This is the exact embedded text of the captured official document.
Snapshot 31f655f0dcdc · verified 2026-06-05 ·
original document ·
archived snapshot ·
unofficial consolidation, the official version is held by the municipal clerk.
POLICY
Intent
This policy applies to any and all Town Council Committees listed herein. The Town Council
Committees Policy will repeal and supersede any and all previous policies held by the Town of
Shelburne regarding and/or governing Town Council Committees. This policy does not apply to
non-Town Council committees on which members of Council may sit, for example, the RCMP
Advisory Board Committee, Library Board and Arena Board.
The intention of this policy is to simplify and manage the creation and dissolution of Town
Council Committees as required based on need, effectiveness and relevance. This policy will
include a list of current Town Council Committees.
This policy will serve as a reference in the formation of new Town Council Committees; this
Policy will provide guidelines for the organization of committees, committee membership,
meeting times, roles of committee members and the requirements and criteria necessary to be
designated as a Town Council Committee.
Scope
The Town Council Committee Policy adheres by the Municipal Government Act (MGA) and
applies to all Town of Shelburne Committees of Council, at all times and without exception.
Council Committees will make recommendations to Council by motion. Town Council may by
motion override any decision of any Town Council Committee. The following provisions shall
apply to all Town Council Committees established by this Policy, except where the Policy
specifically provides otherwise.
Terms and Procedures
The following provisions shall apply to all Committees established by this Policy, except where
the Policy specifically provides otherwise:
Town Council Committee: Town Council Committees are formed by motion of Council
amending this policy. The purpose of every Town Council Committee is to serve the community
in some meaningful and recognizable way and to make recommendations in this regard to
Council. Town Council Committees must provide regular agendas and minutes to Council and
staff to be made available to the public. Each Town Council Committee is responsible for the
creation of its own Terms of Reference which will be included in this policy by motion of Council
when approved.
Committees will submit regular written reports or minutes to Council for review and present
recommendations for Council approval. This will generally take place at the first regular Council
TOWN OF SHELBURNE
Town Council Committees Policy
POLICY
meeting of the month. Where a committee recommendation is urgent it can be delivered at
another meeting by a member of Council serving on the committee.
Terms of Reference: Town Council Committees must develop Terms of Reference for members
to promote and adhere to which are clear in purpose and easily recognizable as being for the
public good. The mandate must be one which members can work toward with tangible
outcomes easily recognizable by the community, on the whole, as positive and valuable. All
current Town Council Committee's Terms of Reference will be included in this policy. Generally
each Committee's Terms of Reference will include: Background, Committee Vision, Committee
Mission and the Role of the Committee.
Membership: Town Council Committees will generally be comprised of two members of
Council, one or more non-voting staff members, including the designated Committee Secretary,
with the remaining membership of up to 10 members consisting of community volunteers
and/or individuals with particular skill sets relative to the committee. Staff are not prohibited
from serving on a committee as a voting member. The Audit Committee is an exception to this
rule, being comprised of Council members, staff, and at least one member who is not a
municipal employee or member of Council. Each committee will submit increases and
decreases in membership to Council for approval. The majority of voting members of Town
Council Committees must be residents of the Town.
Members of the public can apply to any Town Council Committee for membership at any time
in the year. There is no formal application process; applicants can apply in person at a
committee meeting or in writing to the Secretary or Chair of the Committee. Applications will
be reviewed by the committee and applicants who meet the criteria of the committee, and
where there is membership space available, will have their applications forwarded via the
regular report to Council for final approval. The Committee will notify the applicant of the
decision.
Role of Town Council Committee Chair: The Chair is appointed annually. Council may appoint a
Chair of any committee from the membership by motion. If Council does not appoint a Chair,
the Chair will be determined from the membership by the committee members. Committees
may remove and appoint a Chair as deemed necessary, by way of a recommendation to
Council. The Chair of a Town Committee is entitled to speak and vote on any motion. The Chair
will call the meeting of the committee to order and ensure appropriate procedures are
followed. The Chair will serve as the representative of the committee at official functions;
however, this function can also be delegated to another member(s) of the committee as
required.
