold;

Dwight Koyle Nick Doelman

2. THAT the remuneration for Fence Viewers be set at a rate of $60 for each attendance up to a maximum of two hours, and then $60 for each hour thereafter, plus mileage:

3. THAT the fee to the applicant is set at $180 (which represents $60/fence viewer x 3) for each authorized attendance up to a maximum of 2 hrs + mileage, and then $180 for every hour thereafter plus all administrative costs associated with the request.

4. THAT the following person are hereby appointed as Livestock Evaluators for the Township of Southwold;

Julian Brown

5. THAT the remuneration be set at a rate of $50 per attendance plus mileage;

6. THAT the Members of Council for the Township of Southwold are hereby appointed to the following Boards and Committees:

a. Elgin Area Primary Water Supply System Joint Board of Management

Councillor John Adzija

b. St. Thomas Area Secondary Water Supply System Joint Board of Management

Deputy Mayor Justin Pennings Alternate: Councillor John Adzija

c. Kettle Creek Conservation Authority

Mayor Grant Jones

d. Green Lane Landfill Public Liaison Committee

Councillor Scott Fellows

e. Lower Thames Valley Conservation Authority

Councillor Sarah Emons

f. Southwold Community Policing Association

Councillor Scott Fellows

g. Green Lane Community Trust Fund – Board of Directors

Mayor Grant Jones Deputy Mayor Justin Pennings

Councillor Sarah Emons

7. THAT the following members of Council, ratepayers and staff are hereby appointed to Township Committees as follows:

a. Canada Day Committee

Councillor John Adzija Lizeanne Kerkvliet

Jim Carder

b. Parks Committee

Deputy Mayor Justin Pennings Councillor Scott Fellows

Talbotville:

Representative from Men’s Baseball

Representative from Men’s Soccer

Representative from Ladies’ Soccer

Janice Fisher, Acting Representative

Shedden:

Representative from Men’s Baseball

Representative from Adult Soccer

Representative from Youth Soccer

Fingal

Representative from Men’s Baseball

Ross Burgar

*Staff Resources – Accounting Clerk, Parks and Facilities Operator

c. Shedden Recreation & Keystone Complex Committee

Councillor John Adzija Councillor Scott Fellows

Shirley Longhurst - Fair Board Don Miller - Fair Board

John Coleman – Ice Pad

Jim Carder – Optimist Club of Fingal-Shedden & District (Alt. Bill Carder)

Keith Orchard – Rosy Rhubarb

Brian Rieger - Shedden Tractor Pull (Alt. Bob Cummings)

Lindsay Lackey – Shedden Soccer

*Staff Resource - Community Services & Communications Clerk

d. Southwold War Memorial Committee

Councillor Sarah Emons Rev. John Brown Bill Aarts Len Lynch

Rev. Diane Macpherson Gayle Bogart

Sandy Annett

* Staff Resource – Deputy Treasurer

e. Southwold Economic Development Committee

Deputy Mayor Justin Pennings Councillor John Adzija

Jim Carder Graydon Laing

Steve Bushell Hiba Arabi

Barry Harrison

*Representative from Elgin Business Resource Centre

*Representative from County of Elgin Economic Development

* Staff-Resources – Director of Corporate Services/Treasurer, Director of Infrastructure and Development Services

f. Communities in Bloom

Mayor Grant Jones Karen Graff

Shelley Smith Christine McArthur

Cathy Koyle Jo-Anne Cummings-Stinson

Dan Nichols Harvey Graff

*Staff Resource - Corporate Services Clerk

g. History Committee

Ross Burgar Pat Temple

Mary Clutterbuck Perry Clutterbuck

Karen Collard Janice Fisher

Kim Poole Ken Monteith

Luella Monteith

h. Family Day Committee

Councillor John Adzija Councillor Scott Fellows

Jim Carder Jade Rogers

Abi Drewitt Deb Logghe

Jane Cox Darlene Wadsworth

Scott Young Joe McKinnon

Morgan Gillespie

*Staff Resource - CAO/Clerk

i. Southwold Young at Heart Committee

Councillor Sarah Emons

Deb Logghe Karen Olmstead

Pat Stannard Trudy Kanellis

Karen Auckland Alan Bogart

Ida Martin Sharon Hinz

*Staff Resource - Corporate Services Clerk

j. Zero Waste Committee

Councillor Sarah Emons

Shannon Lynch Richard Andrews

Niki Pennings Jess Andrews

Andrea Kerkvliet

*Staff Resource - Community Services & Communications Clerk

k. Talbotville Station Technical Advisory Committee

Mayor Grant Jones Deputy Mayor Justin Pennings

Jeff McArthur Barry Smith

Rene Coenen Steve Van Maanen

*Staff Resource - Fire Services Coordinator

* denotes Non-Voting Members

l. In order to qualify as an appointed member of a Committee of Council, applicants shall;

i. Be a Canadian citizen

ii. Be at least 18 years old

iii. Not be prohibited from voting under the Election Act R.S.O. 1990 or otherwise prohibited by law

m. In the event of a vacancy, the Committee of Council will recruit replacement members and recommend appointments to be made by Council.

