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Policy: Ad-Hoc Committee Policy
Section: General Government & Public
Relations
Policy #2021-05
Resolution #21-192
Effective Date: July 14, 2021
1.
INTENT
To create a list of procedures and guidelines in order to encourage volunteer activity in the
community, and provide clarification in order to foster relationships between volunteer groups
and the Gilbert Plains Municipality.
This policy will create guidelines for existing external volunteer groups who are currently
working with the Municipality, as well as steps to follow for organizations which would like to
partner with the Municipality for potential new projects.
2.
PROCEDURES
1) For Groups to Establish a Relationship with the Municipality
a. Groups which are looking to establish a relationship with the Gilbert Plains
Municipality should contact the Chief Administrative Officer to request a
delegation with Council.
b. In order to assess whether a partnership between the Municipality and the
organization is in the best interest of the Gilbert Plains community as a whole,
the group should come prepared with a plan to present to Council. This plan
should include, but not be limited to:
- An overall vision/roadmap outlining the purpose for the group.
- A specific list of projects the group would like input or assistance from
Council on completing. This list should include timelines, outlines of
project scope, and any other information that may help Council to decide
on the merit of a potential partnership.
- The group should also be prepared to present financial information to
Council related to the potential project or projects, such as project
budgets, potential sources of revenue, and funding plans.
c. Once a presentation to council is made, and a partnership is approved partnered
groups should maintain contact with the Municipality on an ongoing basis, to
ensure the Municipality is made aware of any potential changes to project
financial requirements or timelines.
2) Procedures for Partnered Groups
a. Once Council has agreed to partner with an external group for one or multiple
projects, groups should be largely self-governing.
b. All partnered groups should arrange to present an update to Council once per
calendar year, on or before the first regular Council meeting in February. This
update meeting should be used to provide Council with a report on the year's
projects, make additional arrangements for further projects, or to request
additional assistance or funds to be used for current projects. The group should
also present an overall financial report to Council at this meeting.
c. All partnered groups should provide Council with reports of group activity
quarterly for informational purposes.
d. At Council's discretion, a member of Council may attend all or some meetings of
the group for informational purposes. The Council member will be attending for
informational purposes, and will not have any decision making ability.