Role of Town Council Committee Secretary: The Secretary is always a non-voting staff
member. The Secretary will prepare the agenda and keep the minutes of the committee
meetings. The Secretary will provide agendas and minutes to the membership and the
Executive Coordinator for submission to Council and for public access. The Secretary will have
the following responsibilities:
POLICY
a) to collect agenda items and input from committee members and issue the agenda, along with
any other required documents, to the committee prior to the meeting;
b) prepare and issue minutes of meetings in a timely fashion;
c) ensure that the activities of the committee are communicated effectively to the community,
prepare any press releases and arrange for posting to the Town's website to ensure that
pertinent information is made available to the public.
Role of Committee Members: The expectations of individual committee members are as
follows:
a) to attend committee meetings;
b) to provide feedback and input on Town policies, procedures and practices to ensure they
address issues relating to the committee's Terms of Reference;
c) to represent the committee as required at functions and events.
Meeting Procedures: The Committee shall meet at such a time and place as set out at the
preceding meeting or at such other time and place as Council, the Committee Chair, or a
quorum of committee members decides, with at least three (3) days advance notice.
Committees which meet on a monthly basis will endeavor to keep a regular meeting day, e.g.,
the third Monday of the month. Lack of agenda items will lead to the cancellation of the
meeting. The date, time and location of committee meetings shall be posted by the Secretary
by providing a copy of the agenda to committee members and the Executive Coordinator.
Quorum at a meeting of a Town Council Committee shall be the same as quorum at a Town
Council meeting pursuant to provincial legislation.
Subject to the other provisions of this Policy, the rules of conduct and debate that apply at
Council meetings apply at committee meetings. Committees are encouraged to develop their
own conventions to facilitate committee business.
Agenda Items: To ensure their inclusion on meeting agendas all items must be forwarded to
the Secretary at least five (5) working days prior to the next scheduled meeting. The committee
agenda, along with the meeting package, will be distributed to committee members at least
three (3) working days prior to the next scheduled meeting.
Resources/Accounts: Where applicable, Town Council Committees will be allotted funds as a
component of the Annual Operating Budget for purposes directly related to their Terms of
Reference; committees are generally expected to submit an annual plan to Council outlining
POLICY
how these funds will be used. Individual committee members, with the exception of staff
members, do not have the power to expend funds on behalf of the Committee.
Subject to motion(s) of Council, the resources which may be utilized by the Committee, in
addition to expense claims for committee business through the CAO, include:
a)
use of the Town's facilities and supplies for meetings, including photocopying, postage
and other administrative needs as approved by the CAO;
b)
use of external services necessary to discharge the Committee's Terms of Reference,
e.g., advertising, as approved by the CAO;
c)
such other resources are reasonably required, through the CAO.
The members of the committee shall serve without remuneration but may be paid such
expenses as are necessarily incurred by each member in the discharge of duties approved by
the committee.
Code of Conduct : Volunteer members of any Town Council Committee will follow all applicable
Town of Shelburne policies and/or by-laws while serving in the community and/or representing
the Town as part of a Town Council Committee.
Conflict of Interest: Any member of a Town Council Committee with a conflict of interest
related to motions or actions of the committee, must acknowledge the conflict and follow the
same procedures as those followed by Council; have the conflict recorded in the minutes and
be excused from participation in the meeting during the time which the topic is under
consideration. Please refer to the Municipal Conflict of Interest Act.
Annual Review: In the event that a Town Council Committee ceases to function as described by
this policy or as described in the committee's Terms of Reference, or ceases to meet for three
or more successive meetings, or is unable to meet with quorum for three or more successive
meetings, Council may proceed with a review of the viability of the committee and determine
whether to dissolve. Town Council Committees can only be dissolved through motion of
Council amending this policy; Town Council Committees dissolved by motion of Council, can be
so dissolved without consultation with the Committee members. In the instance that a
Committee is dissolved, the dissolution will be posted on the Town website and all the
Committee members will be notified prior to the next scheduled meeting.
