economic development and tourism advisory...

ECONOMIC DEVELOPMENT AND TOURISM ADVISORY COMMITTEE

MEETING #1 FRIDAY, JANUARY 26, 2018

IN COUNCIL CHAMBERS AT THE MUNICIPAL OFFICE

AT 9:00 AM

AGENDA

Notice Personal information is being collected pursuant to the Freedom of

Information and Protection of Privacy Act and may form part of the public record which may be released to the public in hard copy and/or

electronically. Questions regarding the collection of information should be directed to the Clerk of the Township of Scugog.

Cellular Phones/Pagers Must Be Switched To The Non-Audible Function During This Meeting

Alternate Format Available Upon Request 1. Call to Order

AGENDA

2. Disclosure of Conflict 3. Election of Chairperson, Vice Chairperson and Treasurer 4. Adoption of the Minutes

i. Minutes of the 4th Meeting of the Economic Development Advisory Committee, Held Friday, November 24, 2017.

Committee Recommendation:

THAT the Minutes of the 4th Meeting of the Economic Development

Advisory Committee held Friday, November 24, 2017 be adopted as circulated.

5. Business Arising Out of the Minutes 6. Deputations - Nil

7. Other Matters/New Business

i) Establishment of a Tourism Working Group • Paul Allore – Township of Scugog • Paul Arculus – Historian & Tour Guide • Lori Bowers – Township of Scugog • Kristyn Chambers – Durham Tourism • Elane Cook – Central Counties • Lana Crosbie – Business Owners • Marwan Dib – Marwan’s Global Bistro • Jack Doak – Old Flame Brewing Co. • Kevin Heritage – Township of Scugog • Tony Jannsen – PP Print • Deborah Kiezebrink – Nestleton Waters Inn • Kenna Kozac – Chamber of Commerce • John Mackey – Port Perry Marina • Brigitta MacLeod – BIA • Brandon Picard – Region of Durham • Brett Puckrin – EDATAC Member • Suzi Taylor – Great Blue Heron Casino • Chuck Thibeault – Central Counties • Tracey Werry – Durham Farm Fresh • Councillor Wilma Wotten – Township of Scugog

ii) Fishing Tournament on Lake Scugog iii) Request for $9,000 Funding - Weekend Staffing for a Visitor / Tourism

Center with the Provision of a Public Washroom iv) New Terms of Reference – Economic Development and Tourism Advisory

Committee 8. Reports

Departmental Updates i) Township of Scugog ii) Region of Durham iii) Partner Organization Update iv) Accommodation Sector v) BIA vi) Chamber of Commerce vii) Agriculture Sector viii) Housing

9. Correspondence

i. News Release – Region of Durham Durham Region Helping to Support the Local Agriculture Food Industry

10. Outstanding Matters 11. Dates and Times of 2018 Meetings

2018 meeting dates have been scheduled for: Friday, February 23; Friday, March 23; Friday, April 27; Friday, May 25; Friday, June 22; and Friday, September 28 Meetings will be held at 9 a.m. in Council Chambers at the Municipal Office.

12. ADJOURNMENT

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MINUTES OF THE 4TH REGULAR MEETING OF THE ECONOMIC DEVELOPMENT ADVISORY COMMITTEE

HELD FRIDAY, NOVEMBER 22, 2017 AT 9:00 A.M. IN COUNCIL CHAMBERS

PRESENT: Chair Mr. Brett Puckrin Members Ms. Martha Casson Mr. Tony Janssen Ms. Kathy Post Mr. Marvin Stevenson ALSO PRESENT: Councillors Mr. Don Kett Ms. Wilma Wotten CAO Mr. Paul Allore Recording Secretary Ms. Lindsay Burnett Coordinator Economic Development, Durham Region Ms. Stacey Jibb Director of Development Services Mr. Kevin Heritage Economic Development Advisor, OMAFRA Ms. Carolyn Puterbough Manager of Agriculture & Rural Affairs, Durham Region Ms. Nancy Rutherford Theater 3x60 Ms. Carey Nicholson Brock Youth Centre Ms. Amanda Miller Brock Youth Centre Ms. Vanessa Koot Mr. Michael Philip REGRETS: Members Councillor Ms. Janna Guido Ms. Deborah Kiezebrink Ms. Brigitta McLeod Mr. Stacy Millar Ms. Sheryl Greenham Mr. Justin MacLean 1. Call to Order

The Chair called the meeting to order at 9:05 a.m. 2. Adoption of the Minutes

i. Minutes of the 3rd Regular Meeting of the Economic Development Advisory Committee held Friday, September 15, 2017.

