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.

Finance Committee

FINANCE COMMITTEE TERMS OF REFERENCE

Mandate

The Finance Committee provides direction on strengthening financial and administrative practices. 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 ensuring the financial sustainability of the Corporation.

Membership

Membership of the Finance Committee shall consist of the Mayor, the Deputy Mayor, a Councillor, the CAO/Clerk/Treasurer, the Assistant Treasurer, and four members -at-large representing Awrey, Markstay, Hagar and Warren. The Mayor shall be the Chair of the Finance Committee.

General responsibilities

The Finance 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, 2001and 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.

Specific responsibilities

The Finance Committee shall:

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, 2001and 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.

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.

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.

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.

Reporting relationships

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

Recreation and Health Services

Parks And Recreation Advisory Committee Terms of Reference

Name: Municipality of Markstay-Warren Park and Recreation Advisory Committee

Purpose: The purpose of the Committee shall be to assist the Municipal Council to make the Municipality a safer place to live and work with respect to the roadways under the jurisdiction of the Municipality of Markstay-Warren.

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: Membership The Municipality of Markstay-Warren Park and Recreation Advisory Committee shall be composed of:

- A minimum of one and a maximum of Two Members of Council and shall elect a Chair.
- A minimum of three and a maximum of five Members of stakeholders and citizens recruited in a public and transparent manner.

Purposes and Objectives:

To provide advice, information and expertise to Council
- With the setting of priorities for parks and recreation improvements;
- To assist Council with recommendations on the perceived safety issues;
- To bring comments and suggestions regarding Municipalities' recreational activities to the attention of the Municipal Council through the Municipality’s Park and
  Recreation Advisory Committee representative(s) - CAO/Clerk or designate

Term:

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

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.

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.

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:

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.

Asset Management Advisory

Asset Management Advisory Committee Terms of Reference

Mandate:

Being a Committee of Council, the Asset Management 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

Key Roles and Activities:

The Committee shall meet its purpose through:

Electing a Chair from amongst its members
Reviewing the Terms of Reference and revising as necessary
Reviewing the preliminary infrastructure report asset class by asset class
Based on current service provision and existing assets, assisting in the development of Level of Service (LOS) definitions that are clear, concise, and jargon free
Considering appropriate levels of service, assess service delivery risks, recommend service targets to Council
Setting clear, efficient guidelines for communications with the purpose of:
- Providing regular progress updates to Council
- Providing regular progress updates to the public
Designing a public engagement strategy
Researching successful practices in Asset Management when it comes to establishing priorities and achieving results in small communities
Participating in ongoing training and regular workshops when appropriate

Composition:

The Committee shall be formed of five (7) members:

Two Council Members

The following staff of the municipality will be considered permanent members; other staff members will attend meetings as required;

Chief Administrative Officer
Treasurer
Public Works Superintendent
Two (2) members of the community at large.
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

Authority:

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

Term:

The Committee shall operate for the term of Council.

Remunerations:

Members of the Committee will serve without remuneration unless an honourarium and expenses are approved by Council and are included in the municipal budget.

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.
Meetings of the Committee shall not conflict with regular meetings of the Committee of the Whole, regular meetings of Council.

Staff Resources:

Staff may be required on an as-needed basis to full fill certain tasks from time to time.

Miscellaneous:

Unless otherwise determined, all meetings will be open to the public and are subject to the Municipalities Procedural By-law and Notice By-law, unless otherwise specified in the Terms of Reference.

Delegations at Meetings:

N/A

Minutes and Agenda:

The minutes of each Committee meeting will be amended as necessary and approved at the following Public Works Committee meeting. Once approved, they will be forwarded to the Clerk for inclusion in the next regularly scheduled meeting of Council.
The agendas will be prepared by the staff liaison and/or the Clerks Department, along with the Committee chair or vice-chair, with input from other committee members.

Committee Resolutions:

The Committee will seek to achieve consensus on decisions. Recommendations are ‘carried’ if supported by a majority. Only resolutions as they appear in the adopted Minutes may be considered as officially representing the position of the Committee.

Terms of Reference Amendments:

The Terms of Reference are established by Council and can only be altered by Council.

Landfill Advisory

Landfill Assessment and Advisory Committee

Mandate:

Being a Sub-Committee of our Public Works Committee, the Landfill Assessment and Advisory Committee will create an atmosphere where high environmental values and climate change mitigation
exists. The Committee shall:

Review operations of our landfill site(s);
Identify best practices surrounding waste management;
Identify methods to improve land fill operations in accordance with the latest standards.

Objective:

To provide a report with recommendations relating to efficient and modern operations of our municipal waste management.

Composition:

The Committee shall be formed of five (5) members:

Two (2) members of Council, one being appointed as Chairperson by Council;
Three (3) members of the Public who possess concern on environmental issues as they relate to waste management.
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.

Authority:

1. The Committee does not have any delegated authority.

2. The Committee has no authority to direct staff and any recommendations requiring implementation must first be considered by the Committee of the Whole and/or at a regular
Council meeting before any action by staff is taken.

Term:

The Sub-Committee shall operate for one (1) year to commence on the first scheduled meeting.

Remunerations:
Members of the Committee will serve without remuneration unless an honourarium and expenses are approved by Council and is included in the municipal budget.

Meeting Schedule:

1. The Committee will meet on a schedule determined by the Committee and the Chairperson may call additional meetings and can cancel any meeting.
2. Meetings of the Committee shall not conflict with regular meetings of the Committee of the Whole, regular meetings of Council.

Staff Resources:

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

Public Works Superintendent;
Municipal Clerk or designate as recording secretary;
Chief Administrative Officer;

Miscellaneous:

Unless otherwise directed by Council, the minutes of all Committee meetings will be presented to the next scheduled Public Works Committee meeting for consideration and possible approval of any recommendations. Unless otherwise determined, all meetings will be open to the public and are subject to the Municipalities Procedural By-law and Notice By-law, unless otherwise specified in the Terms of Reference.

Delegations at Meetings:

N/A

Minutes and Agenda:

The minutes of each Committee meeting will be amended as necessary and approved at the following Public Works Committee meeting. Once approved, they will be forwarded to the Clerk for inclusion in the next regularly scheduled meeting of Council.
The agendas will be prepared by the staff liaison and/or the Clerks Department, along with the Committee chair or vice-chair, with input from other committee members.

Committee Resolutions:

Terms of Reference Amendments:

The Terms of Reference are established by Council and can only be altered by Council.