POLICY
Current Town Council Committees List:
Port Authority Committee
Asset Management Committee
Audit Committee
Source Water Protection Committee
Heritage Advisory Committee
Approved by Council: December 6th, 2017
Amendments by Council: February 3rd, 2025
__________________
Mayor, Stan Jacklin
POLICY
Shelburne Port Authority Committee
Terms of Reference
Background
The Committee was established by the Town to provide advice to Council concerning the
development of the Shelburne Marine Terminal. The Committee plays an important oversight
role with regard to the Terminal, receiving updates from the Port Manager and Town staff and
making recommendations to Council. The priority of the Committee is to see the Shelburne
Marine Terminal develop into a successful commercial operation capable of operating
independently from the Town.
Committee Vision
We envision the Shelburne Marine Terminal as a lynchpin in the Town's infrastructure, capable
of playing a significant role in the long term growth of the local economy.
Committee Mission
To recommend to Council the establishment or amendment of policies, programs and practices
for the Shelburne Marine Terminal designed to improve and enhance the capacity of the
Terminal to serve as a significant economic driver, and to monitor and report on the effects of
any such recommendations as are adopted by Council; recommendations to Council concerning
the long-term maintenance of Marine Terminal infrastructure necessary to support the
Committee's Vision are deemed to be central to this Mission. To assist in the marketing and
promotion of the Shelburne Marine Terminal where such efforts by the Committee support the
Committee's Vision.
Role of the Committee
To research and investigate issues relating to the Committee Mission, to receive and consider
representations by any individual, organization or delegation of citizens on these issues, to
review issues referred to the Committee by Council or Staff, and to make recommendations to
the Shelburne Town Council to address these issues.
POLICY
Asset Management Committee
Terms of Reference
Background
The establishment of the Asset Management Committee follows from the Town of Shelburne's
participation in the provincial Asset Management Pilot Project 2017-18 as one of five pilot
municipalities (along with the Town of Lockeport by joint application to the Province). The pilot
project will provide the Town with the assistance of provincially-contracted consultants in
developing an up-to-date asset inventory to support future asset management decisions and
the development of a draft Asset Management Plan. The Committee was established to assist
the Town Council in developing policies for the management of Town-owned assets, including
the draft Asset Management Plan. Committee meetings are expected to begin following the
completion of the pilot project with Committee members undergoing Asset Management
training and reviewing the consultant's reports.
Committee Vision
We envision Shelburne as a community where public assets are developed and maintained in
accordance with the requirements and capacities of all residents.
Committee Mission
To develop a draft Asset Management Plan and associated draft policies for recommendation
to the Shelburne Town Council and to regularly review these documents, proposing
amendments as required. The Committee will make recommendations concerning service
levels for municipal assets and engage in sessions to assess risks/opportunities and prioritize
capital spending, building on prior work by Council and staff. Additional considerations could
include maintenance requirements, risk management, innovative technologies, energy
efficiency, climate adaptation, use of natural infrastructure, accessibility, associated staff
certifications, fair service principles, tourism promotion and impacts on the local economy,
among others to be determined by the membership.
Role of the Committee
To research and investigate issues relating to the Committee Mission, to receive and consider
representations by any individual, organization or delegation of citizens on these issues, to
review issues referred to the Committee by Council or Staff, and to make recommendations to
the Shelburne Town Council to address these issues.
To pursue its Mission the Committee - supported by Town staff at the direction of the CAO -
will conduct public sessions and surveys concerning various asset categories, policies, rankings,
options for setting service standards, etc. to collect additional public input for Council. The
Committee will work to provide Council with solid background to support recommendations
and will obtain Council authorization to fund additional technical studies as required, through
the Town's annual budget process.
POLICY
Audit Committee
Terms of Reference
Background
The Audit Committee was established in 2013 to satisfy the requirements of the
Municipal Government Act:
Section 44
(1) The council shall annually appoint an audit committee.
