Your GovernmentCouncil Committees

Council Committees

Council Committees act as an advisory body to Council and shall focus on initiatives, activities, and special projects or issues.

Economic Development

Economic Development Advisory Committee Terms of Reference

Name: Municipality of Markstay-Warren Economic Development Advisory Committee

Purpose: The purpose of the Advisory Committee shall be to assist the Municipal Council to bring advice regarding the implementation of the strategic plan.

Composition: Advisory Panels shall be composed of stakeholders and citizens recruited in a public and transparent manner. Members of Council may be included, provided they do not represent a majority of the Panel’s Members.

Membership: The Municipality of Markstay-Warren Economic Development Advisory Committee shall be composed of:

Mayor (ex-officio, no voting privileges unless there is an absence of a council member)
A maximum of Two Members of Council.
A maximum of five Members of the public were recruited in a public and transparent manner.

Purposes and Objectives: To provide advice, information and expertise to Council

With the setting of spending priorities for the implementation of the strategic plan;
Assist Council on which recommendations to be implemented;
Oversee the implementation of the strategic plan and to bring to the attention of the Municipal Council progress of the implementation.

Term:

The term of the Advisory Panel shall coincide with the term of Council Authority.

The Chair and Vice Chair shall be elected at the first meeting of every year.

Authority:

The Committee is an advisory committee to Council and does not have any delegated authority.
The Committee has no power to direct staff and any recommendations requiring implementation must first be considered by the Committee of the Whole and/or Council before any action by staff is taken.

Meeting Schedule:

The Committee will meet on a schedule determined by the Committee and the Chairperson may call additional meetings and can cancel any meeting.
If a member, other than the Mayor, has been absent for three (3) consecutive regularly scheduled meetings and has failed to advise the Chairperson in advance, the member shall be deemed to have abandoned his or her appointment and the office shall be considered vacant.

Emergency Management & Community Control Advisory Committee (EMCCAC)

Schedule “E” to By-law 2025-41

Emergency Management & Community Control Advisory Committee

TERMS OF REFERENCE

1. Mandate:

The Emergency Management & Community Control Advisory Committee or the municipality will develop an emergency plan consistent with the risk associated with the HIRA and review annually by the Emergency Management & Community Control Advisory Committee consistent with and in accordance with the Act and international best practices, including:

Training programs and exercises for employees of the municipality and other persons with respect to the provision of necessary services and the procedures to be followed in emergency response and recovery activities; and
Public education on risks to public safety and on public preparedness for emergencies; and
Any other elements required by the standards for emergency management set under the Act or by Emergency Management Ontario.

2. Committee Composition:

The Emergency Management & Community Control Advisory Committee shall be consistent with the objectives of protecting public safety, public health, the environment, critical infrastructure and property, and to promote economic stability and a disaster-resilient community.

The persons from time to time holding the following positions in the municipality shall be members of the Emergency Management & Community Control Advisory Committee:

CEMC/Fire Chief
Alternate CEMC
The CAO
The Treasurer

The CEMC is hereby appointed as chair of the Emergency Management & Community Control Advisory Committee and the CAO be appointed as chair of the Community Control Group.

The Emergency Management Program Committee shall advise Council on the development and implementation of the municipality's Emergency Management Program and shall review the program annually.

3. Community Emergency Management Coordinator

The Fire Chief appointed by By-Law for the Municipality, is hereby appointed as the primary Community Emergency Management Coordinator (the "CEMC") responsible for the emergency management program for the Municipality including maintenance of the Plan, training, exercises, public education and such other duties and responsibilities as outlined in the Act and Appointment By-Law.

Captain of the Markstay-Warren Fire Department, Ronny Theiss, is hereby appointed as alternate CEMC to act in place of the primary CEMC in his/her absence.

4. Community Control Group

The persons from time to time holding the following positions in the municipality shall also be members of the Community Control Group:

Chief Administrative Officer (CAO)
CEMC/Fire Chief
Public Works Manager
Treasurer
Council Appointed Member (EIO)
Mayor

5. Emergency Operations Centre
A primary and an alternate Emergency Operations Center have been established for use by the Community Control Group in an emergency and with the appropriate technological and telecommunications systems to ensure effective communication in an emergency. The locations of the Emergency Operations Centers are identified in an annex to the Plan.

