HomeMy WebLinkAboutDSD-2022-367 - Climate Change and Environment Committee - Updated Terms of Reference (Policy GOV-BOV-100)
Development Services Department www.kitchener.ca
REPORT TO: Planning and Strategic Initiatives Committee
DATE OF MEETING: August 8, 2022
SUBMITTED BY: Rosa Bustamante, Director, Planning Development Services,
519-741-2200 ext. 7319
PREPARED BY: Carrie Musselman, Senior Environmental Planner,
519-741-2200 ext. 7068
WARD(S) INVOLVED: All Wards
DATE OF REPORT: July 11, 2022
REPORT NO.: DSD-2022-367
SUBJECT: Climate Change and Environment Committee Updated Terms of
Reference (Policy GOV-BOV-100)
RECOMMENDATION:
That the name of the Environmental Committee be changed to Climate Change and
Environment Committee; and,
That Climate Change and Environment Committee - Terms of Reference (Policy GOV-BOV-
100) attached to report DSD-2002-367 be approved.
REPORT HIGHLIGHTS:
The purpose of this report is to provide an overview of the review process that was undertaken
and outline substantive changes to Council Policy GOV-BOV-100 being the Environmental
Committee Terms of Reference. The substantive changes include a new name, and expansion
of the mandate to include climate change.
There are no financial implications.
The updated Terms of Reference reflects feedback received from current committee members
and staff.
This report supports Environmental Leadership and the delivery of core services.
BACKGROUND:
The Environmental Committee Terms of Reference was last reviewed in 2009 with updates
approved in January 2010. In 2015, as part of the corporate Policy Review it was recommended that
to ensure policies are up-to-date and still relevant, they should be reviewed every 3-5 years and that
each policy have a review date identified on the document.
REPORT:
th
At the March 24 2022 Environmental Committee meeting staff presented an outline of the current
Environmental Committee Terms of Reference, which included a synopsis of the purpose and
contents. As part of the presentation, and to assist with the Terms of Reference review, the
committee members were asked to consider (and comment on) the following questions:
What are our objectives as a committee?
*** This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994 for assistance.
What does the committee want to achieve?
What will be different because of the work that the committee does?
What changes and/or updates does the committee recommend?
In addition to the discussion at the March meeting, members were provided a copy of the
presentation via email and asked to share their thoughts and/or suggestions for improvements
directly to staff. A summary of feedback from committee members includes:
Look at what additional measures could be taken to help improve the quality of life for people of
Kitchener (i.e., biodiversity, climate change, water and natural resources, environmental
sustainability, integrity, ).
Simplify the committee's role so that we can do one job well vs. many jobs poorly.
It would be helpful to have a clear designation of our roles and responsibilities.
The sub-committee structure is not beneficial. We should work on a project or two as a whole
committee with a designated mandate and leader.
th
On April 25, staff from across the organization who are familiar presenting information to the
Environmental Committee (or advisory committees), met and shared their thoughts and/or
suggestions on updates to the Terms of Reference. A summary of staff feedback provided is:
A very clear purpose and mandate should be provided to empower committee members and
assist with recruitment.
Clarity on what should be brought to the committee is needed. Staff are seeking guidance to
understand what projects and items are within the mandate of the committee to review and
provide comments/resolutions on.
It would be beneficial to include volunteers with technical expertise to bring a diversity of
environmental backgrounds who understand municipal process.
An updated Council Policy was developed based on the above-mentioned feedback received and
on a review of terms of reference employed by other municipal environmental advisory committees.
The updated Terms of Reference has been formatted to be clear and concise and some notable
changes include:
The renaming of the committee to and Environment Committeesupport its
new purpose and mandate.
A new purpose that states the committee is to support and advise Council in implementing the
environmental goals and policies concerning climate change and other environmental matters
within the City of Kitchener.
A new mandate that aligns with strategic plans or strategies (i.e., Strategic Plan, Strategic Plan
for the Environment, Corporate Climate Action Plan, and the TransformWR Climate Action
Strategy) and includes a list of duties the committee may participate in or contribute to.