Errors and Omissions:

pg. 4 Departmental Updates • The reference of savings in the third last bullet has been

stricken from the minutes by Council.

Committee Recommendation: Moved by: Don Kett THAT the Minutes of the 3rd Regular Meeting of the Economic Development Advisory Committee held Friday, September 15, 2017 be approved as amended. Carried

Economic Development Advisory Committee Meeting #4 November 24, 2017

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3. Business Arising Out of the Minutes: Nil 4. Deputations i. Carey Nicholson, Co-Artistic Director / General Manager

Theater 3x60

Ms. Nicholson provided a brief overview Theater 3x60, a local professional, not for profit, social enterprise theatre company, committed to enriching lives through theatre, on and offstage. The presentation and discussion following, included, but was not limited to:

• Accomplish goals through artistic excellence, education, increased engagement and accessibility for audiences;

• Through productions and programs, seek to sustain and impact, support and change the community in the arts, social, tourism and economic sectors,

• Takes programs and productions to non-traditional venues i.e. libraries, coffee houses, and work with community partners to bring production tours to schools and community venues in Durham;

• Partnered with the Lake Scugog Historical Society to develop a theatrical heritage walk, Pine Grove Plots, in Pine Grove Cemetery in Prince Albert,

• Produced a one act educational play festival, Durham Minifest, for area community theatres;

• Launched the Port Perry Summer Theatre Festival in Port Perry; • Through the festival, have been able to provide professional theatre students

with summer employment and creative projects in their field, • 2018 will be the 4th Port Perry Summer Theatre season and will continue with

offering multiple shows Tuesday through Sunday from early July to mid-August, including two productions at Town Hall 1873;

• Theatrical cemetery walk Pine Grove Plots: History To Die For will return with new stories, and will be introducing an original Theatre for Young Audiences -work to be performed on weekdays at the Scugog Memorial Public Library;

• Offering Summer Stages theatre camps in partnership with the Township’s Recreation section of the Community Services Department;

• 2017 was most ambitious season to date – post season survey highlights include:

o 56% of our audiences were ages 45 – 64, 39% ages 65 +; o 92% of our audiences rated Port Perry Summer Theater

performance quality as good to excellent; o Audiences didn’t just attend the theatre - 94% dined in local

restaurants, 44% shopped in town, 16% went sightseeing and 3% stayed overnight;

o 75% rated their overall experience as good to excellent; o 90% of Pine Grove Plots audiences would come again and 30%

attended more than twice; • Ms. Carey was encouraged to join the Tourism Working Group and to attend

the Parks and Recreation Master Plan presentation in early 2018; • Suggested that Ms. Nicholson connect with the Tourism Coordinator at the

Region of Durham.

On behalf of the Committee, Ms. Nicholson and Theater 3x60 were congratulated for a successful season, and Ms. Nicholson was thanked for her presentation. ii. Amanda Miller, Director of Programs & Partnerships

Vanessa Koot, Manager of Client Recruitment Brock Youth Centre

The Brock Youth Centre requested to make a presentation to the Economic Development Advisory Committee, to talk about their new entrepreneurial program. Ms. Miller and Ms. Koot’s presentation included, but was not limited to the following:


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• The Brock Youth Centre is known for their Entrepreneur Pitch Competition within North Durham high schools;

• The competition within the high schools has semi-finals at each school, and then the top two from each of the three schools move on to the finals, where they can win a prize package;

• This program has created job opportunities for the youth involved, and so it was decided to replicate it for the 18-29 demographic;

• Participants will have the opportunity to partake in workshops, mentorship with local small business entrepreneurs, network with local resources, and gain professional development;

• In April will host a Pitch Competition for the participants, where they could win a prize package of both a monetary value and professional services;

• Resources are available for further business development opportunities (i.e. funding, grants, professional services etc.) regardless of whether or not the participant wins, or competes;

• Are hosting first 'meet-up' December 6th @ 7pm in Beaverton, at Colourful Nights, to discuss what the EDGE program entails - it will also be a networking opportunity for interested participants to talk to local resources;