6. Emergency Information Officer
That Council is hereby appointing Fire Department Station #1 Fit(Karen Fisher) as the Emergency Information Officer for the municipality to act as the primary media and public contact for the municipality in an emergency.

Finance Advisory Committee (FNAC)

Schedule “B” to By-law 2025-41

Finance Advisory Committee

TERMS OF REFERENCE

1. Mandate

The Finance Advisory Committee provides direction on strengthening financial and administrative practices, and housing development. This Committee is responsible for the Municipality of Markstay-Warren’s high-level fiscal and management policy issues, including the development of the fiscal framework and corporate financial planning, overseeing the Operating and Capital Budgets, establishing a budget reporting framework, reviewing efficiency and investment reports, providing guidance on corporate performance measurement policies and housing projects, and ensuring the financial and housing sustainability of the Corporation.

Being a Committee of Council, the Finance Advisory Committee will guide the consistent use of asset management across the organization, to facilitate logical and evidence-based decision-making for the management of municipal infrastructure assets and to support the delivery of sustainable community services.

2. Committee Composition:

Membership of the Finance Advisory Committee shall consist of the Mayor, Deputy Mayor, a Councilor, the CAO/Clerk, Treasurer, and four members -at-large representing the Municipality. The Mayor shall be the Chair of the Finance Committee.

3. Meetings:

The meeting procedures shall follow Council’s Procedural By-law and the Council Code of Conduct. All Meetings shall be held in the Council Chambers and shall be open to the public unless otherwise permitted in accordance with Section 239 of the Municipal Act.

The Committee shall meet monthly or as required, either to deal with a referred matter from Council, or to deal with matters that fall under its mandate. The time and date of meetings will be set by the Clerk in consultation with the Chair.

Members of the Committee may bring any issue and/or proposed projects to the Chair for discussion. The items of business to be included on the agenda shall be determined by the CAO and/or Clerk in consultation with the Chair.

Members shall advise the recording secretary if they are not able to attend a meeting.

A Municipal Staff shall be the recording secretary; minutes will not be verbatim but rather a reflection of the direction and initiatives of the Committee.

4. General responsibilities

The Finance Advisory Committee shall:

Be responsible directly to Council for:
1. Applicable services of Infrastructure and Water Services, on matters that relate to the mandate of this Committee;
2. Applicable services of the Recreation, and Facilities Services, on matters that relate to the mandate of this Committee;
3. All high-level fiscal policy and management items;
4. Making recommendations with regards to the Municipality’s tax ratios;
5. Policies and reporting frameworks relative to performance measuring and municipal best practices;
6. Establishing and implementing the Municipality’s fiscal framework;
7. Developing and monitoring the Municipality’s Operating and Capital Budgets and establishing the annual budget consultation and approval process.
Consider, for recommendation to Council, operating and capital budget amendments pertaining to items within the Committee mandate, and for budget issues of a corporate nature subject to the budgetary powers and duties assigned to the head of Council under the Municipal Act, 2001 and associated regulations and any Council-approved budget process.
Receive reports from staff regarding the exercise of Delegated Authority on items within the Committee’s mandate.
Receive delegations from the public, and hold public hearings as required by statute and Council.
Have the delegated authority to decide matters that are consistent with the application of federal and/or provincial statutes and/or regulations for matters within the Committee’s mandate.
Recommend to Council, the Municipality’s participation in federal or provincial cost-sharing programs, grant proposals, or employment incentive programs for matters within the mandate of the Committee.
Review and recommend to Council revisions to Finance Committee Terms of Reference, as required.
Recommend to Council proposed by-laws that are under the Committee’s jurisdiction.
Supervise and control all matters relating to the official documents, records, vouchers, and securities of the Municipality relating to the Committee’s mandate.
Approve Councillors’ travel and attendance at annual conferences such as OGRA, ROMA, AFMO, AMO, FCM and other conferences that do not fall within the mandate of other Standing Committees, as required.

5. Budget

Oversee and develop the Municipality’s annual Operating and Capital Budgets.
Recommend to Council a budget process that allows for public consultation, comprehensive review of budget items, transparency, and accountability.
Subsequent to the approval of the budget, subject to the budgetary powers and duties assigned to the head of Council under the Municipal Act, 2001 and associated regulations and any Council-approved budget process:
1. Review and approve all high-level operating and capital budget adjustments pertaining to items within the Committee mandate or that are not addressed by other Standing Committees,
2. Subsequent to the approval of the budget, identify for Council any additional funding requirements or budget adjustments, including reserves that cannot be accommodated through the use of existing capital or operating sources.

