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## Amendment to Policy No. 2014-01 Committee Policy
The Council of the rural community of Hanwell hereby amend as follows:
## 1. Definitions of Committees
- a) Committee of the Whole: functions as a discussion-orientated meeting with all members of council and staff where matters are discussed and then brought forward at future council meetings.
- b) Mandated Committee: functions as an advisory body to the Hanwell Rural Community as mandated by the Local Governance Act, SNB 2017, c.18
- c) Special, Ad-hoc, or Select Committees: functions as an advisory body to council to undertake specific tasks or a specific event. When council appoints such a committee it shall define its mandate and terms of reference, its composition, its reporting relation to council, and its duration.
- d) Standing Committee: functions as an advisory body to the council in reviewing such matters as specified within the committee's mandate with respect to responsibilities and formulating recommendations. Standing committees may also be requested to review or investigate subjects that are outside its mandate, if directed to do so by council.
- e) CSRC is the Capital Regional Service Commission of New Brunswick (formerly Regional Service Commission 11), as designated under the New Brunswick Regional Service Delivery Act, RSNB 2012, c.37
## 2. Terms of Reference
- a) Term: Except as otherwise provided, the term of appointment for committee members shall be for one year and members are eligible for reappointment.
- b) Attendance: When a committee member fails to attend three consecutive regular meetings of the committee or four meeting in a twelve-month period, the member shall be replaced.
- c) Procedures: Each committee chair will provide an agenda to committee members at every committee meeting. Formal rules of order need not be followed. Proper decorum is expected at all meetings.
- d) Notice: Each committee chairperson shall provide the clerk with the date of the next meeting so that it can be added to the calendar.
- e) Location: The location of each meeting shall be determined in advance and shall normally be in the municipal office.
- f) Plans: Each committee shall develop short and long-term plans, including the fiscal aspects thereof, respecting the services of the treasurer.
- g) Public Committee Member: A member of the public who has joined a committee.
- h) Applicable Legislation: Each committee shall ensure adherence to any applicable legislation (provincial or otherwise) prior to making any recommendation or advice to council.
- i) Reporting: Each committee shall provide a written report of its activities to council at every regular meeting of council. Only the chair or vice-chair of the committee shall speak on behalf of the committee. These reports will be made available on our website under committees.
## 3. Requirements for Public Committee Members
- a) Special and ad-hoc committees may include members of the pubic. Any person interested may apply to join these committees.
- b) Public committee members shall support the Hanwell Rural Community in all matters fairly, impartially, transparently, and in a professional manner, inside and outside of committee meetings, including on social media.
- c) Public committee members shall not represent council and the Hanwell Rural Community in an ill manner; the member understands they are on the committee for the betterment of the Hanwell Rural Community.
- d) Breaches that have been noted by the committee chair may mean dismissal of the public committee member from their committee(s), after a recommendation of dismissal by council.
## 4. Committees of the Whole:
## A. Finance Committee
There shall be a finance committee composed of the mayor (chair), deputy mayor, members of council, CAO, treasurer, and clerk.
The mandate and responsibilities of the Finance Committee:
- a) Provide direction on financial and administrative practices;
- b) Identify goals by developing and implementing the short-term and long-term plans of the municipality;
- c) Provide advice to council relating to the finances of the municipality;
- e) Recommend a budget process that allows for public consultation;
- d) Oversee and develop annual operating and capital budgets;
- f) Review budget items for transparency and accountability;
- b) Review financial reports and statements;
- g) Make recommendations to council on all matters associated with tax rates;
- i) Review and make recommendations related to employee compensation and benefits;
- j) Consider all requests for expenditures in excess of those provided in the annual budget, and report to council with recommendations;
- k) Oversee the expenditures of council;
- m) Ensure that the acquisition and disposal of property is carried out within the terms of policy directives issued by council.
- 1) Make recommendations to council to authorize the issuance of debentures;
The Finance Committee will meet quarterly or as required.
## B. Infrastructure and Parks Management Committee
There shall be an infrastructure and parks management committee composed of the mayor (chair), deputy mayor, members of council, CAO, clerk, and recreation director.
The mandate and responsibilities of the Infrastructure and Parks Management Committee:
- a) Work with CRSC in the areas involved in land use planning, zoning changes, and bylaws;
- b) Work with staff in regard to street lighting inquiries and investigation;
- d) Ensure that the parks are being properly developed and maintained;
- c) Develop a comprehensive plan to provide residents of Hanwell Rural Community with a system of community and neighbourhood parks by developing specific plans for each proposed park that addresses such things as land acquisition, physical park design (playgrounds, trails, etc.) and the policy for use;
- e) Discuss any other issues that may arise from council or from the Capital Regional Service Commission that would pertain to planning management;
- g) Discuss strategic direction into, and oversee, the acquisition or disposal of property;
- f) Determine the needs and priorities for background studies and research;
- h) Discuss strategic direction into, and oversee, the development of capital plans;
- i) Ensure that facilities are appropriately utilized and maintained in a cost-effective manner
The Infrastructure and Parks Management Committee will meet as required.
## 5. Mandated Committee
## A. Emergency Measures Organization Committee (EMO)
There shall be an EMO committee composed of the CAO/treasurer, staff, members of council, and members of the public.
The mandate and responsibilities of the EMO Committee:
- a) Advise council on the development of a municipal emergency plan;
- c) Consult with the department of Public Safety's Emergency Management Coordinator for our areas to ensure that the Hanwell Rural Community Emergency Plan is in alignment with the provincial requirements;
- b) Keep the Emergency Plan for Hanwell Rural Community current and up-to-date;
- d) Advise council on matters regarding emergency preparedness;
- f) Advise council on the members to be appointed to the EMO committee; and
- e) Co-ordinate with staff ensuring that the associated costs are budgeted and submitted to council as part of the budget cycle;
- g) Follow the guidelines set out in By-Law 05-2014, A By-Law to Establish A Community Emergency Plan.
The Emergency Measures Committee will meet-as required.
## 6. Special/Ad-Hoc Committees
## A. Rural Plan Review Committee
There shall be a rural plan review committee composed of members of council and residents of Hanwell Rural Community who receive their planning, development and building inspection services from CRSC. This committee is not to be confused with the Planning Review and Adjustment Committee (PRAC) which is a statutory committee appointed pursuant to the Provisions of the Community Planning Act with specific legislated duties outlined under that Act.
The mandate and responsibilities of the Rural Plan Review Committee:
- a) Review and provide recommendations to council on rural plan revision by-law requests as submitted to the planning division of CRSC after first or second reading;
- c) Receive regular financial reports on community planning and provide advice and recommendations to the mayor and council in this regard.
- b) Review and provide advice on the rural plan for Hanwell Rural Community;
The Rural Plan Review Committee will meet as determined by CRSC.
## 7. Standing Committees
## A. Governance Committee
There shall be a governance committee composed of members of council and staff.
## The mandate and responsibilities of the Governance Committee:
- a) Ensure that by-laws are developed to fit Hanwell Rural Community;
- c) Research what other communities have to determine if there are by-laws being used elsewhere that would work well for the needs of our community.
- b) Review existing by-laws based on the input from residents of Hanwell Rural Community, per the suggestions policy, or from council to ensure that the by-laws are working as intended;
The Governance Committee will meet as required.
Original Date of Adoption by Council: September 18, 2014
Date of Revision Approved by Council: December 14, 2016
Date of Revision Approved by Council: November 8, 2017
Date of Revision Approved by Council: June 15, 2023
Date of Revision Approved by Council: May 23, 2024
Mayor's Signature:
Clerk's Signature:
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