n. Upon acceptance of an application the Municipal Clerk shall notify the applicant(s) and Committee or Board that the position has been filled. The Committee Appointment by-law shall be updated accordingly.

8. The term of office for all volunteer appointments shall be for the term of Council unless terminated sooner by a resolution of Council and unless otherwise prohibited. Volunteer members may be reappointed by resolution of Council to the following term. All members including volunteer and Council members will remain in office until their respective successors are appointed by Council. Council member appointments shall be reviewed at the end of two (2) years.

9. The Council Appointee or Chair of each Committee shall ensure that minutes of each meeting are provided to the Clerk to be circulated to Council.

10. Committee Terms of Reference

a. That the “Township of Southwold Committee Structure - Terms of Reference – General” shall form Schedule “A” to this by-law.

b. That Schedule “B”, Terms of Reference, Southwold Economic Development Committee, shall form part of this by-law.

c. That Schedule “C”, Terms of Reference, Southwold Young at Heart Committee, shall form part of this by-law.

d. That Schedule “D”, Terms of Reference, Southwold Zero Waste Committee, shall form part of this by-law.

e. That Schedule “E”, Terms of Reference, Talbotville Station Technical Advisory Committee, shall form part of this by-law.

11. That by-law 2022-06 is hereby repealed in its entirety and any Bylaws that are inconsistent with the provisions found in this By-Law be and are hereby repealed.

12. That Council may make additional appointments to the committees by resolution.

13. This by-law shall come into force and take effect upon the final reading thereof.

14. If mileage for attending a meeting outside of Elgin County or City of London is not paid for by the associated organization, then mileage would be reimbursed in accordance with the Township of Southwold current policy.

READ A FIRST AND SECOND TIME, CONSIDERED READ A THIRD TIME, AND FINALLY PASSED THIS 28^th DAY OF NOVEMBER, 2022.

Mayor
Grant Jones

CAO/Clerk

Jeff Carswell

Schedule “A” to By-Law No. 2022-90

TOWNSHIP OF SOUTHWOLD

COMMITTEE STRUCTURE

TERMS OF REFERENCE - GENERAL

1. NAME

The Committees of Council shall be established and named as follows:

(a) Canada Day Committee

(b) Parks Committee

(d) Southwold War Memorial Committee

(e) Communities in Bloom

(f) History Committee

(g) Family Day Committee

(h) Other Committees and Sub-committees appointed from time to time by recommendation of Council.

The Terms of Reference shall apply to all Committees of Council where applicable.

2. STATEMENT OF PURPOSE

To make recommendations to Council for the operation of the Township.

To make recommendations to Council for the operation of the appropriate department.

3. OBJECTIVES

The Committee should be established to recommend to Council regarding the operation of the area of responsibility for which the Committee has responsibility. This will help to ensure an efficient operation of the department.

4. ROLE OF THE COMMITTEE

To make recommendations to Administrative Staff and Council for the operation of the various departments of the Township.

i) Parks Committee and Shedden Recreation and Keystone Complex Committee shall be responsible for the following:

(a) To assist Council with identifying recreational needs with the community and recommending programs to fulfill these needs;

(b) Monitor recreational activities and report on all activities through the minutes of their meeting;

(c) The Committee with the assistance of members and volunteer will undertake and promote fundraising and donation programs to the best of their ability. Such programs may be for general operating assistance or special programs /capital projects approved by Council;

(d) Prepare and submit an recommended proposed annual operating and capital budget;

(e) Recommend to Council the appointments of Committee Members and the formation and make up of any Sub Committee;

(f) Provide minutes of the Committee meetings to be circulated to Council for their approval in a timely manner.

ii) Canada Day Committee

(a) To organize on behalf of Council the annual Canada Day celebrations;

(b) To work with other groups and volunteers to organize the Canada Day activities;

(c) To provide Council with the minutes of the Committee meetings to be circulated and approved by Council in a timely manner.

iii) Southwold War Memorial Committee

(a) To organize on behalf of Council the annual Remembrance Day Ceremony;

(b) To provide Council with the minutes of the Committee meetings to be approved by Council in a timely manner.

