COUNCIL POLICY C009. Council Liaison. Policy Statement: 1. Purpose. 2. Scope. 3. Policy Administration

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Berenice Perkins
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1 01 - Administration Council Liaison Effective Date: July 6, 2010 Revised Date: April 3, 2012 Revised Date: July 25, 2017 Policy Statement: Council members may be appointed to community organizations liaising as a representative of the City of Pitt Meadows. Council liaison appointments may be made where the relationship between the City and the community organization is deemed important to achieving the City s mandate and goals. All Council liaison appointments will be made by the Mayor. 1. Purpose The purpose of this Policy is to define the roles and responsibilities of Council members who are appointed as Council liaisons to community organizations. This policy will provide community organizations requesting or requiring a Council liaison appointee with clarity as to the expectations of a Council liaison. 2. Scope Definition Council Liaison refers to a position assigned to a Council member where the primary objective is to maintain good communication and relationships between a community organization and the City of Pitt Meadows. 2.1 The Policy applies to all Council liaison appointed positions. 2.2 The Policy clarifies the difference between Council appointed liaison positions and other Council appointed positions such as directors or appointments to regional boards and commissions (See Section 5 Exclusions). 3. Policy 3.1 The Mayor may appoint Council liaison positions to various community organizations where the relationship between the Municipality and the community organization are complimentary and consistent in their goals. The role of a Council liaison is to facilitate City of Pitt Meadows Page 1 of 17

2 ongoing communication between City Council and the community organization on matters of mutual concern and interest. 3.2 Where the requests by community organizations for a Council liaison exceed the availability of Council members, the Mayor may prioritize liaison appointments according to: the need for Council representation; the alignment of City and community organization mandates and goals; and any other options that may be available for City representation (e.g. staff liaison). 3.3 Council members may volunteer for community organizations, however only the appointed Council liaison is considered the official City representative. 4. Exclusions 4.1 This policy is not applicable to Council appointed positions to City established committees and commissions where Council members are expected to participate in discussions, debates and votes (e.g. Maple Ridge & Pitt Meadows Joint Parks and Leisure Services Commission as identified in Attachment A. 4.2 This policy is not applicable to Council appointed positions to legislatively constituted Boards involving organizations made up of several municipalities collaborating on the delivery of services (e.g. Regional boards including the Metro Vancouver Board and the Fraser Valley Regional Library Board as identified in Attachment A. 5. Accountabilities 5.1 Council liaison positions are accountable to the community organizations to which they are appointed in the following ways: a) To facilitate communication between the community organization and City Council where there are matters of common interest. b) To attend the portion of meetings that relate to common interests between the City and the community organization, at the request of the community organization, if the Council liaison is available and time permits. c) Unlike a voting member of a board or commission, the Council liaison is not expected to attend all meetings of the community organization or to attend the full meeting of the community organization, but may do so at their discretion. d) If the Council liaison has been requested to attend a meeting of the community organization where a matter of mutual interest will be discussed and the Council liaison is unable to attend, the Council liaison will notify the chair or secretary of the community organization and may make arrangements for the alternate Council liaison to attend if an alternate has been appointed. City of Pitt Meadows Page 2 of 17

3 e) The Council liaison will not make commitments on behalf of the City which are not already covered by policy or a previously approved standard of service. The Council liaison may take requests or inquiries back to Council or City staff for follow up. f) The Council liaison is not a voting member of the community organization and is not expected to participate in discussion and debate on matters being considered by the community organization but rather to provide information as required from a City perspective. 5.2 Community organizations are accountable to the appointed Council liaison in the following ways: a. To be appropriately constituted and in good standing with the Registrar of Societies or equivalent governing body and to function in accordance with good governance guidelines including but not limited to: sending agendas out to attendees in advance of a meeting; maintaining minutes; managing meetings in accordance with appropriate rules of order; holding regular elections; and maintaining proper financial records. b. To provide the appointed Council liaison with the terms of reference for the organization. c. To provide the appointed Council liaison with sufficient notice of upcoming meetings and a copy of meeting agendas when there is a request for the Council liaison to attend due to a matter on the agenda where there is a shared interest between the City and the community organization. A minimum of a month s notice is recommended and preference would be for an annual schedule of regular meeting dates, times and places. A Council liaison may choose to attend additional meetings when time permits. d. To provide the Council liaison with advance notice if they will be expected to address a particular topic of interest to the group at an upcoming meeting in order to allow the Council liaison adequate time to investigate and research the information needed, and to schedule the topic in the agenda that is convenient for the Council liaison. e. To respect the busy schedules of Council members who have multiple commitments, and make allowances for the Council liaison to attend meetings only when required and the Council liaison is available. 6. Table of Council Appointments 6.1 The Liaison positions as well as the Exclusions to this policy are identified in the Table of Council Appointments attached. City of Pitt Meadows Page 3 of 17

4 Attachment A - Table of Council Appointments outlines the non-voting Council Liaison Appointments covered by this policy and Council appointments exempted from this policy. Attachment B Client Bulletin re Directors of Non-profit Societies in a Conflict of Interest Young Anderson Barristers and Solicitors dated January 11, 2013 Attachment C - Legal Opinion on Conflict of Interest Considerations respecting Council Liaison Positions Young Anderson Barristers and Solicitors dated May 17, 2010 City of Pitt Meadows Page 4 of 17

5 Attachment A Council Liaison Appointments Covered by Policy C009 Council Liaison Appointments Exempted from Policy C009 Community Organization Active Transportation Committee Advisory Design Panel Agricultural Advisory Committee Alouette River Management Society CP Rail Citizens Advisory Panel Chamber of Commerce Serving Maple Ridge and Pitt Meadows Community Events Liaison Emergency Program Liaison Committee Organization Fraser Valley Regional Library Board GVRD (Metro) - Board of Directors GVRD (Metro) Committees Lower Mainland Local Government Association - Flood Control and River Management Committee Maple Ridge & Pitt Meadows Joint Parks and Leisure Services Commission Ridge Meadows Youth and Justice Advocacy Association Mayors Council on Regional Transportation (TransLink) Municipal Advisory Committee on Accessibility and Inclusiveness Fraser Basin Council Integrated Flood Hazard Management Committee Advisory Council Fraser Health Municipal Advisory Council Green Team Joint Police Liaison Committee Maple Ridge-Pitt Meadows Agricultural Association Maple Ridge / Pitt Meadows Youth Services Centre Society Pitt Meadows Airport Society Pitt Meadows Community Foundation Pitt Meadows Community Police Group Pitt Meadows Day Society Ridge Meadows Arts Council Pitt Meadows Heritage and Museum Society Ridge Meadows Seniors Society UBC Malcolm Knapp Research Forest Community Advisory Board United Way of Lower Mainland Notes: In most committees it is appropriate that Council liaisons participate in discussions, but should not participate in decision making. City of Pitt Meadows Page 5 of 17

6 Attachment B City of Pitt Meadows Page 6 of 17

7 Page 7 of 17

8 Page 8 of 17

9 Page 9 of 17

10 Page 10 of 17

11 Page 11 of 17

12 Page 12 of 17

13 Page 13 of 17

14 Page 14 of 17

15 Page 15 of 17

16 Attachment C C City of Pitt Meadows Page 16 of 17

17 Page 17 of 17

THE CORPORATION OF THE MUNICIPALITY OF PORT HOPE BY-LAW NO. 66/2015

THE CORPORATION OF THE MUNICIPALITY OF PORT HOPE BY-LAW NO. 66/2015 Being a By-law to establish the Parks, Recreation and Culture Advisory Committee for the Corporation of the Municipality of Port Hope