The committee composition will change from 10 or 11 members to between 8 to 12 members.
This composition will better align with other advisory committees and should provide more
flexibility during the membership selection process while at the same time maintain a balance of
expertise and structure.
Members will no longer be asked to be a member of at least one sub-committee. Going forward,
sub-committees may be formed to complete specific
and work plan.
thth
At the June 16 Environmental Committee meeting and through a follow-up email sent July 14, the
committee have had an opportunity to review and comment on the updated Terms of Reference.
Members generally expressed support for the updated Terms of Reference, suggesting a minor
revision that membership terms may be staggered to allow for continuance of experience. This
revision has been included in the Terms of Reference attached to this report.
STRATEGIC PLAN ALIGNMENT:
This report supports Environmental Leadership and the delivery of core services.
FINANCIAL IMPLICATIONS:
Capital Budget The recommendation has no impact on the Capital Budget.
Operating Budget The recommendation has no impact on the Operating Budget.
COMMUNITY ENGAGEMENT:
INFORM
Council / Committee meeting.
CONSULT The Environmental Committee and various internal stakeholders have been consulted.
PREVIOUS REPORTS/AUTHORITIES:
CRPS-10-001 Environmental Committee Recommendation Council Policy I-100
(Environmental Committee Terms of Reference)
REVIEWED BY: Natalie Goss Manager, Policy and Research
APPROVED BY: Justin Readman General Manager, Development Services
ATTACHMENTS: Attachment A Policy GOV-BOV-100 (Climate Change and Environment
Committee - Terms of Reference)
Attachment B Policy GOV-BOV-100 (Environmental Committee -
Terms of Reference)
Attachment C Terms of Reference Compared
Policy No: GOV-BOA-100
Policy Title: ENVIRONMENTALCOMMITTEE -TERMS OF REFERENCE
POLICY Policy No: GOV-BOA-100
CLIMATE CHANGE AND
Policy Title: Approval Date: January 18, 2010
ENVIRONMENT COMMITTEE
-TERMS OF REFERENCE
Policy Type: COUNCIL Reviewed Date: July 2016
Next Review Date: July 2028
Reviewed Date:
Category: Governance Last Amended: August 2022
Sub-Board & Committee Replaces:
Category:
Author: Author Unknown Repealed:
Dept/Div: Development Services / Replaced by:
Administration
Related Policies, Procedures and/or Guidelines:
GOV-BOA-060 (Advisory Committees)
GOV-BOA-063 (Appointment to Boards & Committees)
GOV-COU-005 (Code of Conduct for Members of Council, Local Boards & Advisory
Committees)
Municipal Code Chapter 25 (Procedures)
1. PURPOSE:
The Environmental Committee is to support and advise Council in implementing the
environmental goals and policies concerning climate change and other environmental matters
within the City of Kitchener.
2. MANDATE:
strategic priorities as outlined in the Strategic Plan, Strategic
Plan for the Environment, Corporate Climate Action Plan, and the TransformWR Climate Action
Strategy.
Specific duties of the Committee may include:
a) Provide input on relevant environmental issues, policies, projects, or programs that are
within the jurisdiction of the municipality.
b) Serve as a forum for delegations to provide public input on environmental matters.
c) Discuss new, relevant, or unexplored environmental or climate change issues.
d) Assist Council and staff in identifying research needs and environmental data gaps, assist
in gathering data, undertaking research, and formulating a strategy to improve the
information available for private and public use.
e) Support approved municipal initiatives with respect to the education of citizens on matters
of environment significance.
f) Undertake other environmental projects assigned by Council from time to time.
3. DEFINITIONS:
a) Climate Change: a long-term change in the weather conditions of a region, due to
natural processes or human-induced changes in the composition of the atmosphere.