• The meet-up can provide an opportunity to partner up with others who are also interested in creating their own business;

• Plan on hosting workshops in all three Townships to ensure that individuals from each area can access the workshop;

• Target for both the high school program, as well as the 18-29 year old program, is 30 participants;

• Suggestion that the Brock Youth Centre connect with Junior Farmers and 4H groups;

• Suggested to contact BACD for support; • There is a proposal in the Township’s 2018 Capital Budget for a youth centre

on the second floor of the Scugog Community Recreation Centre (currently used as the Heritage Centre), perhaps BYC could be part of this.

Ms. Koot and Miller were commended for their work in creating this program and thanked for presenting the idea to the members of the Scugog Economic Development Advisory Committee.

5. Other Matters / New Business

i. Region’s Economic Development Strategy

Ms. Rutherford advised that the Region’s Economic Development Strategy was presented to Council at the November 20th Planning and Community Affairs Committee meeting by the Region’s Director of Economic Development and Tourism. Due to a scheduling conflict with today’s meeting, Ms. Rutherford will not be able to provide a fulsome overview of the Strategy to this Committee. She has requested that she be able to present the Strategy at the next meeting. The Committee agreed to defer this agenda item to the next Economic Development Advisory Committee meeting. Regional Staff noted that Economic Development Advisory Committee’s request for tourism support from the Region of Durham will be submitted for consideration in the Region’s 2018 budget.

ii. Building Business Forum - Update

The Building Business Forum was held on October 11, 2017 at the Blackstock Recreation Complex. It was well attended, approximately 80 people. Positive feedback was received (via the survey that was circulated), particularly the facilitated networking. The Organizing Committee is not sure if a 2018 BBF will take place because of the municipal election in the fall of 2018. Members of the Economic Development Advisory Committee would like to see more business people attend. It was noted that several registrants did not show, which contributed to


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less business people in the audience. To encourage better participation by the business community, it was suggested to sell tickets; this may discourage registrants from cancelling. Another suggestion for the next BBF was to invite Dough Griffiths, the author of “13 Ways to Kill Your Community” to be the guest speaker. Ms. Jibb will connect with Uxbridge and Brock to see if there would be any interest in making this a north Durham initiative. The Chair, on behalf of the Committee, thanked Ms. Jibb and the Organizing Committee for putting together an excellent event.

iii. Council Business Tour The Council Tour was held on September 22, 2017. Stops on the tour included, Christel Lake Lavender in Greenbank, Woodland Mills in Port Perry, Wright’s Feeds ‘N Needs in Blackstock, and a retirement living shared housing model. Received one negative comment, that too many people “drop off” from the tour as the day progressed. iv. 2018 Work Plan The draft 2018 Work Plan was included in the agenda for the Committee’s approval. There were two additions to the Work Plan, tourism support from the Region and a Site Selector Guide for the employment lands. It was noted that more engagement from the Committee members is needed to complete the Work Plan.

Committee Recommendation: Moved by: Don Kett THAT the 2018 Economic Development and Tourism Advisory Committee Work Plan be approved.

Carried

v. 2018 Meeting Schedule The Committee members proposed to meet a minimum of eight times a year. Meetings would not be required to be held during the summer (July and August), unless necessary. However, as 2018 is an election year, the Committee agreed that it would only meet seven times in 2018, and that their last meeting would be in September. Going forward, any working groups would only need to report back to the Committee when necessary. It was requested that working group reports be submitted to the Committee Coordinator in advance to ensure their inclusion in meeting agendas.

Committee Recommendation: Moved by: Martha Casson THAT the Economic Development and Tourism Advisory Committee meet a minimum of eight times a year; AND THAT in 2018 the Economic Development and Tourism Advisory Committee only be required to meet seven times, as it will be an election year.