5. MEETING FREQUENCY AND LOCATION OF MEETINGS

Meetings will be held on a monthly basis and/or as needed basis, or as called by the Chair of the Committee, at a time and place as agreed by members. Special meetings may be called by the Chairman or at the request of two Committee members.

The conduct of Committees of Council and its members are governed by the same legislation as Council. Of particular note, are the Municipal Act, the Municipal Conflict of Interest Act and the Municipal Freedom of Information and Protection of Privacy Act.

The meetings of the Committee are open to the public. It will be at the decision of the Chairperson of the Committee, if the member(s) of the public are allowed to address the Committee.

Although, the meetings are open to the public this does not allow the public to participate in the meeting, vote on any subject or contribute to the discussions.

6. VOTING

Where a matter cannot be settled by consensus, a majority vote of members present will be used to reach a decision. The need for a vote will be at the discretion of the Chairman. A majority vote of the members present will be used to reach a decision.

7. MEMBERSHIP

The Committees of Council shall be comprised of the following members appointed by Council:

(g) Voting Members appointed for the term of Council:

Minimum of one (1) member of Council up to a maximum of two (2) members of Council(Note: More than two members of Council attending a committee meeting could constitute as a Council meeting);

Minimum of four (4) to a maximum of ten (10) volunteer members from the Township of Southwold at large, representing interest in recreational activities and facility management.

(h) Non-Voting members:

The Clerk (or designate) of the Township may serve as the Staff Resource person for each Committee.

The Township will provide appropriate Township staff resources to assist the Committee as necessary.

8. QUALIFICATIONS

In order to qualify as an appointed member of Committee applicants shall;

Be a Canadian citizen
Be at least 18 years old
Not be prohibited from voting under the Election Act R.S.O. 1990 or otherwise prohibited by law

9. VACANCIES

In the event of a vacancy, either as a result of a resignation or expiration of the term of office, the Committee will recruit replacement members and recommend appointments to be made by Council.

10. ESTABLISHMENT OF SUB-COMMITTEES

It is anticipated that for various projects and initiatives that sub-committees to focus on one component of an action plan or a specific task will be formed by the Committee. These members would not be appointed by Council but would be appointed by and serve at the pleasure of the Committee; however, notice of such appointments must be immediately submitted in writing to Council. Appropriate minutes from the Sub-committee shall be maintained and circulated to the Committee and Council.

11. HIRING OF EMPLOYEES/CONTRACTORS

Hiring of all employees and/or contractors shall be the responsibility of the Township of Southwold.

12. QUORUM

A quorum shall consist of not less than half plus one of the total numbers of appointed voting members. If there is no quorum within thirty (30) minutes of the scheduled time for the meeting, the Chairman will re-schedule the meeting date. Members are urged to call the Chairperson and advise of any regrets.

13. OFFICERS

At the first meeting in each calendar year, elections shall be held by the voting members for the positions of (1) Chairman (2) Vice-Chairman and (3) Secretary, if required.

14. DUTIES OF OFFICERS

Chairman

Prepare an agenda for each meeting
Call the meeting to order
Sign minutes upon approval
Be organized and informed and conduct meetings in an orderly manner
Make announcements of interest to members
Make him/herself aware of the business to come regularly before the meeting

Vice Chairman

Act in the capacity of the Chairman in his/her absence

Secretary, if required

Keep accurate record of proceedings of meetings (minutes)
See that old business is brought to the attention of the Chairman
Keep a current list of members and an attendance record
Prepare a list of current and proposed members and the executive for the upcoming year, forwarding to the Municipal Office for Council’s consideration prior to the end of the current year
If unable to attend a meeting, sees that the minutes and other correspondence and information are forwarded to the Chairman prior to the meeting
Take charge of all documents belonging to the Committee
Assist Committee with administrative / financial/ operating and capital
Budget preparation and follow-up
Forward any invoices and receipts promptly to the Municipal Office as required
Submit a copy of approved minutes of the Committee to Council for information
In the absence of the Secretary, an Acting Secretary shall be appointed

Members

Shall be responsible to attend meetings regularly, at the appointed time
Shall support the purpose and objectives of the Committee
No member shall exercise the right to more than one vote
Members are urged to call the Chairman or Secretary and advise of any regrets

Absentee Members

If a member misses more than three (3) consecutive meetings, except for health or special circumstances, the remaining members of the Committee may request Council to appoint a recommended replacement for the remainder of the term.