Page 1 of 3
Policy No: GOV-BOA-100
Policy Title: ENVIRONMENTALCOMMITTEE -TERMS OF REFERENCE
b) Climate Change Adaptation: actions taken to lower the risks posed by the consequences
of climatic changes.
c) Climate Change Mitigation: actions taken to decrease the greenhouse gas emissions that
cause climate change.
d) Environment: is all encompassing and includes air, land, landscapes, water, plant and
animal life, and anything made by human beings.
e) Ecologically Sound Environment: implies an environment that is healthy and capable of
sustaining all forms of life in a natural state.
4. SCOPE:
POLICY APPLIES TO THE FOLLOWING:
All Union All Union
All Union Management C.U.P.E. 68 Civic
Non-Union C.U.P.E. 68 Mechanics
Temporary C.U.P.E. 791
Student I.B.E.W. 636
Part-Time Employees K.P.F.F.A.
Specified Positions only: Other:
Council Local Boards & Advisory Committees
5. COMMITTEE COMPOSITION:
a) The Committee shall be comprised of eight (8) to twelve (12) members of the community-
at-large and one (1) member of Council.
b) Quorum shall be a simple majority of the total number of committee members (i.e.,
50%). If determined practical, a meeting may proceed without a quorum, however,
substantive recommendations are not fully ratified until supported by the majority of
members.
c) The Chair and Vice Chair of the Committee shall be elected from among the members at
the first meeting of each calendar year.
6. APPOINTMENTS:
a) Appointments shall be based on an demonstrated interest and participation in
environmental matters, academic qualification, work experience, knowledge, and
professional expertise.
b) Optimally, two-thirds of the Committee shall have formal training in an environmental
discipline. Consideration will also be given to diversity of age, education, and lived
experience.
c) Members are appointed as individuals and not as representatives of their respective
employers or interest groups.
d) Appointments will run a term of 2 years with eligibility for re-appointment for a maximum
of two additional terms.
e) Membership terms may be staggered to allow for the continuation of experience.
f) If a member misses three (3) consecutive meetings without an acceptable reason, the
appointment to the Committee may be revoked at the discretion of staff and/or
Council.
7. MEETING STRUCTURE:
a) Meetings shall be conducted in accordance with Municipal Code Chapter 25 (Procedures)
as adopted by Council.
Page 2 of 3
Policy No: GOV-BOA-100
Policy Title: ENVIRONMENTALCOMMITTEE -TERMS OF REFERENCE
b) The Committee shall endeavor to meet monthly except July and August (up to ten (10)
meetings per year).
c) Meetings shall commence at 4:00 p.m. on the third Thursday of the month, with a goal of
being a maximum of two (2) hours in duration.
d) In consultation with the committee chair, staff will generate content for each meeting to
work plan.
e) Agendas for each meeting will be distributed to members in a timely manner via email
along with the minutes of the previous meeting.
f) Minutes will be received by Council and relevant recommendations will be forwarded to
staff for review and action if deemed necessary. Recommendations must relate to the
8. GENERAL CONDUCT:
a) All members will abide by the City of Kitchener Code of Conduct for Members of Council,
Local Boards & Advisory Committees (Policy GOV-COU-005) and other applicable City
policies and guidelines.
9. WORK PLAN:
a) At the beginning of each term, the committee in cooperation with staff will prepare a work
plan that identifies priority environmental issues and actions.
b) At the beginning of each year, the committee will update the work plan and will summarize
the actions completed in the previous year. The committee will forward the summary of
actions completed to Council.
10. SUB-COMMITTEES:
a) Sub-committees may
mandate and work plan but must report through the committee.
b) The Chair may be considered an alternate member of all sub-committees allowing them
to attend a sub-committee meeting in place of one of its appointed members when it is
c) A sub-committee shall not meet or exceed quorum.
11. REPORTING:
a) The Environmental Committee is an advisory committee established by Council in
accordance with these adopted Terms of Reference.
b) The committee does not have any delegated authority. Recommendations requiring
implementation, expenditures, reports, or staff actions must first be considered by staff
and/or Council.
c) The Environmental Committee reports to the Planning & Strategic Initiatives Committee
unless the Councillor Liaison, in consultation with the Committee Administrator, deems it
expedient that a report be made directly to Council.
