Play a key role in the Municipality of Port Hope's future by sitting on a local board or advisory committee. At the start of Council's term and at times throughout their term, you are invited to volunteer your time and experience and participate in committees.

Due the COVID-19 Pandemic, all Committee and Board meetings are being held electronically until further notice. Please check the meeting calendar for details.

Group discussion pointing at window with small notes

Volunteer in your Community

Volunteer positions for openings on Committees, Boards and Working Groups are available throughout the year. Members are chosen through an application and interview process and then passed by By-law at Council. 

Fill out a Local Board and Committee application form 

Accessibility Advisory Committee

Acting Chair: Selena Forsyth
Staff Lead: Amy Gilmer, Asset Management/GIS Coordinator and Emily Morris, Seniors Program Coordinator
Council Representative: Councillor John Bickle 

Purpose

As an Advisory Committee, the goal is to advise Council on matters that will enhance the ability of people with disabilities to have equal access to opportunities within the municipality. This authority is in accordance with the Ontarians with Disabilities Act, 2005.

Mandate

The mandate of the Accessibility Advisory Committee is to encourage and facilitate accessibility on behalf of all persons with disabilities by promoting public awareness and sensitivity; encouraging co-operation among all service and interest groups to ensure an inclusive community for all persons; identifying and documenting relevant issues and concerns; improving access to housing, transportation, education, recreation, and employment; improving communication among all levels of government and service agencies to make recommendations regarding policy, procedure and legislation; to educate and champion needs that arise based on the Accessibility for Ontarians with Disabilities Act (2005); and recognizing that the needs of all persons, including persons with disabilities, are constantly changing.

Audit Committee

Chair: Gord Walters
Staff Lead: David Baxter, Director of Finance 
Council Representatives: Councillor Laurie Carr and Councillor J. Lees 

Purpose

The Audit Committee provides a focal point for communication between Council, the external auditor and management and facilitates an impartial, objective and independent review of management practices.

Mandate

The Audit Committee, as a committee of Council, will be responsible for overseeing the administrative systems regarding financial accounting, reporting, internal controls, safeguarding of corporate assets, compliance with legal, ethical and regulatory requirements and the effective and efficient use of resources. 

Cemetery Committee

Acting Chair: Rick Austin
Staff Lead: Dan Clark - Parks Foreman 
Council Representative: Councillor Wendy Meadows

Mandate 

To ensure that all operations and proceedings of the Port Hope Cemetery Board shall be governed by the rules and regulations of By-law 31/2013, revised or superseded from time to time in accordance with the provisions and regulations of the Cemeteries Act, as amended, and the Funeral, Burial and Cremations Services Act, as amended.

 

*Terms of Reference are currently under review

Centre of Excellence for Sustainability Working Group

Chair: Bob Biffin
Staff Leads: Kevin Narraway, Marketing and Tourism Manager and Jamie McKelvie, Development Technologist
Council Representative: Councillor Vicki Mink

Mandate 

To engage in research and education aimed at mitigating the environmental footprint; reduce waste; eliminate incineration and burning; participate with all levels of government in appropriate sustainability initiatives; collaborate with local business sectors, including agriculture, and support the development of environmentally sustainable business enterprises.

 

*Terms of Reference are currently under review

Civic Awards Advisory Committee

Chair: Keri-Lee Kroeger

Staff Lead: Jeannie Maidens 
Council Representative: Councillor Wendy Meadows 

Purpose

To provide advice to Council relative to the award and administration of the Civic Awards Program and to provide recommendations to Council on the selected nominees to be awarded a Civic Award in accordance with the Civic Awards Program Criteria. 

The Committee serves in an advisory capacity to Council on the nominations and administration of the Civic Awards Program with delegated authority under Staff to develop and host the Awards Ceremony as well as selection of inscribed awards. 

Mandate

The Civic Awards Program celebrates nominees worthy of recognition for exceptional contributions and/or achievements bringing honour and/or enrichment to the Municipality of Port Hope. The mandate of the Committee is as follows:

Promotion & Nomination 

  • To encourage and reward achievements and volunteerism within the Municipality;
  • Increase awareness about the Civic Awards program and recipient contributions and achievements while promoting and soliciting nominees for civic recognition;
  • To ensure nominations and award selection is completed in a fair and consistent manner; in order to help preserve the integrity of the Civic Awards Program over the long term;
  • To collaborate with Municipal staff and Council to host a successful program, annually;
  • Comply with Municipal branding requirements and review annually as it relates specifically to the function of the Civic Awards program;