Alternates

Alternates shall have the same privileges as an appointed member. In the event that a Committee member and/or the alternate cannot attend a meeting, another temporary replacement may be appointed by Council for that meeting.

New Members

The Committee shall recommend names of volunteers to Council for appointment to the Committee.

Volunteers

The Committee may, and is encouraged, to utilize additional volunteers who may participate, at the direction of the Chairperson, but not vote, at Committee meetings. Volunteers may attend or provide assistance to the Committee for general matters or items such as special events. The Committee should appoint volunteers by motion for the purpose of participation in such special events, shall include a note in the minutes of Committee meetings of attendance of such volunteers.

15. AUTHORITY

The Committee is a Committee of The Corporation of The Township of Southwold and has the authority to function within the parameters of their Terms of Reference.

The Committee will make recommendations in the form of minutes to the Council for final approval. The Committee will recognize its obligation to ethical behavior and avoidance of conflict of interest, as a body and as individuals, as well as its obligation to meet municipal, provincial, and federal legislative requirements including applicable procedures, policies and by-laws as approved by Southwold Council.

Authority for disposal of excess capital assets or supplies lies with the Council of the Township upon recommendation of the Committee.

Schedule “B” to By-Law No. 2022-90

TOWNSHIP OF SOUTHWOLD

TERMS OF REFERENCE

Southwold Economic Development Committee

1. NAME

The following Committee of Council shall be established and named as follows:

(a) Southwold Economic Development Committee

2. STATEMENT OF PURPOSE

To identify, develop and evaluate potential economic development opportunities that will ultimately improve the stability of the Township’s tax base and bring jobs to this Township.

3. OBJECTIVES

To identify new industrial and residential housing development possibilities, promote tourism, large and small business opportunities, agricultural businesses, and other appropriate economic development opportunities. To evaluate these opportunities and bring them to Council for consideration.

4. ROLE OF THE COMMITTEE

(a) Development and implementation of an appropriate action plan;

(b) Development of a cost effective marketing program to promote Southwold Township;

(d) Prepare and submit a proposal for annual operating budget requirements including long term capital projects for Councils’ consideration and approval annually as required. The Committee will monitor the budget throughout the year;

(e) Identify all potential funding sources;

(f) Identify any potential for shared responsibilities/cost/revenue with our municipal neighbours;

(h) Develop effectiveness measurement plan;

(i) Oversee development and implementation of the Township’s Sustainability Plan;

(j) Identify projects that will help diversify our economic base and explore new projects that will support and lead to new economic growth;

(k) Work in conjunction on joint initiatives when possible with representatives from the Elgin County Economic Development Department;

(i) To recommend the formation of Subcommittee to Council.

Schedule “C” to By-Law No. 2022-90

TOWNSHIP OF SOUTHWOLD

TERMS OF REFERENCE

Southwold Young at Heart Committee

1. NAME

The Committee of Council shall be established and named as follows:

(a) Southwold Young at Heart Committee

The Terms of Reference shall apply to the Southwold Young at Heart Committee, as applicable.

2. STATEMENT OF PURPOSE

To make recommendations to Council for the engagement of all Township seniors as it relates to all matter of interest to this age group.

To make recommendations to Council in meeting the Strategic Plan Goal of promotion and supporting participation in cultural, recreational, social and good health activities for seniors in the Township.

3. OBJECTIVES

The Committee should be established to recommend senior’s engagement in recreation, social and cultural activities and promoting senior’s activities in the community.

4. ROLE OF THE COMMITTEE

To make recommendations to Administrative Staff and Council on the following for the Township:

Southwold Young at Heart Committee shall be responsible for the following:

(a) Creation of strategies to support senior’s Active Living engagement throughout the entire municipality.

(b) Recommend the types of activities, the frequency, and the location of these activities.

(d) Recommend participation requirements/membership structures for activities designed for seniors.

(e) Provide input and suggestions on special guest speakers and topics for education.

(f) Act as a hub/centralized source for dissemination of information on issues (i.e. use of social media, home security, affordable housing, etc.) pertinent to seniors in the municipality.

(g) Providing Council with the minutes of the Committee meetings to be approved by Council in a timely manner.