12. HISTORY OF POLICY CHANGES
Administrative Updates
2016-07-01 - I-100 policy template re-formatted to new numbering system and given number
GOV-BOA-100
2018-04-03 - Department name change due to corporate re-organization.
Formal Amendments
No amendment history to date.
Page 3 of 3
Policy No: GOV-BOA-100
Policy Title: ENVIRONMENTAL COMMITTEE -TERMS OF REFERENCE
POLICY Policy No: GOV-BOA-100
Policy Title: ENVIRONMENTAL COMMITTEE Approval Date: January 18, 2010
-TERMS OF REFERENCE
Policy Type: COUNCIL Reviewed Date: July 2016
Next Review Date: July 2021
Reviewed Date:
Category: Governance Last Amended:
Sub-Category: Board & Committee Replaces:
Author: Author Unknown Repealed:
Dept/Div: Development Services / Replaced by:
Administration
Related Policies, Procedures and/or Guidelines:
To be added at next review.
1. POLICY PURPOSE:
a) To provide information and advice to Council on environmental issues within the scope
of the Municipality.
b) To promote the protection, maintenance, and enhancement of the environment in a
manner consistent with the /źƷǤ ƚŅ YźƷĭŷĻƓĻƩ {ƷƩğƷĻŭźĭ tƌğƓ ŅƚƩ ƷŷĻ 9ƓǝźƩƚƓƒĻƓƷ.
c) To be a catalyst for local initiatives that promotes environmental sustainability, integrity
and conservation of the resources and ecosystems as well as to provide input to
protect, maintain, restore and enhance the environment within the Municipality.
2. DEFINITIONS:
To be added at next review.
3. SCOPE:
POLICY APPLIES TO THE FOLLOWING:
All Union All Union
All Union Management C.U.P.E. 68 Civic
Non Union C.U.P.E. 68 Mechanics
Temporary C.U.P.E. 791
Student I.B.E.W. 636
Part-Time Employees K.P.F.F.A.
Specified Positions only: Other:
Council Local Boards & Advisory Committees
To be added at next review.
Page 1 of 5
Policy No: GOV-BOA-100
Policy Title: ENVIRONMENTAL COMMITTEE -TERMS OF REFERENCE
4. POLICY CONTENT:
a) To participate within working groups designed to carry out the Environmental
work program and other corporate environmental initiatives assigned to the
Committee; and as necessary, report on any changes to their scope or priority.
b) To consider matters referred to the Environmental Committee on policies, projects and
programs, and when necessary, make recommendations to the Planning & Strategic
Initiatives Committee.
c) To serve as a forum for delegations to provide public input on environmental matters
within the scope of the issues being considered by the Environmental Committee, and
where appropriate, make recommendations to the Planning & Strategic Initiatives
Committee.
d) To assist in the promotion of initiatives related to greenspace, environmental restoration,
environmental rehabilitation and enhancement projects.
e) To undertake educational initiatives both formally and informally to raise the profile of
the environment and to further the public understanding of environmental issues.
f) To co-operate with, but avoid duplicating, the activities of other committees or
organizations.
Composition
a) The Environmental Committee shall be comprised of one member of Council and ten (10)
or eleven (11) members of the public appointed by Council.
b) Quorum for Environmental Committee meetings is five (5) members.
Appointments
a) Appointments shall be based on an demonstrated interest and participation
in environmental matters, academic qualification, work experience, knowledge and
professional expertise. How an knowledge and skills complement the
expertise of the Environmental Committee and availability to attend meetings and serve
on various subcommittees shall also be considered.
b) Optimally, two-thirds of the Environmental Committee shall have formal training in an
environmental discipline.
c) Members are appointed as individuals and not as representatives of their respective
employers or interest groups.
d) Members are appointed to the Environmental Committee for a term of two (2) years with
eligibility for re-appointment for a maximum of two (2) additional terms, totaling six (6)
consecutive years on the Committee.
e) In the event that a member misses three (3) consecutive meetings without an acceptable
reason, the appointment to the Environmental Committee may be rescinded
by Council.