6. Financial planning, operations and sustainability

Review and make recommendations to Council on all matters associated with the Corporate rates policies, tax ratios and administration and reserve funds.
Review and make recommendations to Council on all matters associated with the Municipality’s Long Range Financial Plan, Fiscal Framework, and the overall establishment and implementation of Corporate financial management and sustainability principles.
Receive and make recommendations to Council on the Operating Status reports, Investment Reports and Efficiency Reports.
Monitor all matters connected with high-level expenditure, revenue and investment, and make recommendations to Council where necessary.
Receive and make recommendations to Council on investment and debt policies.
Oversee and make recommendations to Council on all matters pertaining to the Municipality’s day-to-day transactional processes, including payroll, bill payments and collections, purchasing card resolutions, and permit fee processing.

7. Purchasing

Recommend to Council the approval of contracts or purchase orders based on conditions deemed fit in accordance with the provisions of the Procurement By- law.

8. Communications and organizational development

Monitor and make recommendations to Council on the establishment and implementation of the City’s Performance Measurement policies and reporting framework.

9. Reporting relationships
The Finance Advisory Committee shall report to Council regarding the exercise of its delegated authority as part of a regular report to Council bi-monthly

Public Works and Landfill Advisory Committee (PWLAC)

Schedule “A” to By-law 2025-41

Public Works and Landfill Advisory Committee

TERMS OF REFERENCE

1. Mandate:

The Public Works and Landfill Advisory Committee acts as an advisory body to Council and shall focus on initiatives, activities and special projects on matters pertaining to environmental services and programs.

The Committee shall also assist Municipal Council to make the Municipality a safer place to live and work with respect to the roadways, water and wastewater services, landfills, maintenance of municipal buildings and equipment, other than the Fire Department buildings and equipment, and garbage pickup under the jurisdiction of the Municipality of Markstay-Warren.

2. Committee Composition:

The Committee shall be formed of five (5) members for the duration of the term of Council:

Two (2) members of Council, one being appointed as Chairperson by Council
Three (3) members of the Public who possess expertise in the environmental services

The following members are non-voting members and are available as resource persons:

Public Works Manager
Municipal Staff as recording secretary
Chief Administrative Officer

All members of the Committee, save and except the ex-officio members, shall be appointed by Council.

The Mayor is an “ex-officio” member. The Mayor has a right to vote but has no right in quorum.

A person ceases to be a member of the Committee when he or she is:

Absent from three (3) consecutive meetings without reason satisfactory to the Committee; or
Absent in excess of 1/3 or more of all meetings over a twelve (12) month period without reason satisfactory to the Committee.

Vacancies shall be filled by an appointment by Council as soon as possible.

Quorum shall be a majority of the of the members of the Committee (3).

An annual amount will be allocated in the budget for the development of educational and marketing resources as determined by Council.

3. Meetings:

The Committee shall meet five (5) times a year or as required, either to deal with a referred matter from Council, or to deal with matters that fall under its mandate. The time and date of Meetings will be set by the Clerk in consultation with the Chair.

Members shall advise the recording secretary if they are not able to attend a meeting.

A Municipal Staff shall be the recording secretary; minutes will not be verbatim but rather a reflection of the direction and initiatives of the Committee.

4. General Responsibilities:
The Public Works and Landfill Advisory Committee is responsible for providing advice and recommendations to Council on policy, programs, projects, strategies and service delivery in relation to Environmental Services as referred to it by Council on matters such as:

Waste management, recycling, waste diversion, wastewater, water quality, environmental protection, maintenance programs and services, facilities and other services provided.
Assist Council with the setting of priorities for improvements and maintenance of roads, all municipal buildings and equipment, except Fire Department building and equipment, and all other municipal infrastructure including bridges, water and wastewater, landfills and garbage pickup
Assist Council with recommendations on perceived safety issues
Bring comments and suggestions regarding Municipalities roads to the attention of Municipal Council

The Public Works and Landfill Advisory Committee is also responsible to:

Promote, support and foster environmental initiates within the Municipality;
Encourage waste diversion with a continued educational and marketing programs for the proper use of our current waste management system;
engage the population and encourage them to become responsible partners as we ‘Sort, Stream and Save’;
establish and evaluate key performance indicators in order to continue to measure the success of the marketing and educational plans.