Carried


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6. Reports

Departmental Updates i. Township of Scugog

• The final Draft 2018 Capital Budget will be presented to Council on November 27, 2017;

• In receipt of two submissions (from WSP and MHBC) for the RFP for the Community Improvement Plan (CIP) for the Main Central Area; similar to the CIP for the employment lands; o The Township received RED grant funding of $17,500 for the

employment lands CIP; • RED grant has been applied for the Main Central Area CIP • Scugog Line 6 project has been completed; total cost to be

determined; • The Heritage Grant program will continue in 2018 with $30,000 allotted

in the Capital Budget; • Township will begin undertaking of a Development Charge background

study in 2018; • Council has directed Staff to undertake a waterfront strategy the will be

a wholesome look at the entire waterfront, from Birdseye Park at the north to ball diamonds at the south end of the waterfront;

• The Old Mill public square, structural improvements and building envelope projects have been removed from the 2018 budget;

• The 2018 Operating Budget process will be kicking off in the next couple of days;

• The Advisory Committee review will be finalized at the November 27th Council meeting;

• Tourism Plan – follow-up meeting with the Steering Committee has taken place; some changes have been made and will be brought back to Council for approval;

• The Stockworth Site Plan has received approval; includes 248 condos; approximately 100,000 square foot commercial and office space; also includes pool space;

• A portion of the cash-in lieu of parkland payment from the Stockworth development will be put towards a trail to connect Oyler Drive to downtown area of Port Perry.

ii. Region of Durham

The Region’s update was provided under agenda items 5i. iii. Partner Organization Update

• The Rural Economic Development program is open and accepting applications for this intake until December 1st;

• ROLA – The Rural Ontario Leadership Awards are looking for applications of rural leaders, businesses, organizations and youth; the applications for this award closes today;

• Agricultural Systems Portal - The Agricultural Systems approach was consulted over the summer, three main items were put out for comment, the Agricultural Land Base Map, Implementation Procedures for the Agricultural System and an Agricultural Systems Portal; the maps in the Portal show agricultural production, land use, infrastructure, agri-food assets and services; these maps can be used to identify agri-food clusters and promote economic growth of the sector;

• Agriculture as an Economic Development Opportunity Resource – A new resource that is the final stages of development from the Regional Economic Development Branch at OMAFRA; proves a three stage process to guide a community through supporting the agriculture sector; printed copies may be requested from Ms. Puterbough and


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digital copies will be available once translation and the approval process has been completed;

• New Agriculture Stats information available – OMAFRA’s stats unit has updated the agricultural census data available at a municipal level including Scugog.

iv. Accommodation Sector

No update available. v. BIA

No update available.

vi. Scugog Chamber of Commerce

• The Chamber Office has moved to Water Street; they have had their new sign installed;

• It is anticipated that Michael Philip will be the new Chamber of Commerce representative on the Economic Development Advisory Committee;

• November 30, 2017 - Chamber Breakfast; • December 2, 2017 – Santa Claus Parade; • December 8, 2017 - Chamber Christmas Social (networking night) will

be held at the Old Flame Brewing Co; • January 18, 2018 - Grand Opening of the new Chamber of Commerce

office; • January 25, 2018 – Mayor’s Luncheon; • April 14th – Home and Garden Show at the Scugog Community

Recreation Centre; • Concerns with the high number of retail vacancies in the downtown

core; as the lease rates are increasing the renters are moving elsewhere.

vii. Agricultural Sector

• Celebrate Ag Gala was well attended; 136 attendees, 33 from Scugog; • Durham Farm Fresh marketplace expose has hit at the heart of the

DFF organization – they will be looking at criteria for membership; • Increasing value of farmland is a concern province wide; • Impact of minimum wage increase on agriculture sector will be wide

reaching – questions about whether the ag sector will be exempt; • OFA convention took place last week – they have announced a new

focus on rural economic development across the province; • Migrant worker program is becoming increasingly difficult; • The shift of ag businesses moving to the north due to higher land

values in the south.

viii. Housing

• Third Annual Housing Symposium was held on November 4th; • Numbers were down from previous years, however the topics were

well received, which created more dialogue than anticipated, • The Minister of Housing will be visiting the “Golden Girls’ house

(shared home project); • Emmanuel Church is looking into developing an affordable housing

project on part of the Church lands; • Made a presentation to Council on November 20th; • Received support in principle for affordable housing units; • Council approved the staff report regarding the Housing Plan that the

Housing Advisory Committee has been working on for the past two years.

7. Correspondence - Nil


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8. Outstanding Matters - Nil

9. Dates and Times of Following Meetings

The meeting schedule for 2018 will be, Friday, January 26, Friday, February 23, Friday, March 23, Friday, April 27, Friday, May 25, Friday, June 22, and Friday, September 28. All meeting will be held at 9 a.m. and will take place in Council Chambers.