Chair & Vice-Chair
Page 2 of 5
Policy No: GOV-BOA-100
Policy Title: ENVIRONMENTAL COMMITTEE -TERMS OF REFERENCE
a) The Chair and Vice-Chair of the Environmental Committee shall be elected from among
the members at the first meeting of each calendar year.
b) Where necessary, the Chair and the Committee Administrator will confer to ascertain
appropriate course of action to dispense with a matter being considered by the
Environmental Committee.
Sub-Committees
a) Where the Environmental Committee feels that a sub-committee is required, said sub-
committee is to be adhoc in nature with a mandate to address specific environmental
issues.
b) Each sub- mandate is to be reviewed annually to determine whether it needs
to continue.
c) The Chair and/or Vice-Chair may be considered alternate members of all sub-committees
allowing them to attend a sub-committee meeting in place of one of its appointed
members when it is deemed crucial to advance the Environmental business.
d) Membership on a sub-committee shall not meet or exceed quorum (no more than four
(4) members).
e) Each member of the Environmental Committee shall endeavor to be a member of at least
one sub-committee.
f) All sub-committees are required to report to the Environmental Committee in a timely
fashion with their findings/recommendations upon meeting the objectives specified in
their mandates.
g) Where deemed necessary by the Environmental Committee, subcommittees may also be
established to assist and co-ordinate activities such as Environment Day, Environmental
Assessment (EA) Working Groups, Kitchener Natural Areas Program, etc.
Meetings
a) Meetings shall be conducted in accordance with Municipal Code Chapter 25 (Procedures)
as adopted by Council.
b) b. The Environmental Committee shall endeavor to meet monthly, except July and August
(up to ten (10) meetings per year).
c) c. Meetings shall commence at 4:00p.m., with a goal of being a maximum of two (2) hours
in duration.
d) d. Pursuant to Chapter 25 (Procedures), all meetings are open to the public, except as
permitted by the Municipal Act, 2001.
e) e. Pursuant to Chapter 25 (Procedures), every member present at a meeting when a
question is put shall vote there on, unless prohibited by Council PolicyI-05 (Code of
Conduct), in which case it will be recorded accordingly. Any member who refuses to vote
will be recorded as voting in the negative. In the event of an equality of votes, the
question being voted on is deemed to be lost.
Agenda
The meeting agenda will be drafted by staff from Legislated Services Division in
Page 3 of 5
Policy No: GOV-BOA-100
Policy Title: ENVIRONMENTAL COMMITTEE -TERMS OF REFERENCE
Consultation with Environmental Planning staff, the Environmental Committee
Chair and/or Vice-Chair at least two (2) weeks prior to the meeting.
Minutes
Minutes shall be kept by the Committee Administrator and will be distributed to all members of
Council and the Corporate Management Team.
Delegations
a) Delegations shall address the Environmental Committee with respect to matters listed on
the agenda for a maximum of five (5) minutes. Where a delegation consists of five (5) or
more persons, it may be permissible for two (2) spokespersons to address the
Environmental Committee, each of whom shall be granted a maximum of five (5) minutes.
b) Speakers will be requested not to repeat what has been stated by previous speakers
addressing the Environmental Committee.
c) All presentation materials to be considered by the Environmental Committee shall be
legible, in writing and filed whenever possible with Legislated Services staff no later than
two (2) days prior to the finalization of the respective agenda and shall be included as part
of the support
d) material attached to the agenda.
