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Home My WebLink AboutGOV-BOA-090 - Downtown Advisory Committee - Terms of ReferencePage 1 of 4 POLICY GOV-BOA-090 Downtown Advisory Committee – Terms of Reference Category GOV - Governance Sub-category BOA - Board & Committee Approval Type COUNCIL Department/Division Development Services Department, Economic Development Author and Position Darren Becks, Manager, Downtown Development & Innovation Date Approved April 4, 2005 Last Reviewed/Amended April 13, 2026 Next Review Date April 13, 2031 Related Policies or Procedures • Appointments to Board and Committees (GOV-BOA-063) • Code of Conduct for Members of Council, Local Boards & Advisory Committees (GOV- COU-005) • Municipal Code Chapter 25 (Procedure By-law) 1. Policy Purpose The primary purpose of the Downtown Advisory Committee (DAC) is to support, advise, and assist the Economic Development Division’s downtown work. The Downtown vision will serve as the guiding direction, and will be aided by an action plan, marketing plans, programs, and initiatives. The Committee shall advise City Council on matters that impact and shape the core in Downtown Kitchener. 2. Definitions “Ad Hoc Committee” or “Sub Committee” means a committee created with a defined ending, that shall not constitute quorum. “Advisory Committee” means a committee created by Council, to report to Staff or a designated Committee on a specific subject. “Chair” means the role to facilitate and chair meetings. “Quorum” shall consist of a Majority of the voting members appointed to the Committee. “Vice-Chair” a role shall assume the authority and perform all the duties of the Chair in the absence of the Chair. Page 2 of 4 3. Policy Scope Application ☐ Employees (Indicate below which categories apply: All employees, Permanent full-time, Temporary full-time, Continuous part- time, Casual, Probationary, Student, Management, Non-union) • Click or tap here to enter text. ☐ Unions (Indicate below which categories apply: All Unions, CUPE 68 Civic, CUPE 68 Mechanics, CUPE 791, IATSE, IBEW, KPFFA) • Click or tap here to enter text. ☐ Council ☐ Specified Positions: Click or tap here to enter text. ☒ Other: Local Boards and Advisory Committees 4. Policy Content 4.1. Committee Composition The Committee shall be comprised of a minimum of 7 members and a maximum of 10 members composed of: • 1 - Councillor – Ward 9 • 1 - Councillor – Ward 10 • 1 - Executive Director or delegate of the Downtown Kitchener BIA • Minimum of 7 City residents* *In selecting residents, preference may be given to those applicants who live in the downtown or surrounding neighbourhoods. Every effort will be made to ensure that Committee composition reflects the diversity of the downtown and broader community. 4.2. Term and Chair Appointments Members will be appointed for a term of two years. The Committee shall, from amongst its members, choose a Committee Chair, and Vice-Chair, who is not a member of Council at their first meeting. The Chair ensures that everyone can participate in contributing to the meeting. The Chair should refrain from personal views and facilitate the discussion to encourage and engage the views of the committee members. The Chair shall preside over the meetings and assist the committee in attempting to reach consensus on fundamental policy issues of concern. 4.3. Meetings The committee will meet four (4) times per year. Additional meetings may be scheduled if workflow demands, advisory requests, or emerging issues arise. The committee may utilize an ad hoc or sub-committee to manage work outside of scheduled meetings. Any member of the Committee who fails to attend three successive regular meetings, without communicating with the coordinating municipality, or designate, may be removed from the Committee. Committee member attendance may be taken into consideration when considering members for reappointment. Page 3 of 4 Quorum shall be reduced when a member has formally resigned from the Committee or when fewer than maximum number of members have been appointed to the Committee. If quorum is not achieved at a meeting, the meeting may continue but no decisions may be made, and no resolutions may be passed. Any items on the agenda requiring a decision or resolution of the Committee will be referred to the next scheduled meeting. For any member participating virtually, where possible cameras are encouraged to be on, to ensur e quorum is maintained. Minutes will be kept by the committee administrator, who will distribute the minutes, and any supporting materials in accordance with Legislated Services’ policies and procedures. All meetings shall be conducted in accordance with City Council's Procedure By-law. 4.4. Reporting The Committee shall report through the Finance and Corporate Services Committee. Should the Committee elect to present its work to Council, the Committee shall provide the required materials, and delegate. Legislated Services will provide direction on age nda timing, and protocols. Should DAC feel a sub-committee is required to deal with specific issues or initiatives, such sub-committee shall be ad hoc in nature, with a specific and clearly articulated mandate. Membership of sub-committees may be expanded to include people who are not advisory committee members to take advantage of individual expertise. A sub -committee’s scope of work, mandate, and membership shall be determined by DAC. 4.5. Mandate The primary responsibility of DAC is to actively assist with the implementation of Economic Development’s various action items. This could include, for example, assisting with the execution of new events and activations, assisting with the development of new policies or master plans, etc. As a result, Committee members may choose to volunteer time over-and- above time required for regularly scheduled meetings. DAC is established to act as an advisory board for the City of Kitchener on various initiatives directly affecting downtown. DAC’s role is to provide pre-project advice to ensure the advisory committee’s feedback and comments can be incorporated early in the process. Subsequent feedback may be requested as needed. The primary objective of DAC is to work in collaboration with the Economic Development team. DAC serves as a resource and a conduit to the community and is one of numerous engagement streams that support staff and Council. 5. Results of Review ☐ No Edits Required ☐ Housekeeping Edits ☒ Substantial Edits ☐ Repeal/Replace Page 4 of 4 6. Policy History Administrative and Housekeeping Changes Date Nature of Change 2016-06 Policy template re-formatted and given new numbering system. Substantial Changes Date Council/CLT Directive 2005-08-29 As per Council resolution, Page 242, Council Minutes 2012-08-27 As per Council resolution – Report No. CAO-12-033 2017-01-30 As per Council resolution – Report No. CAO-17-002 2026-04-13 As Per Council/CLT Directive - Report # COR-2026-131