Attachment B - TOWN OF SIDNEY Community Development Committee (CDC) Terms of Reference

Community Development Committee (CDC) Terms of Reference

Purpose

The CDC is primarily an advisory committee established by Council to consider, inquire into, report and make recommendations to Council on items, which have been referred to the Committee by Council, relating to the following:

• business and economic development;
• affordable workforce housing strategies;
• revitalization and infrastructure opportunities;
• community vitality and sustainability;
• marketing and tourism;
• arts and cultural development; and
• health and social well-being of the community

Mandate

With respect to the provision of advice to Council, the Committee is expected to:

• Provide input on initiatives related to promoting and enhancing existing local business and also attracting new business investment to the community and enhancing the cultural assets of the Town;
• Provide a community perspective related to affordable workforce housing strategies and revitalization and infrastructure opportunities in the community; and
• Provide input on initiatives related to promoting active and healthy living, social engagement and creating an overall sense of community.

With respect to advancing other initiatives specifically approved by Council, the Committee is expected to:

• Collaborate with residents, community organizations and businesses in support of economic development and community sustainability initiatives;
• Foster effective communication between the Town, the business community and community groups and volunteers; and
• Provide an active voice for seniors, youth and families in the community

Deliverables

The CDC will make recommendations to Council on matters within their mandate to support priorities typically identified in the Town's Strategic Plan. The Committee will submit to Council an annual work plan at the beginning of each year describing its plans for the year and a final report at the end of each year describing its activities and accomplishments of the year.

In order to facilitate the provision of sound and informed advice to Council, Town of Sidney staff will, where practicable, prepare background reports describing the issue being referred along with providing relevant staff recommendations. Staff reports to the committee, along with relevant background information, will be included with the agenda package provided by the Recording Secretary. Relevant staff will be in attendance to provide clarification and technical advice if necessary.

Based upon the staff report, background information and recommendations, the Committee will make a subsequent recommendation to Council.

In addition to addressing items specifically referred to the CDC, it is also possible for specific topics to be identified by members of the CDC. In doing so, however, the CDC is required to recommend to Council that it provide advice on such matters. Where a topic is identified by a member of the CDC, it is incumbent on that member to provide a short briefing note describing the issue and why it is considered pertinent that the CDC explore it. The presentation of such a topic should be first reviewed and approved by the Chair and should be circulated to all members through the agenda package provided by the Recording Secretary.

Membership

1. Members shall consist of the following:

2. Appointments shall be for a term of 1 or 2 years, with one half of the membership being replaced annually.
3. No member shall serve for more than three consecutive terms (6 years) on the same committee. In the event that a member serves more than 3/4 of a term, it shall be for the purposes of this bylaw to be considered a term.
4. Organization members may appoint an alternate representative, however, they must first notify the Town.
5. In the event of a vacancy, Council may attempt within thirty days of such vacancy appoint a new member to fill the vacancy for the unexpired term thereof.
6. Council may grant a member of a committee temporary leave of absence for a time greater than two consecutive months, but not greater than four consecutive months. If a member of a committee has received Council's permission for a leave, Council shall then appoint a replacement member for the period of the approved absence.
7. A Member or employee of the Town is not eligible to be a member of a committee, but may attend meetings in a resource capacity.

Quorum

A minimum of 9 voting members in attendance constitute a quorum of that committee.

Role of Chairperson

The Chairperson is responsible for: calling meetings, preparing agendas, conducting meetings, providing leadership and ensuring meetings are accurately documented. Role of Town Staff Town staff are in attendance to; provide technical advice, relevant background information on matters referred to them by Council and answer any questions with respect to municipal legislation, bylaws, operations, etc.

Role of Recording Clerk

The Recording Clerk is responsible for; preparing and distributing agendas, taking minutes of the meetings, ensuring minutes are approved and signed by the Chair and forwarded to the Corporate Administrator; and providing other related administrative support as required.

Meetings

1. Meetings will be held monthly on the 4th Tuesday, 1:00 p.m., at Town Hall, or as required.
2. All meetings shall be held in open session expect as allowed under the Charter.
3. Meeting rules and procedures will be in accordance with the Town's Procedure Bylaw.

Reporting / Authority

The Committee shall report directly to Council. The minutes of meetings and any reports, including recommendations of the Committee, will be forwarded to Council for their consideration. Council's decision to approve, deny or amend recommendations is at their discretion. Any initiatives proposed by the Committee must be forwarded to Council for approval prior to proceeding, including the use of Town resources.

Committees, upon the approval of Council, may establish a sub-committee to consider items within their mandate.

Budget

A budget is provided by the Town to cover administrative expenses of the Committee. Any additional funding must be approved by Council. Neither the Committee nor any member of the Committee shall make any commitments on behalf of the Town nor incur any expenditure charged against the Town without the prior approval of Council.

Revised April 2013