Ethics
Code of Conduct
a) All members of Council, local boards and advisory committees must operate in
accordance with Council Policy I-05 (Code of Conduct).
b) Members shall be committed to performing their functions with integrity and to avoid the
improper use of the influence of their office, and conflicts of interest, both real and
apparent.
c) Members are expected to perform their duties in office and arrange their private affairs
in a manner that promotes public confidence and will bear close public scrutiny.
d) Members are responsible for making honest statements and no member shall make a
statement when they know that statement is false, or with the intent to mislead other
members or the public.
e) Members shall seek to serve the public interest by upholding both the letter and the spirit
of the laws and policies established by the Federal Parliament, Ontario Legislature, and
Kitchener City Council.
Reporting
Page 4 of 5
Policy No: GOV-BOA-100
Policy Title: ENVIRONMENTAL COMMITTEE -TERMS OF REFERENCE
a) The Environmental Committee is an advisory committee established by Kitchener City
Council in accordance with these adopted Terms of Reference. Environmental Committee
members are bound by these Terms of Reference and are responsible to Council.
b) The Environmental Committee reports to the Planning & Strategic Initiatives Committee
unless the Councillor Liaison, in consultation with the Committee Administrator, deems it
expedient that a report be made directly to Council.
5. HISTORY OF POLICY CHANGES
Administrative Updates
2016-07-01 - I-100 policy template re-formatted to new numbering system and given number
GOV-BOA-100
2018-04-03 - Department name change due to corporate re-organization.
Formal Amendments
No amendment history to date.
Page 5 of 5
Policy No: GOV-BOA-100
Policy Title: ENVIRONMENTAL COMMITTEE -TERMS OF REFERENCE
POLICY Policy No: GOV-BOA-100
CLIMATE CHANGE AND
Policy Title: Approval Date: January 18, 2010
ENVIRONMENT COMMITTEE
-TERMS OF REFERENCE
Policy Type: COUNCIL Reviewed Date: July 2016
Next Review Date: July 2028
Reviewed Date:
Category: Governance Last Amended: August 2022
Sub-Board & Committee Replaces:
Category:
Author: Author Unknown Repealed:
Dept/Div: Development Services / Replaced by:
Administration
Related Policies, Procedures and/or Guidelines:
GOV-BOA-060 (Advisory Committees)
GOV-BOA-063 (Appointment to Boards & Committees)
GOV-COU-005 (Code of Conduct for Members of Council, Local Boards & Advisory
Committees)
Municipal Code Chapter 25 (Procedures)
1. PURPOSE:
The Environmental Committee is to support and advise Council in implementing the
environmental goals and policies concerning climate change and other environmental matters
within the City of Kitchener.
2. MANDATE:
strategic priorities as outlined in the Strategic Plan, Strategic
Plan for the Environment, Corporate Climate Action Plan, and the TransformWR Climate Action
Strategy.
Specific duties of the Committee may include:
a) Provide input on relevant environmental issues, policies, projects, or programs that are
within the jurisdiction of the municipality.
b) Serve as a forum for delegations to provide public input on environmental matters.
c) Discuss new, relevant, or unexplored environmental or climate change issues.
d) Assist Council and staff in identifying research needs and environmental data gaps, assist
in gathering data, undertaking research, and formulating a strategy to improve the
information available for private and public use.
e) Support approved municipal initiatives with respect to the education of citizens on matters
of environment significance.
f) Undertake other environmental projects assigned by Council from time to time.
3. DEFINITIONS:
a) Climate Change: a long-term change in the weather conditions of a region, due to
natural processes or human-induced changes in the composition of the atmosphere.
Page 1 of 3
Policy No: GOV-BOA-100
Policy Title: ENVIRONMENTAL COMMITTEE -TERMS OF REFERENCE
b) Climate Change Adaptation: actions taken to lower the risks posed by the consequences
of climatic changes.
c) Climate Change Mitigation: actions taken to decrease the greenhouse gas emissions that
cause climate change.
d) Environment: is all encompassing and includes air, land, landscapes, water, plant and
animal life, and anything made by human beings.
e) Ecologically Sound Environment: implies an environment that is healthy and capable of
sustaining all forms of life in a natural state.