Committee Recommendation: Moved by: Tony Jansen THAT the Economic Development and Tourism Advisory Committee meetings in 2018 be held on the last Friday of the month, up to September, except for the months of July and August. Carried

10. Adjournment 11:21 a.m.

Recommendation: Moved by: Don Kett THAT the meeting be adjourned.

Respectfully submitted,

Brett Puckrin, Chair

THE CORPORATION OF THE TOWNSHIP OF SCUGOG

BY- LAW NUMBER 99- 17

BEING A BY- LAW TO ADOPT THE TERMS OF REFERENCE

FOR THE ECONOMIC DEVELOPMENT & TOURISM

ADVISORY COMMITTEE

WHEREAS the Municipal Act, 2001, as amended,

provides that a Council of a municipality may establish Advisory andother Committees;

NOW THEREFORE THE COUNCIL OF THE CORPORATION OF

THE TOWNSHIP OF SCUGOG Enacts As Follows:

1. THAT the " Terms of Reference", attached as Schedule A, be

adopted to guide the roles, structure and administration of the

Committee.

2. THAT By -Law 18- 13 is hereby repealed.

3. THAT this By- law shall come into full force and effect on theday of passing.

READ a First, Second and Third time and finally passed this 18`h

dayof December, 2017.

504

MAYO , Thomas R. Rowett

r,ig,il Ilf

Schedule " A"

To By -Law Number 99- 17Economic Development and Tourism

Advisory Committee" Terms of Reference

Purpose and Mandate

The mandate of the Economic Development and Tourism Advisory CommitteeEDTAC) shall be as follows:

Increase awareness of the economic and social benefits of tourism, andsupport a whole -of -government approach to improve the business climate

for tourism and enhance collaboration between industry and government; Improve the quality, the quantity and the sharing of tourism data andstrengthen performance measurement and the tracking of industry goalsand targets;

Support industry to enhance, develop and retain a professional tourismworkforce in Scugog in collaboration with the BIA; Attract investment and develop and enhance tourism products andexperiences;

Increase awareness of Scugog' s unique tourism offerings within Ontarioand improve the coordination and impact of marketing efforts; To identify changing needs, bring forward and recommend appropriateactions to deal with issues impacting Scugog' s ability to attract and retainbusiness;

Work to develop programs to retain the viability of the existingDowntown Core;

Work with the Scugog Chamber of Commerce to retain and recognizelocal business and attract new business;

To solicit, assess and act as a sounding board in response to communityfeedback with respect to service levels, costs, priorities, issues and

concerns pertaining to economic development within the Community; To support and attract agricultural related business and industry for theTownship;

To foster community awareness of the Committee' s actions; To assist Council in developing an economic development vision that isunderstood and communicated to the broader business community; To meet with Scugog' s existing businesses to determine their needs andsatisfaction level;

To enhance Staff' s business marketing strategies to attract newdevelopment;

To provide up -dates on Advisory Committee initiatives to Council oneconomic development matters;

To assist Staff with budget preparation and priorities;

To review and update the Economic Development Action Plans for themain sectors;

To assist in hosting economic development events and act asambassador in local and business community; To enhance efforts to retain Township businesses through providingongoing encouragement to existing business groups, to fosterpartnerships, promote and encourage communication, determine problem

areas, and identify strategic solutions;

Maintain a profile which clearly communicates that Scugog is Open forBusiness";

Review and make recommendations to Council on the Scugog VisitorCentre programs and management;

Undertake other assignments as may be requested by Council from timeto time; and

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Participate in annual Township sector (Agricultural, Tourism andManufacturing) Roundtables.

Committee Composition

The EDTAC shall be comprised of 9 voting members, consisting of:

One ( 1) representative from the Scugog Chamber of Commerce; Two ( 2) representatives from the Durham Region Federation of

Agriculture, DAAC or Durham Farm Fresh;

One ( 1) representative from the Downtown Port Perry BIA; One ( 1) representative from the Accommodation Sector;

One ( 1) representative from the Manufacturing Industry Sector; One ( 1) member from the Township' s Housing Advisory Committee; andTwo ( 2) citizen members to be selected by Council.

