HomeMy WebLinkAboutGOV-BOA-090 - Downtown Advisory Committee - Terms of Reference
POLICY Policy No: GOV-BOA-090
Approval Date: April 4, 2005
Policy Title: DOWNTOWN ADVISORY
COMMITTEE - TERMS OF
Reviewed Date: November 2023
REFERENCE
Next Review Date: November 2026
Policy Type: COUNCIL
Reviewed Date:
Category: Governance
Last Amended: November 28, 2023
Sub-Category: Board & Committee
Author: Darren Becks, Manager,
Downtown Development &
Innovation
Replaces:
Dept/Div: DSD Department, Economic
Development
Repealed:
Replaced by:
Related Policies, Procedures and/or Guidelines:
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” the number of members comprising a majority of a committee that must be
present at any of its meetings to make the proceedings of that meeting valid.
“Vice-Chair” a role shall assume the authority and perform all the duties of the Chair in the
absence of the Chair.
3.SCOPE:
POLICY APPLIES TO THE FOLLOWING:
All Employees
All Full-Time Employees All Union
ManagementC.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
4. GENERAL
Committee Composition
A maximum of 12 members:
• 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.
Termand 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.
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.
Minuteswill be kept by the committee administrator, who will distribute the minutes,
and any supporting materials in accordance with Legislated Services’ policiesand
procedures.
All meetings shall be conducted in accordance with City Council's Procedural By-
law.
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 agenda 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 andclearly
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.
5. POLICY CONTENT:
Mandate
The primaryresponsibility of DACis 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.
6. HISTORY OF POLICY CHANGES
Administrative Updates
2016-06 - Policy template re-formatted and given new numbering system.
Formal Amendments
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