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HomeMy WebLinkAbout23 190 Strategic Planning Ad-Hoc Working Group Terms of Reference By-law THE CORPORATION OF THE MUNICIPALITY OF KINCARDINE KBT '"PA TY Of 141NGP4���� BY-LAW NO. 2023—190 Being a By-law to Adopt a Terms of Reference for The Strategic Planning Ad-Hoc Working Group 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 the Council of the Corporation of the Municipality of Kincardine desires to adopt a Terms of Reference for the Strategic Planning Ad-Hoc Working Group; 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 Strategic Plan Ad-Hoc Working Group 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"Strategic Planning Ad-Hoc Working Group Terms of Reference By-law". Read a First and Second Time this 22"d day of November, 2023. Read a Third Time and Finally Passed this 22"d day of November, 2023. Kenneth Craig IIIIIIIIIIIIIIIIIIIIIIII°�°'I'IR''�' m Jennifer Lawriellllllllllllllllllllllllh °�IW° Slgned wllh Conslgn0 Cloud(2023/11/27) Slgned wlt'h Conslgn0 Cloud III 23/11/27) 11 Verify with verifio.mm or Adobe Reader. Verify with verifio._or Adobe Reader. Mayor Clerk Schedule `A' By-law 2023- 190 Strategic Planning Ad-Hoc Working Group Terms of Reference Date Approved: November 22, 2023 By-law: 2023- 190 Term of the Committee: Ad Hoc Start Date: December 4, 2023 End Date: November 4, 2024 Lead Department: Strategic Initiatives Point of Contact: Lorie Fioze 1. Mandate To provide direction on the overall framework to plan and implement a strategic planning process. The committee would provide advice and recommendations to Council on the process. 2. Goals and Objectives To identify and make recommendations regarding the process to develop a strategic plan for 2025 including the: • Timelines of the new strategic plan • The environmental scan needed to set the context for the planning process • The public engagement process including the identification of sectors and participants to be invited to be informed, involved and//or engaged in the process • Identify if and when consultants are needed throughout the process • Help to select the consultant(s) • Identify measurement and monitoring process of the Strategic Plan 3. Strategic Plan Priorities To develop a strategic plan to begin in 2025. 4. Key Success Factors and Performance Indicators • Strategic planning process and timelines are identified and approved by Council. • The Strategic Plan is completed by November 2024. 5. Membership a. Roles and Responsibilities The Chair The responsibilities of the Chair are to: • preside over all Meetings; • ensure adherence to the Council approved terms of reference; • consult with the Staff Liaison on items of business intended for inclusion for the Committee Agendas; and • maintain regular communication with assigned Municipality staff. Councillor Members Councillors appointed to the Committee, and not serving as the Chair, are expected to: • provide the Council's perspective on the issues/matters being considered by the Committee; • provide insights into the kind of information and the types of questions to be answered to assist Council in its deliberations on the issues/matters being considered by the Committee; Schedule `A' By-law 2023- 190 • to make linkages to other issues/matters/actions being taken by Council. Staff Liaison The Manager of Strategic Initiatives from the Strategic Initiatives Department will be the Municipal Staff Resource to the Committee. The role of Staff Liaison is to act as a liaison between the Committee, municipal staff, and Council with respect to information requests, the presentation of information, and the coordination of administrative supports for the Committee. The Staff Liaison is authorized to commit 2 hours per week in support of the Committee. The CAO will be a participant of this committee. b. Number of Members Three Council members form the membership of this working group. C. Member Qualifications The following qualifications should be considered for appointing members to the Committee: • Awareness and knowledge of the importance of strategic planning processes. • Ability to attend regular meetings. 6. Reporting Structure The Committee is responsible for providing Council with updates at planning milestones a final report will be prepared by the Staff Liaison that includes (but is not necessarily limited to): • Committee mandate • Goals and Objectives • An overview of the work completed by the Committee in its pursuit of achieving its mandate (e.g.,what activities were undertaken,what discussions were had,what strategic questions came up) • Key successes • Presentation of advice to Council and explanation of rationale, analysis, data, etc. that supports the advice • Policy, financial, stakeholder, other risk assessment of the advice 7. Public Communications The Committee is expected to adhere to the following public communications protocols: • The Chair will act as the spokesperson for the committee. • The Chair will represent the Committee at any official functions. • Coordination of any communication pieces/advertisements, etc., shall be through the Staff Liaison including promotion of the progress of initiatives, plan updates, and engagement activities. • Agenda meetings and minutes will be posted on the Municipal website 8. General a. Frequency of Meetings This Committee will meet a minimum of 6 times starting in December 2023 and concluding in early November 2024. Schedule `A' By-law 2023- 190 Committee meetings will typically be one to two hours in length and will be held on a bi-monthly basis. b. Rules of Procedure The Municipality of Kincardine Procedure by-law shall serve as the rules of procedure for this committee. C. Relevant Policies • Advisory Committees of Council and Local Boards—Administration Policy.