Two ( 2) Council members may be appointed to the committee to providecontinuity between the committee and Council and shall be non- voting membersof the committee. The Mayor is a non- voting member ex -officio. The MP andMPP are non- voting member' s ex -officio. In making its citizen appointments, Council shall have regard for the diversity of business interests and qualificationsof candidates.

Subcommittees

The EDTAC Committee may form Subcommittees and working groups as maybe necessary to address specific issues. These Subcommittees may draw upona member of the Committee as well as outside members, as deemed necessary. The Chairperson of a Subcommittee and/ or working group shall be a votingmember of the EDTAC. Staff support will not be provided to a Subcommittee or

working group.

Staff Support

Township Staff have two principle functions in regard to Committees: CommitteeCoordinator role, organizing meetings and taking agendas and minutes and Staffliaison role, providing content support and policy advice.

The Committee will receive administrative support (Committee Coordinator) from

the Development Services Department. This will include the recording ofminutes, the preparation of agendas, support necessary to convene a meetingand other support as may be necessary from time to time. The Region of DurhamRural Economic Development Officer or the Township of Scugog ChiefAdministrative Officer will attend all meetings, as a Staff resource and provide the

Committee with technical assistance.

Committee Membership Selection

A Subcommittee of Staff, the Council member(s) appointed to the Committeeand/ or the Mayor shall review all applications received for the purpose of

identifying a suitable number of candidates for an oral interview which will allowthe interested applicant an opportunity to elaborate on their interest in serving onthe Committee and how their participation will benefit the Township. Followingthe interview process, the Subcommittee will make a recommendation to Council

in closed session through a Staff Report. The Subcommittee may not require aninterview if the applicant is a returning member of the Committee or for any otherreason.

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Length of Term

The length of term for Committee Members will be up to four years, corresponding with the term of Council and Committee members shall servebeyond the termination of their appointments until the appointments of their

successors have been confirmed by Council. A Committee Member may havetheir membership renewed by Council.

At the discretion of Council or upon the mandate of the Committee being fulfilled, the Committee may be dissolved by resolution of Council at any time.

Chairperson / Vice -Chairperson / Committee Treasurer

A Chairperson and Vice -Chairperson will be elected by Committee members onan annual basis at the first meeting of the New Year to preside over meetingsand Committee business. The Council representative or Staff representative

shall Chair the meeting until the new Chair is elected but shall not be thepermanent Chairperson of the Committee. The Chairperson and Vice -

Chairperson shall not sere for a term more than two consecutive terms unless

the Committee determines otherwise with the unanimous consent of the

membership present at the election for each position. If the Committee receives abudget from Council the Committee shall also appoint a Treasurer who may becombined with any other position ( for example, Vice Chairperson / Treasurer) orbe a standalone position.

Frequency of Meetings

The Committee shall hold a minimum of four (4) meetings per year. The meetingschedule shall be established on an annual basis and at the first meeting of thecalendar year. Additional meetings may be required based on the requirementsto review plans and complete an annual work plan and report to Council in a

timely manner. Annual work plans shall be presented to Council in the firstquarter of each year.

If the Committee is requesting a budget from Council it shall be requested inaccordance with the Township' s budget timetable as established by theTownship' s Treasurer.

The Chair or Committee Coordinator shall cause notice of the meetings,

including the agenda for the meetings, to be provided to members of theCommittee a minimum of 48 hours prior to the date of each meeting.

The Council representatives shall be in attendance for each meeting to act as aliaison between Council and the Committee. If the Council representatives are

not in attendance the meeting may proceed at the discretion of the Committee.

All meetings of the Economic Development and Tourism Advisory Committeeshall be open to the public. As a formal Committee of Council the Committee is

subject to the Procedure By -Law which governs the procedures of Council andits Committees and Board, Rules of Procedure for Committees, Volunteer Code

of Conduct, the Township' s Harassment Policy and any other applicablelegislation, policies and/ or procedures.

Quorum

A quorum shall consist of a majority of the voting members and a minimum ofthree ( 3) voting members. If there is no quorum after 15 minutes of thescheduled start time, the meeting shall be rescheduled.