5. MEETING FREQUENCY AND LOCATION OF MEETINGS

Meetings will be held on a monthly basis and/or as needed basis at the Township of Southwold Fingal Office’s Council Chambers, or as called by the Chairperson of the Committee, at a time and place as agreed by members. Special meetings may be called by the Chairperson.

The meetings of the Committee are open to the public. It will be at the decision of the Chairperson of the Committee, if the member(s) of the public are allowed to address the Committee.

Although, the meetings are open to the public, this does not allow the public to participate in the meeting, vote on any subject or contribute to the discussions.

6. VOTING

Where a matter cannot be settled by consensus, a majority vote of members present will be used to reach a decision. The need for a vote will be at the discretion of the Chairperson. A majority vote of the members present will be used to reach a decision.

7. MEMBERSHIP

The Committees of Council shall be comprised of the following members appointed by Council:

(a) Voting Members appointed for the term of Council:

Minimum of one (1) member of Council up to a maximum of two (2) members of Council (Note: More than two members of Council attending a committee meeting could constitute as a Council meeting);

Minimum of four (4) to a maximum of 8 (8) volunteer members from the community consisting of the following regional community representation, if available:

Member from Shedden Area
Member from Fingal Area
Member from Talbotville Area
Member from Boxall Area
Member from Frome Area
Member from Ferndale Area
Member from Lawrence Station Area
Member from Paynes Mills Area

Unless otherwise prohibited, membership on the Committees shall be for the term of Council unless terminated sooner by a resolution of Council. Members may be reappointed by resolution of Council to the following term. All members will remain in office until their respective successors as recommended by the Committee are appointed by Council. The Chairperson will be a voting member and will vote on all matters before the Committee.

(b) Non-Voting members:

The CAO/Clerk (or designate) of the Township may serve as the Staff Resource person for each Committee.

The Township will provide appropriate Township staff resources to assist the Committee as necessary.

8. QUALIFICATIONS

In order to qualify as an appointed volunteer Community member, Committee applicants shall;

Be a Canadian citizen
Be at least 55 years old
Not be prohibited from voting under the Election Act R.S.O. 1990 or otherwise prohibited by law
Reside or own property within the Township of Southwold

VACANCIES

In the event of a vacancy, either as a result of a resignation or expiration of the term of office, the Committee will recruit replacement members and recommend appointments to be made by Council.

10. ESTABLISHMENT OF SUB-COMMITTEES

11. HIRING OF EMPLOYEES/CONTRACTORS

Hiring of all employees and/or contractors shall be the responsibility of the Township of Southwold.

12. QUORUM

A quorum shall consist of not less than half plus one of the total numbers of appointed voting members. If there is no quorum within twenty (20) minutes of the scheduled time for the meeting, the Chairperson will re-schedule the meeting date. Members are urged to call the Chairperson and advise of any regrets.

13. OFFICERS

At the first meeting in each calendar year, elections shall be held by the voting members for the positions of (1) Chairperson (2) Vice-Chairperson and (3) Directors, if required.

14. DUTIES OF OFFICERS

Chairperson

Prepare an agenda for each meeting
Call the meeting to order
Sign minutes upon approval
Be organized and informed and conduct meetings in an orderly manner
Make announcements of interest to members
Make him/herself aware of the business to come regularly before the meeting

Vice Chairperson

Act in the capacity of the Chairperson in his/her absence

Secretary (Staff Resource)

Keep accurate record of proceedings of meetings (minutes)
See that old business is brought to the attention of the Chairperson
Keep a current list of members and an attendance record
Prepare a list of current and proposed members and the executive for the upcoming year, forwarding to the Municipal Office for Council’s consideration prior to the end of the current year
If unable to attend a meeting, sees that the minutes and other correspondence and information are forwarded to the Chairperson prior to the meeting
Take charge of all documents belonging to the Committee
Assist Committee with administrative / financial/ operating and capital budget preparation and follow-up
Forward any invoices and receipts promptly to the Municipal Office as required
Submit a copy of approved minutes of the Committee to Council for information
In the absence of the Secretary, an Acting Secretary shall be appointed

Directors

Shall be responsible to attend meetings regularly, at the appointed time
Shall support the purpose and objectives of the Committee
No member shall exercise the right to more than one vote
Members are urged to call the Chairperson or Secretary and advise of any regrets

Absentee Members

Alternates

New Members

The Committee shall recommend names of volunteers to Council for appointment to the Committee.

Volunteers

15. AUTHORITY

The Committee is a Committee of The Corporation of The Township of Southwold and has the authority to function within the parameters of their Terms of Reference.

