Guiding Principles
- Work will be carried out in accordance with the City of Stratford’s Procedural By- law provisions of the Municipal Act, and other governing legislation and policies.
- The ‘Council’s Code of Conduct will guide the Ad-Hoc Committees efforts, promoting the highest ethical standards and professionalism while ensuring that the best interests of the community are met.
Quorum
A quorum shall be a majority of the whole Ad-Hoc Committee (3).
If quorum is not attained within fifteen (15) minutes after the hour set for a meeting, the recording secretary shall call the roll and take down the names of the Members present and the meeting shall stand adjourned until the next meeting is called.
Support Staff
This Ad-Hoc Committee shall be assisted by the Director of Corporate Services/Treasurer and additional City Staff, who will provide expert advice, technical reports, background information and will prepare the recommendations of the Ad-Hoc Committee, including the drafted policy.
Management of the Ad-Hoc Committee
Meeting Schedule
- This Ad-Hoc Committee shall meet three times on dates to be determined by the Director of Corporate Services in consultation with the Clerk and elected member of Council at 3:00 p.m.
- Established meeting dates and times will not be changed unless circumstances warrant special consideration.
- All notices of meetings will be posted on the City's website.
- The meeting agenda and presentation packages for each Ad-Hoc Committee meeting will be sent electronically to members in accordance with the Procedural By-law.
Minutes of Meetings
- Meeting minutes will be recorded without note or comment in accordance with section 239 (7) of the Municipal Act, 2001.
- Minutes from the meeting will be included in a forthcoming agenda for confirmation by the Ad-Hoc Committee.
- Following confirmation of the minutes, a copy shall be forwarded to Stratford City Council for their information.
Ad-Hoc Committee Working Process
All decisions that lead to the formulation of recommendations for Council consideration will take place at the Ad-Hoc Committee meetings only and not through electronic or other outside exchanges. All pertinent information will be shared with all Ad-Hoc Committee members in advance of meetings. This can include, but not be limited to, meeting minutes, any supplemental information, public input, media requests, etc.
Duties and Responsibilities
The appointed member of Council is to serve as Chair of the Ad-Hoc Committee.
Chair
Preparation:
- Work in collaboration with the Director of Corporate Services/Treasurer and City Clerk on the development of the agenda; including delegations; sequence; flow and timing; and to be apprised of any changes to the agenda prior to the meeting.
- In reviewing materials, ensure clarity on the discussion parameters for each report appearing on the agenda.
During Ad-Hoc Committee Meetings:
- Chair all meetings of the Ad-Hoc Committee and exercises authority and performs duties, as required.
- Call the meeting to order.
- Ensure Ad-Hoc Committee works within the assigned mandate
- Provides guidance and leadership to the Ad-Hoc Committee in the completion of its mandate.
- Exhibit the behavior expected of all Ad-Hoc Committee members.
Specific to decision-making:
- Maintain order and decorum during meetings, decide questions of procedure, and generally ensure that the Ad-Hoc Committee work proceeds smoothly according to the mandate of the Ad-Hoc Committee.
- Engage all Ad-Hoc Committee members in the decision-making process.
- Ensure the Ad-Hoc Committee has sufficient information to make a decision.
- Ensure that the Director of Corporate Services/Treasurer has been provided with the opportunity to clarify any matters of fact or seek professional advice.
- Build consensus where possible.
- Ensure the will of the Ad-Hoc Committee prevails.
Specific to agenda items:
- Define discussion parameters and remind members of decision options that include approve, defeat, amend, refer or defer a staff recommendation.
- Frame the issues, focus discussion and set the tone for the Ad-Hoc Committee’s discussions: fostering a constructive culture for respectful dialogue between Councillors, community and staff.
After Ad-Hoc Committee Meetings:
- Speak on behalf of the Ad-Hoc Committee at the Council level.
- Act as the primary spokesperson for any Ad-Hoc Committee-related inquiries in concert with the Director of Corporate Services/Treasurer or delegate.
- Maintain strong communications with Ad-Hoc Committee members between meetings.
Members
Specific roles and responsibilities for the Ad-Hoc Committee Members include:
Preparation:
- Read all agenda material and seek clarification from staff on any matters prior to meetings to make the most effective use of the Ad-Hoc Committee’s time.
- Have a broad awareness of the interrelationship of the City’s strategic initiatives and its operations.
- Understand the difference between the role of the Ad-Hoc Committee and the role of management.
In Ad-Hoc Committee Meetings:
- Attend meetings and participate fully in all Ad-Hoc Committee work.
- Debate the issues in an open, honest and informed manner to assist the decision-making process.
- Actively contribute to the development of Ad-hoc Committee recommendations and directions.
- Represent and advocate on behalf of constituents, keeping in mind the entire municipality when considering and addressing issues.
- Respect the role of Ad-Hoc Committee Chair.
- Respect the role of staff.
- Have a willingness to respectfully challenge Management when necessary.
Director of Corporate Services / Treasurer
Preparation:
- Prepare materials for inclusion with the agenda.
- Review the agenda with the Chair and the City Clerk.
In Ad-Hoc Committee Meetings
- Provide advice to members.
City Clerk
Preparation:
- Schedule and provide notice of meetings.
- Prepare agendas.
- Review agenda for the meeting with the Chair and the Director of Corporate Services/Treasurer.
In Ad-Hoc Committee Meetings:
- Provide advice on procedures to members in accordance with the Procedural By- law.
- Act as recording secretary unless role is delegated.
Remuneration
Procedural Rules
- Any rule not stated herein is deemed to be provided in the current Procedural By-law, as amended from time to time.
