Information and guidelines Canada's 150th in Welland Ad Hoc Committee will adhere to.
1.1. To engage residents and collaborate with local stakeholders to unify Welland’s community for the 150th anniversary of Canada. 2. OBJECTIVES
2.1. To keep City Council informed of important matters surrounding Canada’s 150th Celebrations.
2.2. To host and support celebrations in the community that are inclusive, affordable, entertaining and patriotic.
2.3. To showcase Welland’s past, present and future and the diverse fabric of the community. 3. GENERAL MEMBERSHIP
3.1. The Committee shall consist of sixteen (16) voting members:
- One (1) representative from the Welland Heritage Council and Multicultural Centre
- One (1) representative from the Welland Museum
- One (1) representative from the Welland Public Library
- One (1) representative from the Chamber of Commerce
- One (1) representative from the Welland Downtown Business Improvement Area
- One (1) representative from the North Welland Business Improvement Area
- Two (2) representative from the Indigenous Community
- One (1) representative from the Francophone Community
- One (1) representative from the Youth Community
- One (1) representative from the Persons with Disabilities Community
- Four (4) Members-at-Large
- One (1) City of Welland Councillor
3.2 Any advisory support required by the Committee will be determined on an ad-hoc basis dependent on need and availability of resources. In addition, the Committee will engage non-voting resources that will serve in an advisory capacity:
3.2.1 One City staff liaison from the Recreation and Culture Division. Staff support from various City departments as required.
3.2.2 Representatives from various community organizations and agencies as required.
3.2.3 The Committee may establish sub-committees to undertake specific projects and conduct research as required.4. APPOINTMENT
4.1. The Committee is required to elect a Chair and Vice-Chair.
4.2. Any resignation from the Committee shall be tendered in writing to the Chair who will advise Council through City Staff.
4.3. Council shall approve a replacement member.
4.4. Members will be appointed for a period ending January 2018.5. REPORTING
5.1. The Committee will report to City Council in the Agencies, Boards, Commissions and Committees section of the Council meeting agenda.6. MEETINGS
6.1. Quorum shall consist of a simple majority of the members holding office at the time of the meeting. 50% + 1 are required for recorded votes at any official meeting.
6.2. The Chair will establish a regular Committee meeting schedule. A meeting agenda will be prepared and distributed at least one week prior to the meeting. Minutes will be recorded and submitted for approval at a following meeting.
6.3. In order to maintain a high level of commitment, members may be asked to resign if they have been absent for three (3) consecutive meetings without good cause.7. APPOINTMENT OF SUB-COMMITTEES
7.1. Sub-committees for special events/projects may be created when necessary and Chairs of these committees will be appointed. 8. MEMBER RESPONSIBILITIES
8.1. Committee members shall become familiar with City procedures, by-laws and other relevant documents.
8.2. Committee members shall work together as a team for the purpose of achieving positive outcomes that will benefit the entire community.
8.3. Committee members shall declare any situation that is, or has the potential to be a conflict of interest.
8.4. Four (4) subcommittees shall operate independently of the Ad-Hoc Committee and shall prepare a summary report of updates and activity to present at each committee meeting.
8.5. Subcommittees shall include 1) Marketing & Promotions 2) Finance & Grant-Writing 3) Community Engagement & Outreach 4) Special Events Development.