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0. Delegations at Committee Meetings

Any person( s) wishing to appear before the Committee as a delegation mustsubmit a written request to the Chair through the Committee Coordinator,

advising of the topic or item to which they wish to speak. All requests fordelegations must be received at least one week prior to the meeting to ensurethat the delegation is included in the agenda. Any person wishing to address theCommittee as a delegation, who has not previously arranged to do so, may begranted permission to do so only by Committee resolution.

Minutes and Agendas

All agendas and minutes shall be provided to the Municipal Clerk or LegislativeServices Associate not later than two weeks after the meeting for inclusion on theTownship website. The minutes of a Committee meeting will be amended asnecessary and approved at the following meeting. The unapproved minutes willbe included in the next regularly scheduled Council meeting along with anexcerpt of any recommendations that require Staff direction or endorsement byCouncil.

2. Absences

If a Committee Member is absent for three ( 3) consecutive meetings, they haveforfeited their membership unless their absence is justifiable and approved by theCommittee.

This section does not apply to a Committee member who is absent for 20consecutive weeks or less if the absence is a result of the member' s pregnancy, the birth of the member' s child or the adoption of a child by the member.

3. Conflict of Interest

A conflict of interest may arise for Committee members when their personal orbusiness interests clash with the duties and decision of the Committee. Municipal

conflict of interest requirements as defined by the Municipal Conflict of InterestAct, R. S. O. 1990, c. M. 50 will apply to the Committee.

If a Committee member discloses a pecuniary interest, that member shall removethemselves from the meeting for the duration of the discussion and voting ( if any) with respect to that matter.

Reimbursement of Expenses

It is acknowledged that there are no per diems for any Committee positions and itis acknowledged that none of the above positions shall be paid for their services. All committee members are considered volunteer positions. No attendance at

conferences or workshops shall be allowed by a volunteer member unless clearlyidentified in the work plan/budget and approved by Council.

Reporting Structure: Annual Report, Work Plan and Budget

The Committee shall report to Council through the Council Representative bypresenting the Committee minutes to Council. The Committee shall prepare anannual work plan and budget in detail and shall submit the budget request to the

Township' s Treasurer in accordance with the budget timetable. The Committeeshall also prepare an annual report to Council reviewing their goals, objectivesand success on their work plan in the first quarter of each year. This process

shall be led by the Chair of the Committee and may include a presentation toCouncil. The substance of the report shall be prepared by the Committeemembers, with administrative assistance and policy advice given by Staff.

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6. Council Role

Council may, at its discretion, at least annually, review the composition of theCommittee to ensure that it is representative of their mandate and is workingeffectively. Council can, with or without the advice of the Committee, makechanges to the composition of the committee to ensure Committee effectiveness.

7. Youth Members

Youth members may serve a term of up to 12 months, generally correspondingwith the traditional school year and are not eligible to act as Chair or Vice Chair.

Residency

Youth members shall reside in the Township of Scugog.

Education

Youth members must be secondary school students aged 13 to 18 and expressan interest in the purpose and mandate of the Committee.

Availability

It is important that the youth member be able to attend as many Committeemeetings as possible. The member should be able to be contacted or reached

during the day should additional meetings be required.

Letter of Reference/ Support

Applicants for youth membership must include a letter of reference from theirschool and a letter of parental/ guardian support with their expression of interest.

8. Purchasing / Procurement Policy

This Committee has no purchasing or procurement responsibilities unless statedin the Purpose and Mandate of the Committee. All purchases shall be in

accordance with the Township' s Procurement By- law and within the Committee' sapproved budget. All expenses that exceed the Committee' s approved budget

require Council approval.

9. Insurance

The Township of Scugog' s General Liability Policy and Errors and OmissionsLiability Policy will extend to the Committee and its members provided that theCommittee is under the control of, answerable to, or the responsibility of theTownship of Scugog and Council. The applicable insurance policies extend toCommittee members while in the performance of his/ her duties and to those

activities authorized by the Township of Scugog and Council. Members mustadhere to the policies and procedures of the Township of Scugog and Council, including the Terms of Reference.

The Committee must provide an annual updated listing of all members, includingmember positions, to the Township of Scugog to ensure the applicable insurancecoverage remains in force.

Committee members are not entitled to any benefits normally provided by theCorporation of the Township of Scugog, including those provided by theWorkplace Safety and Insurance Board of Ontario ( WSIB) and are responsiblefor their own medical, disability or health insurance coverage.

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