All members must be committed to information sharing, cooperative decision-making, and activities and procedures that will ensure the effective functioning of the Committee.

The Chair is responsible for:

Speaking on behalf and acting as representative of the Committee;
Preparing and presenting recommendations and reports to Council; and
Presenting Committee Minutes to Council and summarizing decisions and activities.

The Committee will not be responsible for the following:

Daily operations of the Municipality's Public Works and Landfill Services;
Administrative and human resource matters including directions to staff; and
Deliberation and implementation of capital and operating budgets.

5. Reporting Relationship:

Recommendations of the Committee must be adopted by Resolution and presented in a form of a report to Council.
Minutes of the Committee will be received by Council at a subsequent Council Meeting.
The Committee may also refer matters to other committees for comments or input.

Recreation and Community Advisory Committee (RCAC)

Schedule “C” to By-law 2025-41

Recreation and Community Advisory Committee

TERMS OF REFERENCE

1. Mandate:

The Recreation and Community Advisory Committee acts as an advisory body to Council and shall focus on initiatives, activities and special projects on matters pertaining to art, recreation, parks and culture services and programs.

2. Committee Composition:

The Committee shall be formed of five (5) members for the duration of the term of Council:

Two (2) members of Council, one being appointed as Chairperson by Council
Three (3) members of the Public who possess expertise in either the arts, recreation, community services, and/or cultural activities.
All members of the Committee, save and except the ex-officio members, shall be appointed by Council.

The following members are non-voting members and are available as resource persons:

Parks, Recreation and Facilities Manager / Public Works Manager
Municipal Staff as recording secretary
Chief Administrative Officer

All members of the Committee, save and except the ex-officio members, shall be appointed by Council.

The Mayor is an “ex-officio” member. The Mayor has a right to vote but has no right in quorum.

A person ceases to be a member of the Committee when he or she is:

Absent from three (3) consecutive meetings without reason satisfactory to the Committee; or
Absent in excess of 1/3 or more of all meetings over a twelve (12) month period without reason satisfactory to the Committee.

Vacancies shall be filled by an appointment by Council as soon as possible.

Quorum shall be a majority of the of the members of the Committee (3).

An annual amount will be allocated in the budget for the development of educational and marketing resources as determined by Council.

3. Meetings:

Members shall advise the recording secretary if they are not able to attend a meeting.

A Municipal Staff shall be the recording secretary; minutes will not be verbatim but rather a reflection of the direction and initiatives of the Committee.

4. General Responsibilities:

The Recreation and Community Advisory Committee’s purpose is to advocate the Municipality of Markstay‑Warren as a strong community to live, grow and raise a family. The Committee is responsible for providing advice and recommendations to Council on policy, programs, projects, strategies and services provided by the Parks and Recreation Department in relation to the arts, recreation, parks, leisure and culture services.

The Recreation and Community Advisory Committee’s objectives are to:

Promote, support and foster art, recreation and culture initiatives within the Municipality;
Promote and support opportunities that encourage an active healthy lifestyle to all residents and access to facilities and parks within the Municipality that meet the needs of the community;
Initiate and assist in identifying community-wide needs; and
Bring together community groups and partners to ensure community involvement and cooperative planning for opportunities for new program development and to determine programming needs, events and services in the community.

All members are expected to participate fully in Committee discussions. As well, all Committee Members are required to attend the Council Meeting where their report is being presented.

All members must be committed to information sharing, cooperative decision-making, and activities and procedures that will ensure the effective functioning of the Committee.

The Chair is responsible for:

Speaking on behalf and acting as representative of the Committee;
Preparing and presenting recommendations and reports to Council; and
Presenting Committee Minutes to Council and summarizing decisions and activities.

The Committee will not be responsible for the following:

Daily operations of the Municipality's Parks and Recreation Department;
Administrative and human resources matters including directions to staff; and
Deliberation and implementation of the capital and operating budgets.

5. Reporting Relationship:

Recommendations of the Committee must be adopted by Resolution and presented in a form of a report to Council.
Minutes of the Committee will be received by Council at a subsequent Council Meeting.
The Committee may also refer matters to other committees for comments or input