Authority for disposal of excess capital assets or supplies lies with the Council of the Township upon recommendation of the Committee.

16. DISSOLUTION

The dissolution of a Committee may be triggered by one of the following:

a) Expiration of term

b) Completion of task or mandate

c) Resolution of issues

d) Legislative requirement no longer exists

e) Merger with another committee

f) Following the annual review process

g) Recommendation by Committee by resolution

h) Recommendation by Staff in Staff Report

i) Recommendation by Council

Regardless of a Committee sunset clause, all committees created by Council will formally be dissolved by Council resolution.

The following steps will be taken following the dissolution of a committee:

a) Committee will be removed from the active committee list;

b) Thank you letters on behalf of Council will be sent to committee members

c) Relevant staff members will be informed;

d) Council will be informed via correspondence from the Committee Chairperson

Schedule “D” to By-Law No. 2022-90

TOWNSHIP OF SOUTHWOLD

TERMS OF REFERENCE

Southwold Zero Waste Committee

1. NAME

The Committee of Council shall be established and named as follows:

(a) Southwold Zero Waste Committee

The Terms of Reference shall apply to the Southwold Zero Waste Committee, as applicable.

2. STATEMENT OF PURPOSE

To make recommendations to Council to maximize diversion from landfill facilities and actively promote waste prevention and reduction in the Township of Southwold.

To make recommendations to Council on resolutions, policies, and action items to reduce waste and increase diversion.

To make recommendations to Council on policies aimed at meeting the Strategic Plan Goal of investigating progressive waste management solutions and cost evaluations of diverse programs and service levels.

To support education and public awareness campaigns within the municipality that support the overall broader goal achieving zero waste in the community.

3. OBJECTIVES

The Committee should be established to recommend strategies of improved waste reduction in the municipality.

4. ROLE OF THE COMMITTEE

To make recommendations to Administrative Staff and Council on the following for the Township:

Southwold Zero Waste Committee shall be responsible for the following:

(a) Drafting different strategies to support sustainable community events.

(b) Supporting community outreach efforts including public education and social media campaigns to promote waste reduction and waste diversion.

(c) Encouraging collaboration between community groups and consultation on waste/recycling/organics and different service level options for waste collection and disposal. Supporting providing comment on Township waste collections and disposal contracts.

(d) Making suggestions on ways to support municipal transition to less waste.

(e) Researching and identifying infrastructure needs in the municipality to support waste reduction goals.

(f) Providing support to community groups and committees to encourage waste reduction.

(g) Developing policies for administration and council consideration for:

Green Meetings
Single Use Plastic Use at Municipal Facilities
Recycling at Municipal Facilities and in Municipal Parks
Waste Reduction at Municipal Facilities and Municipal Parks
Greening Community Events

(h) Working to fundraise and provide budget advice for waste reduction initiatives.

(i) Providing Council with the minutes of the Committee meetings to be approved by Council in a timely manner.

5. MEETING FREQUENCY AND LOCATION OF MEETINGS

Meetings may be held on a monthly basis and/or as needed basis at the Township Municipal Office (35663 Fingal Line), or as called by the Chairperson of the Committee, at a time and place as agreed by members. Special meetings may be called by the Chairperson.

The meetings of the Committee are open to the public. It will be at the decision of the Chairperson of the Committee, if the member(s) of the public are allowed to address the Committee.

Although, the meetings are open to the public, this does not allow the public to participate in the meeting, vote on any subject or contribute to the discussions.

6. VOTING

Where a matter cannot be settled by consensus, a majority vote of members present will be used to reach a decision. The need for a vote will be at the discretion of the Chairperson, or as requested by a Committee member. A majority vote of the members present will be used to reach a decision.

7. MEMBERSHIP

The Committees of Council shall be comprised of the following members appointed by Council:

(a) Voting Members appointed for the term of Council:

Minimum of one (1) member of Council up to a maximum of two (2) members of Council (Note: More than two members

of Council attending a committee meeting could constitute as a Council meeting);

Minimum of four (4) to a maximum of six (6) volunteer members from the general Southwold community, consisting of the following community representation, if available:

Up to two (2) members of the general Southwold Community (preference for geographic balance on the Committee (i.e. one member each from Shedden, Talbotville, Fingal, North Port Stanley, Lawrence Station, etc.)
Southwold Business Owner
A member representing Southwold Youth (Southwold resident aged 13-25)
A member representing Southwold Seniors (Southwold resident aged 65+)
A standing member of a Township service club or community organization (i.e. Shedden Agricultural Society, Optimist Club, Minor Sports Organization, Rosy Rhubarb, etc.)

