Committee Structure & Function
The Role of Council
District of Stewart Council is composed of a Mayor and six (6) Councillors who hold office for a four (4) year term. The Mayor is head of Council, and as noted in Section 116 of the Community Charter, is the Chief Executive Officer of the municipality. Council is a legislative (law-making) body with the responsibility for exercising virtually all legislative and administrative authority conveyed upon the District by the Province through the Community Charter, the Local Government Act and other statutes. Together, the Mayor and Councillors are ultimately responsible for establishing the policies of the District, for the carrying out of those policies, and for the general administration of civic business.
To assist Council in fulfilling their mandate, Committees may be appointed in designated areas in services provided.
A Standing Committee is an advisory body to Council established by the Mayor pursuant to Section 141 of the Community Charter. (Link to Community Charter) Standing Committees are composed of Councillors only and are assisted by the District staff and citizens who act as advisors to the committee.
Role of Standing Committee
The Council representative’s role on the Committee is:
To be a voting member of the committee to which they are assigned.
To serve as a communication channel to Council.
To act as a media liaison for the committee.
To provide information and will consider advice from staff and Council on issues of concern to the public and the District of Stewart
To provide concrete recommendations for consideration by staff and Council.
The Advisor’s role on the Committee is:
To provide information and consideration of items to Standing Committees on issues of concern to the public and District.
To provide local knowledge, advice, relevant background, and/or expertise/perspective that relate to items relative to each respective committee.
Help keep the Committee informed on current views within the community.
Objectively participate in all aspects of the Committee’s business as presented at the meetings.
Have a commitment to the importance of services within the District.
Understand the need to take into account the interests of all when helping to formulate a decision.
Be well informed on the values held in the community and have confidence in them.
Be willing to participate in discussions at meetings and functions of the Committee meetings.
Be able to exercise sound judgment and an open mind on items presented.
Be willing to participate in the spirit of cooperation in carrying out Committee business.
Be willing to assume responsibility for action taken.
Advisors do not have a vote on the Committee. Advisors do not attend closed meetings under Section 90 of the Community Charter.
The role of Standing Committees is further defined in each Committee's Terms of Reference.
Terms of Appointment for Standing Committees
The Mayor will appoint members of Council to each Standing Committee. The Mayor may also appoint citizen advisors to a Standing Committee. The Mayor shall designate a member of Council to serve as Chair of the Standing Committee.Advisory Committees
Except as may be provided by bylaw or resolution a Standing Committee, does not have the authority to communicate with other levels of government, to pledge the credit of the District, or to authorize any non-budgeted expenditures to be charged against the municipality. Members have only the authority delegated to them by Council.
Advisors do not have the authority to speak publicly (i.e. to the media) on behalf of the Committee unless so directed by the Council.
Standing Committee must report to the Council when directed by resolution of the Council. The Committee also submits reports with the assistance of the staff support to Council in accordance with established procedure and the Council Procedure Bylaw.(link to Council Procedure By-law)
An Advisory Committee is established by Council resolution. The Committee works with assigned staff and reports to a Standing Committee. Council may appoint citizens as stated within the specific Committee Terms of Reference. Council members do not have a vote on the Committee.
Role of Advisory Committee
The role of Committee members:
• Provide information and consideration of items to the respective Standing Committee on issues of concern to the public and District.
• Participate in discussion tabled at Committee.
• To provide local knowledge, relevant background and or expertise that relate to issues.
• To provide information and will consider advice from staff and respective Standing Committee on issues of concern to the public and the District of Stewart.
• To provide concrete recommendations for consideration by staff and respective Standing Committee.
Terms of Appointment for Advisory Committees
Appointments are made on an annual basis. Individual length of committee member service is governed by each Advisory Committees’ Terms of Reference. Committee members remain in office until their respective successors are appointed.
Except as may be provided by bylaw or resolution, an Advisory Committee does not have the authority to communicate with other levels of government, to pledge the credit of the District, or to authorize any non-budget expenditures to be charged against the municipality. Members have only the authority delegated to them by each respective Standing Committee or their existing Terms of Reference.
