A presentation was made by T. MacDonald explaining the role of a committee member. Usually committees are to advise Council; however, this committee is to make decisions to fulfill the function of grants and determining funds toward projects and grants and allocate the amount of grant per applicant.
At the meeting prior to the summer break, the committee should be discussing the budget for 2024. In October 2023 the committee should present its workplan and annual report. Council encourages the Chair or Vice Chair to attend as a delegation at the October 2023 Council meeting to present these documents.
With respect to the conduct of members, the Chair and Vice Chair's biggest role is to make sure committee members are respectful to not only members but to delegates. Members are here to advance initiatives and have conversations around the mandate.
Prior to any meeting, a committee member must disclose any pecuniary interests. The committee member will review the agenda prior to the meeting to see if any pecuniary interests are present at which time the member must disclose and notify the secretary.
Anyone who would like to speak at the meeting must register as a formal delegate.
Committee cannot decide quorum on its own and needs to be a recommendation to Council. Clerks will reach out to Chair and Vice Chair about how quorum is working and the clerks will take a report to Council in the Fall with recommendations on quorum.
Everyone gets one vote except staff. The Subject Matter Expert for this committee is K. Thomson.
Committee members must return the Declaration of Office/Consent Form/Photo forms by May 1, 2023.
If a committee member has an agenda item, please forward these items to T. Barry one week prior to the release date of the agenda. The release date for the agenda is the Friday before the scheduled meeting.
With respect to confidentiality, the Town will not provide any email addresses of the committee members and email addresses will only be used for business.