January 17, 2019
Agenda Strategic Planning Town of Kingsville Organization Meetings Procedural Bylaw Role of the Committee Code of Conduct Tips to Achieving Meeting Excellence
Town of Kingsville Strategic Plan The Town of Kingsville has a 20 year Strategic Plan Provides strategic direction to Council, Committees and Administration Vision Kingsville: a friendly and safe community – proud of our past, excited about our future Mission To make Kingsville a progressive and prosperous place
Strategic Plan - Values Community Leadership Professionalism and Accountability Preservation of a Small Town Culture
Linking to the Strategic Plan Financial Sustainability Accessibility Operational Efficiency Resident Engagement Communication
Town Organizational Structure Council Committee CAO Planning and Parks and Municipal Corporate Building Fire Finance Development Recreation Services Services Facilities and Information Human By-law Properties Technology Resources Municipal Building Services Public Works
Meetings and Procedural By-Law Town Council has adopted a procedural by-law which assists in the conduct of our Council and Committee meetings. The procedural by-law is 55-2016 Should you have a question regarding meeting procedure please contact your staff resource.
Conflict of Interest Every meeting the chair will ask members should they have any pecuniary interest The Municipal Conflict of Interest Act can be found here; https://www.ontario.ca/laws/statute/90m50 Should you have any pecuniary interest it must be disclosed at the meeting in which the matter is being discussed.
Role of the Committee Terms of Reference Each committee will have a terms of reference Each term of reference has been approved by Council Within this document you will see: The size of the committee The mandate of the committee The meeting schedule Resources available
Role of the Committee The role of a committee member is unique. Committees are established to: - provide information to Council on issues concerning the Town - provide recommendations to Council - undertake work that is requested of Council
Role of the Chair The Chair is responsible for presiding over the meeting Maintaining order and ensuring that all Members have an equal opportunity to participate in the discussion. The Chair will also determine the speaking order and ensure that those who have not yet had an opportunity to speak to an issue are given that opportunity before another member is given a second opportunity to speak to an issue.
Role of a Committee Member Members will be expected to: Attend meetings regularly Prepare for meetings by reading the agenda material in advance Listen to others and observe the rule of one speaker at a time Speak when acknowledged by the Chair and through the Chair Participate fully Observe rules of decorum and debate Not represent themselves as having any authority beyond that delegated by Council Put public interest above individual, group or social interests and consider this position as an opportunity to serve the Town of Kingsville Treat other committee members, elected officials, and municipal staff with respect and courtesy Never offer, give or accept gifts, favours or services that might tend to influence Never use your position to secure advantage Never disclose confidential information Please remember that specific roles are set out within your committees Terms of Reference.
Role of Administration Each committee is provided one administrative support person. This position responsibility includes the following: Agenda preparation in consultation with the chair Preparation and delivering of minutes to the committee in a timely manner Provide technical advice Bring forward memorandum/reports to the committee for recommendations to Council Advise the committee on the availability of resources
Role of the Committee: Submitting Recommendations to Council A committee can submit recommendations to Council through the Clerk’s Office for inclusion in the agenda Council can choose the following to do: Approve the recommendation Amend and approve the recommendation Defer the matter to a later date Refer the recommendation back to the committee for further information Defeat the recommendation
Committee Support Each committee is provided one administrative support person. This position responsibility includes the following: Agenda preparation in consultation with the chair Preparation and delivering of minutes to the committee in a timely manner Provide technical advice Bring forward memorandum/reports to the committee for recommendations to Council Advise the committee on the availability of resources
Tips to Achieving Meeting Excellence Ensure the meeting length is appropriate for the number of agenda items. Put most important items at the beginning of the meeting. Come to the meeting prepared. Develop action lists. Rules for brainstorming – list all ideas anyone has, don’t discuss, don’t judge, repetition is ok. Set deadlines and responsibilities for tasks. Stay in the here and now – don’t look back. Stress the importance of participation and contribution, don’t dominate the discussion. Summarize decision and tie up loose ends.
Thank you Thank you for volunteering and making a difference in the Town of Kingsville
Recommend
More recommend