(2) The responsibilities of the audit committee include:
(a) a detailed review of the financial statements of the municipality with the auditor;
(b) an evaluation of internal control systems and any management letter with the auditor;
(c) a review of the conduct and adequacy of the audit;
(d) such matters arising out of the audit as may appear to the audit committee to require
investigation;
(e) such other matters as may be determined by the council to be the duties of an audit
committee;
(f) any other matters as may be determined by the council. 1998, c. 18, s. 44.
Committee Mission
The mission of the Audit Committee is to ensure that the Town of Shelburne is operating in
compliance with the Section 44 of the Municipal Government Act.
Role of the Committee
The role of the Audit Committee is to review the financial statements of the Town.
POLICY
Source Water Committee
Terms of Reference
Background
The Town of Shelburne's Source Water Protection Committee is an advisory committee
established by Council to make recommendations to Council on water protection matters, in
accordance with the adopted Terms of Reference. Members are bound by this Terms of
Reference and are ultimately responsible to Town Council. Source Water Protection Plans
require annual review and the Department of Environment prescribes the use of an Advisory
Committee for this purpose.
Goal
To develop and maintain a source water protection plan and provide the municipality of utility
with advice on matters concerning land-use issues, water quality, levels and flows in the Source
Water Protection areas.
Objectives
The Committee's objective is to provide advice to the Town and water utility:
1. That will attempt to satisfy the water quality and quantity concerns of stakeholder groups;
2. About the sources of contamination in the source water supply area;
3. About the protection options available; and
4. About the success of the protection plan.
The Committee will review and make recommendations in a timely manner, to Council, on all
activities or policy issues affecting the water quality, levels and flows in the Source Water
Protection area.
The Committee will review and comment on water quality and monitoring programs and other
studies related to the Source Water Protection areas. All water quality information available
from member agencies shall be made available to the Committee.
The Source Water Protection areas are defined by the Source Water Protection Plans to which
the Committee provides input.
Membership
1. The Committee shall be comprised of the following voting members (5):
a) One member of Council to chair the meeting (Town of Shelburne)
b) One member to act as vice-chair
c) Two customers of the Water Utility (one from the source water protection area
preferred)
d) Town Planner - Municipal Planner
e) EMO member
POLICY
f) Water Plant Operator
2. The Committee will strive to have the following non-voting technical representation (4):
a) Secretary - Town of Shelburne
b) 1 Lands and Forest Representative
c) 1 Transportation Integration & Renewal Representative
d) 2 Department of Environment Representatives
e) 1 Municipal Bylaw Officer / Town Fire Chief
f) 1 Municipality of Shelburne CAO
g) 1 Town of Shelburne CAO
3. Bodies or agencies appointing representatives may name an alternate. Alternates of
voting members may vote when the appointed representative is absent.
Terms
Council members will serve a minimum of a two-year term along with other voting
membership.
Upon expiration of terms, staff will seek and facilitate appointments by Council or the
respective agency.
Quorum
Quorum constitutes a majority of the total number of advisory committee members. Voting
cannot take place with less than three voting members.
Conflicts of Interest
Members shall declare possible conflicts of interest before agenda items are presented and
leave the meeting or part o the meeting during which the matter is under consideration.
Meetings
The committee shall meet as necessary, but not less than two times per year (Fall / Spring).
The committee shall endeavor to conduct business by consensus, but should voting be
necessary, all motions will require support from a majority of the voting members present in a
meeting where a quorum has been met.
Members who miss three (3) consecutive meetings may forfeit their position to which the
committee will seek a replacement.
Role & Responsibility of Town of Shelburne Staff
Town staff shall provide research support to the committee. This includes preparing reports for
the committee, providing statistical information, and submitting a committee reports to Town
Council.
