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HomeMy WebLinkAboutEARAC - 2022-04-27 - Item 2. 2021 Advisory Committee Training2021-2022 Advisory Committee Training Legislated Services 1.Advisory Committee Role Reporting Structure 2.Role and Responsibilities Citizen Members Council Representatives Staff Liaisons Committee Administrator 3.Meeting Procedure Agenda Agendas Debate and Discussion Motions Voting Minutes 4.Code of Conduct 5.Conflict of Interest Provide advice and recommendations to council and staff Advisory Develop and implement work plan Committee Governed by a terms of reference Role Advisory Standing City Council CommitteesCommitteesMeetings Downtown Advisory FCSC Economic Committee Development Reporting Environmental PSICCouncil Structure Cycling and Trails Arts and Culture CISC Safe and Healthy Community CitizenMembers Volunteers Appointed based on subject matter knowledge and expertise Role and Voting member Responsibility Participate fully in debate and discussion Disclose any direct or indirect pecuniary interests* May not speak to media on behalf of the advisory committee or city CouncilRepresentatives Elected member of council Appointed Voting member Role and Cannot be Chair or Vice-Chair Responsibility Participate fully in debate and discussion Disclose any direct or indirect pecuniary interests Link between advisory committee and council Speak on behalf of advisory committee at council StaffLiaisons City of Kitchener employees Subject matter experts Role and Presents staff reports and recommendations Responsibility Answers questions on subject matter Resource to the committee Non-voting participant Committee Administrator City of Kitchener employees Meeting procedure experts Prepares agendas Role and Provides in-meeting procedural advise Responsibility Records disclosures of pecuniary interest Non-voting participant Prepares minutes Agenda Legislated requirement Set approximately 2 weeks before the meeting date Available before the meeting for Meeting review Procedure Circulated electronically or by paper Includes: list of items under consideration reports relating to business on the agenda Debate and Discussion Chair facilitates Equal opportunity All members are entitled Meeting to take part Procedure Related to item under consideration and on the floor Respectful Motions Must: be in writing be moved written in the positive Meeting related to the subject Procedure matter Voting Every member has one vote and is required to vote Vote by show of hands Motions fail on tie votes Meeting Chair and all members have to vote Procedure Refusal to vote is a negative vote Chair will announce the results of all votes Minutes Parliamentary Style Records actions/decisions of the advisory committee Without note or comment Meeting Not a transcript of meeting proceedings Procedure Electronically distributed to members following the meeting COVID Considerations Meeting Our priority is that meetings are: Accessible Procedure Transparent Accountable AccountableEthics Legislated requirement Applies to city council, local boards and advisory Code of GovernsIntegrity committees Conduct Regulates behaviourand relations inside and outside of meetings RespectHonesty Individual legislated responsibility Must be written and filed with the city clerk Direct or indirect conflicts of interest City staff are not permitted to legal advice Conflict of Disclosed before considering the item on the Interest agenda Disclosures are recorded in the City Conflict of Interest Registry