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HomeMy WebLinkAbout23 099 Municipal Tree Canopy and Natural Vegetation Ad-Hoc Committee Terms of Reference By-lawTHE CORPORATION OF THE MUNICIPALITY OF KINCARDINE BY-LAW NO. 2023 – 099 Being a By-law to Adopt a Terms of Reference for The Municipal Tree Canopy and Natural Vegetation Ad-Hoc Committee Whereas pursuant to the Municipal Act, Sections 8 and 9 provides that a municipality has the capacity, rights, powers and privileges of a natural person for the purpose of exercising its authority under this or any other Act; and Whereas pursuant to the Municipal Act, Section 270 (1) 7. provides that a municipality shall adopt and maintain policies with respect to the manner in which the municipality will protect and enhance the tree canopy and natural vegetation in the Municipality; and Whereas the Council of the Corporation of the Municipality of Kincardine desires to adopt a Terms of Reference for the Municipal Tree Canopy and Natural Vegetation Ad-Hoc Committee; now therefore be it Resolved that the Council of The Corporation of the Municipality of Kincardine Enacts as follows: 1. That the Terms of Reference for the Municipal Tree Canopy and Natural Vegetation Ad-Hoc Committee for The Municipality of Kincardine, attached hereto as Schedule ‘A’ and forming part of this By-law be adopted. 2. That this By-law shall come into full force and effect upon its final passing. 3. That By-law may be cited as the “Municipal Tree Canopy and Natural Vegetation Ad-Hoc Committee Terms of Reference By-law”. Read a First and Second Time this 12th day of June, 2023. Read a Third Time and Finally Passed this 12th day of June, 2023. Mayor Clerk Schedule ‘A’ By-law 2023 - 099 Terms of Reference – Municipal Tree Canopy and Natural Vegetation Ad-Hoc Committee 1. Committee Mandate & Responsibilities The Municipal Tree Canopy and Natural Vegetation Ad-Hoc Committee is an advisory committee of Council established to offer advice and recommendations to the Council of the Municipality of Kincardine that best reflects the wants, needs and what will better the community in relation to the trees within the Municipality. The overall objective of the Committee is to work with staff to develop a by-law and a policy that will guide the Municipality of Kincardine with the protection of the natural tree canopy and vegetation, regulating trees on private property, and considerations for including the overall goals into the Municipal Official Plan. This project will include the following aspects: - Review and consideration of background and history; - Overall needs evaluation; - Community involvement and input; - Determine priorities based on need and municipal capacity; and - Creation and presentation of final work to Council for consideration. With the assistance of the Ad-Hoc Committee, Staff will present their options to Council by September 2023. The Committee shall dissolve upon project completion. 2. Committee Membership The Ad-Hoc Committee shall be comprised of: - Three (3) Council members of the Municipality; - The Chief Administrative Officer or designate of the Municipality; - The CAO Executive Assistant to act as the Recording Secretary; and - The Director of Infrastructure and Development. To have quorum, the Committee shall have a majority of members present during a meeting. Each member will be appointed to the Committee by resolution of Council. Municipal Staff do not have voting privileges and do not count for quorum. A Chair will be elected in accordance with the Municipality of Kincardine Procedural By- law. 3. Member Roles & Responsibilities Municipal Staff are authorized to commit three (3) hours per week in support of the Committee. If the Committee requires more time of the Municipal Staff Resources, the Chair must make a request for additional resources to Council. a. Chair The roles and responsibilities of a committee Chair are to: i. Preside over all Meetings; ii. Ensure adherence to the Council approved terms of reference; iii. Review items of business intended for inclusion for committee agendas; and iv. Maintain regular communication with Council and assigned Municipality staff. b. Members Members are responsible for providing insight and recommendations to Staff and Council. c. Chief Administrative Officer The Chief Administrative Officer is responsible for overseeing administrative support for the meetings and providing insight into the information on hand and how it relates to legislative requirements. Schedule ‘A’ By-law 2023 - 099 d. CAO Executive Assistant/ Recording Secretary The CAO Executive Assistant/ Recording Secretary of the Committee is responsible for providing secretarial support to the Ad-Hoc Committee to provide for the general administrative coordination of meetings, including the preparation and distribution of agendas and minutes. e. Director of Infrastructure & Development The Director of Infrastructure and Development will provide administrative support for the Committee on an as-needed basis and to provide further insight as the drafted by-law and policy will primarily involve their department. 4. Reporting & Communications The Municipal Tree Canopy and Natural Vegetation Ad-Hoc Committee is a Committee of Council. The Committee will provide advice and recommendations to the Municipal Council of the Municipality of Kincardine. All Committee minutes will be submitted to the Clerk for record keeping and placement on the Municipal Council agenda. 5. General Administration a. Meetings Quorum is required to hold a meeting. All Committee meetings shall be conducted in accordance with the Municipality of Kincardine’s Procedural By-law. Members having a pecuniary interest in any issue under consideration by the Committee shall declare the pecuniary interest at the beginning of the meeting or at the earliest time known. The Committee is encouraged to hold meetings commencing no later than 4:00pm in order to reduce the financial implications for the Municipality. Notice of meetings shall be issued via circulation of the agenda to Committee members on the Friday preceding the meeting except in the event of extenuating circumstances. The Committee shall maintain open communication with staff to ensure rules and procedures of the Municipality of Kincardine are being followed. Electronic participation at meetings is permitted following the procedures set out in the Municipality of Kincardine Procedure By-law.