Members (other than Council Members if applicable) do not have the authority to speak publicly (i.e. to the media) on behalf of the Advisory Committee unless so directed by the Standing Committee.
Members have only the authority delegated to them by the Standing Committee.
Advisory Committees report to their Standing Committee.
A Task Force is established by Council resolution to which Council may appoint citizens who work with assigned staff and report to a Standing Committee or as otherwise directed by Council . Council members do not have a vote on the Committee.
Role of a Task Force
To provide information and will consider advice from staff and Council on issues of concern to the public and the District of Stewart. To provide concrete recommendations for consideration by Council or their respective Standing Committee.
Except as mandated, does not have the authority to communicate with other levels of government, to pledge the credit of the District, or to authorize any non-budget expenditures to be charged against the municipality.
Members have only the authority delegated to them by each respective Standing Committee or District Council.
Members (other than Council Members if applicable) do not have the authority to speak publicly (i.e. to the media) on behalf of the Task Force unless so directed by the Standing Committee/Council.
Task Force conduct their task within the time prescribed by the Standing Committee following which they report their findings and opinions to the Standing Committee or Council.
Committee Vacancy Replacement Term
In the event of a vacancy, the person appointed to fill the vacancy shall hold office for the remainder of the term of the vacated office, as per Terms of Appointment and/or as stated in the Committee Terms of Reference.
Attendance of Members at Meetings
Any Advisor/Advisory Committee or Task Force member who is absent from three (3) consecutive regular meetings without leave of absence from the Committee or without reason satisfactory to the Committee shall forthwith cease to be a member of the Committee and the appointing authority shall be advised by the Committee.
Removal of Advisor on Standing Committee or Advisory/Task Force Committee Members
The Mayor may rescind Standing Committee Citizen Advisor appointments. The respective Standing Committee in consultation with City Council may rescind Advisory Committee/Task Force appointments.
Resignation of Advisor on Standing Committee or Advisory/Task Force Members
Any member of a committee wishing to resign from the committee is requested to provide the resignation in writing to the committee chair with a copy to the District Clerk.
Time and Location of Meetings
Every meeting of a Committee/Task Force after its first meeting is to be held at the date, time and location agreed to by the Committee.
Rules of Procedure
Each Committee/Task Force shall use the meeting guidelines, the Community Charter (Section 90), and the Council Procedure Bylaw as Rules of Procedure.
Conflict of Interest
Committee and Task Force Members are to avoid conflicts of interest. A conflict of interest exists where:
A committee member is a director, member or employee of an organization seeking a benefit from the District upon which the committee will make a recommendation.
The committee member has a direct or indirect pecuniary interest in the outcome of committee deliberations.
A conflict of interest does not exist if:
The pecuniary interest of the committee member is a pecuniary interest in common with members of the municipality generally.
The pecuniary interest is so remote or insignificant that it cannot reasonably be regarded as likely to influence the member in relation to the matter.
Where a conflict of interest exists, committee members:
Are not entitled to participate in the discussion of the matter or to vote on a question in respect of the matter.
Must declare to the committee that a conflict exists and the nature of the conflict.
Must absent themselves from the meeting during consideration of the issue to which the conflict relates.
The member’s declaration of a conflict and their exit from and return to the meeting shall be noted in the minutes.
No member of a committee shall be liable in his or her personal capacity for any debt or liability of the committee. It is the responsibility of the District to insure the members of committees against all liabilities related to fulfilling their responsibilities as members of the committee, except willful misconduct and/or gross negligence.
Meetings Open to the Public
All meetings of Council committees are open to the public and no person shall be excluded except for improper conduct, except as may be provided in the committee’s enabling statute or establishment bylaw, or where the committee is considering an item where, in accordance with applicable legislative requirements or Council procedure, the public interest requires the exclusion of the public.
At any time a member of the public may be invited by the Chair to speak or appear as a delegation to the committee. The presentation of the delegation may not exceed five minutes duration unless the Chair approves a longer duration.
Special Committee Meetings
A Committee may hold a special committee meeting when:
its Chair so directs
the Mayor so directs, or
directed to meet by resolution of Council.
See Community Charter (Section 126) requirements for holding a special meeting.