Loading...
HomeMy WebLinkAboutHeritage Kitchener - Terms of Reference - GOV-BOA-110 Page 1 of 5 POLICY GOV-BOA-110 Heritage Kitchener – Terms of Reference Category GOV - Governance Sub-category BOA - Board & Committee Approval Type COUNCIL Department/Division Corporate Services Department / Legislated Services Division Author and Position City Clerk, Director of Legislated Services Date Approved September 30, 2002 Last Reviewed/Amended April 13, 2026 Next Review Date April 13, 2031 Related Policies or Procedures • GOV-BOA-060 (Advisory Committees) • GOV-BOA-063 (Appointment to Board & Committees) • GOV-COU-005 (Code of Conduct for Members of Council, Local Boards & Advisory Committees) • Municipal Code Chapter 25 (Procedure) • Ontario Heritage Act, R.S.O. 1990, c. O.18 1. Policy Purpose Heritage Kitchener advises Council on matters involving conservation of heritage resources within Kitchener, both publicly and privately owned. Heritage Kitchener is a local architectural conservation advisory committee, as defined in the Ontario Heritage Act. 2. Definitions “Chair” the Chair moves forward business outlined on the meeting agenda, ensures decorum is maintained at meetings, and the rules of procedure and conduct are observed. “Vice Chair” the Vice Chair acts in the absence of the Chair and assumes the roles and responsibilities of the Chair. “City” the Corporation of the City of Kitchener. "Clerk" the person appointed by Council under Section 228 of the Municipal Act, 2001, S.O. 2001, c. 25. d). "Member" an individual who has been appointed by Council as a member of an Advisory Committee, Quasi-Judicial Tribunal or Board. Page 2 of 5 "Staff" the City staff member(s) who provide administrative and legislative assistance. 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 and Reporting Heritage Kitchener is an advisory committee of Council that shall be comprised of a minimum of 7 members and a maximum of 10 members. Membership may be comprised of a combination of the following: a) Preference will be given to appointing 1 Representative from each of the heritage conservation districts: ▪ Upper Doon Conservation District ▪ Victoria Park Area Heritage Conservation District ▪ St. Mary’s Heritage Conservation District ▪ Civic Centre Heritage Conservation District b) Up to 1 Member of Council c) Up to 5-6 Sector-specific members d) 2-3 Members of the community-at-large In filling the sector-specific positions, Council shall endeavour to include, but not be limited to, at least one representative from each of the following areas: • Professional Architect; Building Industry (builder, developer, renovator etc.); Professional Planner; Historian (i.e. history teacher, member of historical society); Museum Specialist or Conservator; Landscape Specialist and an Archaeologist. Members will be appointed for two-year term, or until a successor is appointed. The Committee shall, from amongst its members, choose a Committee Chair who, where possible, is not a member of Council, to chair the committee. A Vice-Chair shall be appointed to act in the absence of the Chair as well. Meetings will be held monthly or at the call of the Chair and minutes will be kept by the Clerk of designate who will distribute the minutes to all of Council and the Corporate Leadership Team. All meetings shall be conducted in accordance with Council’s Procedure By-law. Page 3 of 5 The Committee may report directly to Council or through the Planning & Strategic Initiatives Committee. Should the Committee feel a sub-committee is required to deal with specific issues, such sub- committee shall be ad hoc in nature, with specific, clearly articulated mandate. All sub- committees shall be reviewed annually to determine whether they need to continue. Membership on sub-committees may be expanded to include people who are not advisory committee members, to take advantage of individual expertise. 4.2. Quorum When executing the duties prescribed by the Ontario Heritage Act quorum is 5 members. For all other matters, including the composition of sub-committees, quorum shall consist of a majority of the Members appointed to the Committee. Quorum shall be reduced when a member has formally resigned from 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, at the discretion of the Clerk and or designate can be forwarded directly to City Council, or will be referred to the next scheduled meeting. 4.3. Committee Member Attendance and Expectations Any member of the Committee who fails to attend three successive regular meetings, without communicating with the City, may be removed from the Committee. Committee member attendance may be taken into consideration when considering members for reappointmen t. 4.4. Responsibilities a) Advise Council on the following matters pursuant to the Ontario Heritage Act: i) all matters under Part IV of the Ontario Heritage Act (individual property designation); and, ii) passing of a by-law to define the municipality or one or more areas thereof as an area to be examined for future designation as a heritage conservation district; and, iii) passing of a by-law to designate heritage conservation districts, to adopt heritage conservation district plans which will constitute Council’s intent with respect to conservation of the heritage conservation district. b) Examine, research develop and prepare a detailed inventory of: i) those properties within in the municipality it feels should be designated as being of historic and/or architectural interest pursuant to Part IV of the Ontario Heritage Act; and, ii) those areas within the municipality that it feels should be defined as areas to be examined for future designation as heritage conservation districts pursuant to Part V of the Ontario Heritage Act. Page 4 of 5 c) Recommend to Council approval of grants pursuant to the Municipal Designated Heritage Property Grant Program. d) Recommend properties for Mike Wagner Heritage Awards. e) Annually review local issues, propose committee priorities and develop workplans based upon the identified priorities of the Committee. In some cases, it may be appropriate to refer to other standing and advisory committees, community groups or staff for action or to establish working groups/sub-committees to address specific issues. f) To promote greater public awareness of our built heritage and heritage conservation issues through exhibits and openings, posters, the plaquing program, guides, and special events such as the annual Heritage Showcase display and the Mike Wagner Heritage Awards. g) To assist and lend advice to owners of heritage properties in terms of good conservation practice. h) Prepare and present, in co-operation with staff, bi-annual updates to the Development & Technical Services Committee and Council, including recommendations on priority issues identified by the Committee and/or community concerns brought to the Committee by Council, community members or groups. 5. Results of Review ☐ No Edits Required ☐ Housekeeping Edits ☒ Substantial Edits ☐ Repeal/Replace 6. Policy History Administrative and Housekeeping Changes Date Nature of Change 2016-06-01 Policy template re-formatted to new numbering system and given number GOV-BOA-110. 2018-04-03 Department name change due to corporate re-organization. Substantial Changes Date Council/CLT Directive 2002-09-30 As per Council/CLT directive. 2004-09-20 As per Council/CLT directive. 2008-02-25 As per Council directive, designation by-law No. 2008-039 2017-02-27 As per Council/CLT directive. 2024-11-18 As Per Council/CLT Directive - Report COR-2024-018 Page 5 of 5 2026-04-13 As Per Council/CLT Directive - Report COR-2026-131