(a) Non-Voting members:

The Community Services and Communication Clerk (or designate) of the Township may serve as the Staff Resource person for each Committee.

The Township will provide appropriate Township staff resources to assist the Committee as necessary.

8. QUALIFICATIONS

In order to qualify as an appointed volunteer Community member, Committee applicants shall;

Be a Canadian citizen
Be at least 18 years old (except for the youth appointee)
Not be prohibited from voting under the Election Act R.S.O. 1990 or otherwise prohibited by law
Reside in, rent, or own property within the Township of Southwold.

9. VACANCIES

In the event of a vacancy, either as a result of a resignation or expiration of the term of office, the Committee will recruit replacement members and recommend appointments to be made by Council.

10. ESTABLISHMENT OF SUB-COMMITTEES

11. HIRING OF EMPLOYEES/CONTRACTORS

Hiring of all employees and/or contractors shall be the responsibility of the Township of Southwold.

12. QUORUM

13. OFFICERS

At the first meeting in each calendar year, elections shall be held by the voting members for the positions of (1) Chairperson (2) Vice-Chairperson and (3) Directors, if required.

14. DUTIES OF OFFICERS

Chairperson

Prepare an agenda for each meeting
Call the meeting to order
Sign minutes upon approval
Be organized and informed and conduct meetings in an orderly manner
Make announcements of interest to members
Make him/herself aware of the business to come regularly before the meeting

Vice Chairperson

Act in the capacity of the Chairperson in his/her absence

Secretary (Staff Resource)

Keep accurate record of proceedings of meetings (minutes)
See that old business is brought to the attention of the Chairperson
Keep a current list of members and an attendance record
Prepare a list of current and proposed members and the executive for the upcoming year, forwarding to the Municipal Office for Council’s consideration prior to the end of the current year
If unable to attend a meeting, sees that the minutes and other correspondence and information are forwarded to the Chairperson prior to the meeting
Take charge of all documents belonging to the Committee
Assist Committee with administrative / financial/ operating and capital budget preparation and follow-up
Forward any invoices and receipts promptly to the Municipal Office as required
Submit a copy of approved minutes of the Committee to Council for information
In the absence of the Secretary, an Acting Secretary shall be appointed

Directors

Shall be responsible to attend meetings regularly, at the appointed time
Shall support the purpose and objectives of the Committee
No member shall exercise the right to more than one vote
Members are urged to contact the Chairperson or Secretary and advise of any regrets

Absentee Members

Alternates

New Members

The Committee shall recommend names of volunteers to Council for appointment to the Committee.

Volunteers

15. AUTHORITY

The Committee is a Committee of The Corporation of The Township of Southwold and has the authority to function within the parameters of their Terms of Reference.

Authority for disposal of excess capital assets or supplies lies with the Council of the Township upon recommendation of the Committee.

16. DISSOLUTION

The dissolution of a Committee may be triggered by one of the following:

a) Expiration of term

b) Completion of task or mandate

c) Resolution of issues

d) Legislative requirement no longer exists

e) Merger with another committee

f) Following the annual review process

g) Recommendation by Committee by resolution

h) Recommendation by Staff in Staff Report

i) Recommendation by Council

Regardless of a Committee sunset clause, all committees created by Council will formally be dissolved by Council resolution.

The following steps will be taken following the dissolution of a committee:

a) Committee will be removed from the active committee list;

b) Thank you letters on behalf of Council will be sent to committee members

c) Relevant staff members will be informed;

d) Council will be informed via correspondence from the Committee Chairperson

Schedule “E” to By-Law No. 2022-90

TOWNSHIP OF SOUTHWOLD

TERMS OF REFERENCE

Talbotville Station Technical Advisory Committee

1. NAME

The Committee of Council shall be established and named as follows:

(a) Talbotville Station Technical Advisory Committee

The Terms of Reference shall apply to the Talbotville Station Technical Advisory Committee, as applicable.

2. STATEMENT OF PURPOSE

To ensure the Township receives a properly located, appropriately designed, and financially suitable building, that will serve the Fire Department for several decades.

3. OBJECTIVES

To ensure the Township receives a properly located, appropriately designed, and financially suitable building, that will serve the Fire Department for several decades.

4. ROLE OF THE COMMITTEE

To make recommendations to Council on the properly located, appropriately designed and financially suitable building, that will serve the Fire Department.