4. SCOPE:
POLICY APPLIES TO THE FOLLOWING:
All Union All Union
All Union Management C.U.P.E. 68 Civic
Non-Union C.U.P.E. 68 Mechanics
Temporary C.U.P.E. 791
Student I.B.E.W. 636
Part-Time Employees K.P.F.F.A.
Specified Positions only: Other:
Council Local Boards & Advisory Committees
5. COMMITTEE COMPOSITION:
a) The Committee shall be comprised of eight (8) to twelve (12) members of the community-
at-large and one (1) member of Council.
b) Quorum shall be a simple majority of the total number of committee members (i.e.,
50%). If determined practical, a meeting may proceed without a quorum, however,
substantive recommendations are not fully ratified until supported by the majority of
members.
c) The Chair and Vice Chair of the Committee shall be elected from among the members at
the first meeting of each calendar year.
6. APPOINTMENTS:
a) Appointments shall be based on an demonstrated interest and participation in
environmental matters, academic qualification, work experience, knowledge, and
professional expertise.
b) Optimally, two-thirds of the Committee shall have formal training in an environmental
discipline. Consideration will also be given to diversity of age, education, and lived
experience.
c) Members are appointed as individuals and not as representatives of their respective
employers or interest groups.
d) Appointments will run a term of 2 years with eligibility for re-appointment for a maximum
of two additional terms.
e) Membership terms may be staggered to allow for the continuation of experience.
f) If a member misses three (3) consecutive meetings without an acceptable reason, the
appointment to the Committee may be revoked at the discretion of staff and/or
Council.
7. MEETING STRUCTURE:
a) Meetings shall be conducted in accordance with Municipal Code Chapter 25 (Procedures)
as adopted by Council.
Page 2 of 3
Policy No: GOV-BOA-100
Policy Title: ENVIRONMENTAL COMMITTEE -TERMS OF REFERENCE
b) The Committee shall endeavor to meet monthly except July and August (up to ten (10)
meetings per year).
c) Meetings shall commence at 4:00 p.m. on the third Thursday of the month, with a goal of
being a maximum of two (2) hours in duration.
d) In consultation with the committee chair, staff will generate content for each meeting to
work plan.
e) Agendas for each meeting will be distributed to members in a timely manner via email
along with the minutes of the previous meeting.
f) Minutes will be received by Council and relevant recommendations will be forwarded to
staff for review and action if deemed necessary. Recommendations must relate to the
8. GENERAL CONDUCT:
a) All members will abide by the City of Kitchener Code of Conduct for Members of Council,
Local Boards & Advisory Committees (Policy GOV-COU-005) and other applicable City
policies and guidelines.
9. WORK PLAN:
a) At the beginning of each term, the committee in cooperation with staff will prepare a work
plan that identifies priority environmental issues and actions.
b) At the beginning of each year, the committee will update the work plan and will summarize
the actions completed in the previous year. The committee will forward the summary of
actions completed to Council.
10. SUB-COMMITTEES:
a) Sub-committees may be formed to complete specific tasks related to the
mandate and work plan but must report through the committee.
b) The Chair may be considered an alternate member of all sub-committees allowing them
to attend a sub-committee meeting in place of one of its appointed members when it is
deemed crucial to advance the
c) A sub-committee shall not meet or exceed quorum.
11. REPORTING:
a) The Environmental Committee is an advisory committee established by Council in
accordance with these adopted Terms of Reference.
b) The committee does not have any delegated authority. Recommendations requiring
implementation, expenditures, reports, or staff actions must first be considered by staff
and/or Council.
c) The Environmental Committee reports to the Planning & Strategic Initiatives Committee
unless the Councillor Liaison, in consultation with the Committee Administrator, deems it
expedient that a report be made directly to Council.
12. HISTORY OF POLICY CHANGES
Administrative Updates
2016-07-01 - I-100 policy template re-formatted to new numbering system and given number
GOV-BOA-100
2018-04-03 - Department name change due to corporate re-organization.
Formal Amendments
No amendment history to date.
Page 3 of 3