POLICY
HERITAGE ADVISORY COMMITTEE
Terms of Reference
Introduction
The Heritage Advisory Committee (HAC) serves as an advisory body to the Town of Shelburne
Council (Council) in matters pertaining to heritage protection and conservation. This committee
provides guidance on development and conservation activities related to heritage properties
within the Town, functioning as an Advisory Committee of Council.
Scope of Work
The HAC may make recommendations to Council on the following matters:
a) Inclusion of buildings, streetscapes, and areas in the Town Registry of Heritage Property;
b) Applications for substantial alterations or demolition of Town Heritage Properties;
c) Building and other regulations affecting the Heritage Property Act's intent and purpose;
d) Any other matters conducive to the effect of carrying out the intent and purpose of
Heritage Property Act.
Membership
The HAC consists of six members, structured as follows:
a) Two members appointed from within Council.
b) Two members from the Shelburne Historical Society or individuals who have otherwise
demonstrated active concern for the preservation of buildings of historic significance.
c) Two members from the public.
All members are appointed by Council. All members are residents of the Town. One member
from each of the three categories will be appointed for a period of two years. The remainder
for a period of one year. All members are eligible for reappointment by Council for up to a
maximum of four years.
Committee positions will be advertised following current Town procedures. Prompt
appointments will be made by Council to fill committee vacancies. The members of the
Committee serve without remuneration but may be reimbursed for necessary expenses.
No member of the Committee has any power to pledge credit of the Town or to authorize any
expenditure to be charged to the Town.
Role of Committee Members
The expectations for individual committee members are as follows:
a) Attend committee meetings.
b) Provide feedback and input on Town policies, procedures and practices to ensure they
address issues relating to the Committee scope of work.
c) Represent the Committee as required.
POLICY
Role of the Chair
The Chair will be appointed by the Committee from among the voting members on an annual
basis; the Chair will be considered as having a vote. The Chair ensures timely delivery of all
Committee agendas and minutes and will serve as the Chair of the Committee meetings. The
Chair will call the meeting to order and ensure appropriate procedures are followed. The Chair
will also be responsible for ensuring the delivery of Committee reports and recommendations
to Council. The Chair will serve as the representative of the Committee at official functions, but
the Committee may delegate this role as required.
Role of the Secretary
The Chief Administrative Officer or an appointed staff member acts as the Secretary of the
Committee and will not be considered as having a vote.
The Secretary will have the following responsibilities:
a) Collect agenda items and issue the agenda and any required papers
b) Prepare and issue minutes in a timely fashion
c) Gather input from Committee members and issue documents in a timely fashion
d) Coordinate with the Town website manager to ensure access to pertinent information is
available to the public
e)
As per Section 30 (4) of the Municipal Government Act, no council member, committee or
member of a committee established by Council shall instruct or give direction to, either publicly
or privately, an employee of the municipality.
Meeting Procedures
The Chairperson calls meetings of the Committee on a bi-monthly basis unless there are no
items to be reviewed in a particular month. Typically, meetings will be held on the first
Thursday in the Town Hall. Alternate dates may occur where special circumstances demand.
Meetings are open to the public unless the nature of a committee business (dealing with issues
specified in the Municipal Government Act) requires a closed meeting. Public notification of
meeting dates and changes are provided on the Town of Shelburne's website.
The order of business is set out in an agenda package and provided to Committee members in
advance of the meeting date. Items for the agenda, including presentation materials, will be
forwarded electronically to the Committee Secretary at least five working days prior to the
meeting date for agenda preparation and posting for the public on the Town's website.
Additional items may be discussed under "other business" if time permits.
Minutes of the meetings are prepared by the Secretary and signed by the Committee Chair or
Acting Chair for the meeting for which the minutes pertain. Originals of the minutes will be
forwarded to the Committee Secretary for safekeeping. Once adopted, minutes will be posted
for public viewing on the Town's website.
POLICY
Reporting to Council
The Committee reports regularly to Town Council. Recommendations require majority support,
and absent members may provide formal approval through electronic communication, as
decided by the Committee.
Endorsed by Council : 01/02/2024