5. MEETING FREQUENCY AND LOCATION OF MEETINGS

Meetings may be held on a monthly basis and/or as needed basis at the Shedden Fire Hall, or as called by the Chairperson of the Committee, at a time and place as agreed by members. Special meetings may be called by the Chairperson.

The meetings of the Committee are open to the public. It will be at the decision of the Chairperson of the Committee, if the member(s) of the public are allowed to address the Committee.

Although, the meetings are open to the public, this does not allow the public to participate in the meeting, vote on any subject or contribute to the discussions.

6. VOTING

7. MEMBERSHIP

The Committees of Council shall be comprised of the following members appointed by Council:

Voting Members appointed for the term of Council:

Fire Chief (Chair)
Minimum of one (1) member of Council up to a maximum of two (2) members of Council (Note: More than two members of Council attending a committee meeting could constitute as a Council meeting);
Minimum of (2) Talbotville Station Representatives
Member of the public from the Talbotville Settlement Area

Non-Voting members:

The Communications Clerk (or designate) of the Township may serve as the Staff Resource person for each Committee.

The Township will provide appropriate Township staff resources to assist the Committee as necessary

8. QUALIFICATIONS

In order to qualify as an appointed member of the public, Committee applicants shall;

Have Committee experience
Reside or own property within the Talbotville Settlement Area, as defined in the Township of Southwold Official Plan, as amended.
Has education in the following fields: engineering, architecture, construction technology, building design and/or equivalent.
Has experience in large building construction, building design, municipal design and contracting, engineering etc.

9. VACANCIES

In the event of a vacancy, either as a result of a resignation or expiration of the term of office, the Committee will recruit replacement members and recommend appointments to be made by Council.

10. ESTABLISHMENT OF SUB-COMMITTEES

No anticipation of the establishment of sub-committees.

11. HIRING OF EMPLOYEES/CONTRACTORS

Hiring of all employees and/or contractors shall be the responsibility of the Township of Southwold.

12. QUORUM

A quorum shall consist of not less than half plus one of the total numbers of appointed voting members. If there is no quorum within ten (10) minutes of the scheduled time for the meeting, the Chairperson will re-schedule the meeting date. Members are urged to contact the Chairperson and advise of any regrets.

13. OFFICERS

Council has established the committee with the following positions of (1) Chairperson and (5) Committee Members.

14. DUTIES OF OFFICERS

Chairperson

Prepare an agenda for each meeting
Call the meeting to order
Sign minutes upon approval
Be organized and informed and conduct meetings in an orderly manner
Make announcements of interest to members
Make him/herself aware of the business to come regularly before the meeting

Secretary (Staff Resource)

Keep accurate record of proceedings of meetings (minutes)
See that old business is brought to the attention of the Chairperson
Keep a current list of members and an attendance record
Prepare a list of current and proposed members and the executive for the upcoming year, forwarding to the Municipal Office for Council’s consideration prior to the end of the current year
If unable to attend a meeting, sees that the minutes and other correspondence and information are forwarded to the Chairperson prior to the meeting
Take charge of all documents belonging to the Committee
Assist Committee with administrative / financial/ operating and capital budget preparation and follow-up
Forward any invoices and receipts promptly to the Municipal Office as required
Submit a copy of approved minutes of the Committee to Council for information
In the absence of the Secretary, an Acting Secretary shall be appointed

Committee Members

Shall be responsible to attend meetings regularly, at the appointed time
Shall support the purpose and objectives of the Committee
No member shall exercise the right to more than one vote
Members are urged to contact the Chairperson or Secretary and advise of any regrets

Absentee Members

15. AUTHORITY

The Committee is a Committee of The Corporation of The Township of Southwold and has the authority to function within the parameters of their Terms of Reference.

Authority for disposal of excess capital assets or supplies lies with the Council of the Township upon recommendation of the Committee.

16. DISSOLUTION

The dissolution of a Committee may be triggered by one of the following:

a) Expiration of term

b) Completion of task or mandate

c) Resolution of issues

d) Legislative requirement no longer exists

e) Merger with another committee

f) Following the annual review process

g) Recommendation by Committee by resolution

h) Recommendation by Staff in Staff Report

i) Recommendation by Council

Regardless of a Committee sunset clause, all committees created by Council will formally be dissolved by Council resolution.

The following steps will be taken following the dissolution of a committee:

a) Committee will be removed from the active committee list;

b) Thank you letters on behalf of Council will be sent to committee members

c) Relevant staff members will be informed;

d) Council will be informed via correspondence from the Committee Chairperson