Administration of the Civic Awards Program

  • Collaborate and assist municipal staff in the planning and execution of the annual Civic Awards Program and ceremony; 
  • Managing tracking of each year’s award recipients and their nominations to prevent duplication of awards;
  • Ensure that each recipient receives a duly inscribed award;
  • Ensure that the Outstanding Citizen and Outstanding Youth award recipients’ names are displayed for public viewing in Town Hall;
  • Create and alter, from time to time, a nomination form that is readily available to the public;
  • Submit budget requests through the Local Boards and Committees Budget submission for the Civic Awards Night event that reflects the event’s operating and capital needs, in keeping with budget directions and timelines; 
  • Administer the council approved communication plan funded through the Civic Awards Annual Budget Allocation.
To evaluate the Municipality’s recognition program once each Council term, including available input from Civic Awards Advisory Committee volunteers who have contributed over the previous four (4) years. To review and recommend award categories and criteria for Council’s consideration and required amendments to the Civic Awards Nomination Criteria Policy

Committee of Adjustment

Chair: Marilyn Curson
Staff Lead: Mandy Kort, Administrative Assistant, Community Development
Council Rep: Deputy Mayor Les Andrews

Purpose

The Committee of Adjustment is a quasi-judicial body made up of five members, appointed by Council by-law, which hears applications and makes decisions on Minor Variances and Consents.

Mandate

The Committee of Adjustment hears applications and makes decisions on minor variances, alterations to legal non-conforming uses and consents/severances as well as consents for leases, rights-of-way or easements which extend beyond 21 years and to partially mortgage or partially discharge a mortgage on a parcel of land in accordance with provisions set out in the Planning Act, Municipality of Port Hope Official Plan and/or Zoning By-law.

 

1.1 The powers of the Committee of Adjustment are:

As set out in Section 45 of the Planning Act, R.S.O. 1990 as amended, together with any supplementary powers contained in the Planning Act, R.S.O. 1990, or any amendment thereto.

The power to give consents under s. 53 of the Planning Act, R.S.O. 1990 or any amendment thereto, provided, and only so long as, the authority to give such consents is delegated to the Council for the Municipality of Port Hope.

 

1.2 The Committee of Adjustment shall function in accordance with the relevant provisions of the Planning Act, R.S.O. 1990, as amended, having regard to pertinent by-laws of the Municipality, and the Secretary-Treasurer shall file all documents as required by Section 44(10) of the said Act, and all minutes and records of all applications pursuant to Section 53 and the decisions thereon, in the office of the Municipal Clerk of the Municipality of Port Hope.

Heritage Business Improvement Area

Jamie Byers, Coordinator
905.375.7378 
info@porthopehbia.com 
Council Rep: Vacant

Mandate and Goals

To undertake projects and initiatives to promote the interests of the downtown businesses and Heritage Business Improvement Area and to develop a marketing plan and strategy to increase retail visibility.

  • To promote the Heritage Business Improvement Area as a business, shopping and entertainment area
  • To promote the historic downtown business district
  • In partnership with the Municipality of Port Hope jointly undertake projects to improve, beautify and maintain municipally owned lands, buildings and structures within the Heritage Business Improvement Area.

Amend HBIA Composition - Board of Management By-law 46-2015

Establish the Port Hope Heritage Business Improvement Area and to Establish a Board of Management By-law (64:2007)

Heritage Incentives Advisory Committee

Chair: Connie Martinell
Staff Lead: Daphne Livingstone, Deputy Clerk 
Council Representative: Deputy Mayor Les Andrews

Purpose

To administer the allocation of Heritage Incentives Programs in accordance with the Municipal By-laws and Policies established by the Corporation of the Municipality of Port Hope and to provide advice to Council on Heritage Incentives matters.

Mandate

Administer the allocation of grant funding in accordance with the Heritage Incentive Grant Program established by By-law 46/2018, and as amended from time to time.

1.1 The Committee shall:  

  • Follow the provisions of the Heritage Incentives Grant Program.
  • The Committee may liaise with other heritage groups and individuals to maintain an awareness of their goals and mandate in order to gain support for approved initiatives and is authorized to work jointly with other Municipal Boards, Committees and/or services in encouraging its goals; 
  • Approved minutes shall be forwarded through the Municipal Clerk or designate for inclusion in the Committee of the Whole agenda. 
  • Advise Council on recommended allocation and award of grant funding through Heritage Incentive Advisory Committee minutes.
  • Be responsible for advertising and arranging events such as an annual open house to promote the Heritage Incentive Grant Program. 
  • Make recommendations to Council through the Committee of the Whole regarding the HIAC program criteria to increase the uptake and encourage heritage conservation within the Municipality.
  • Provide an annual report through the budget process identifying the number of applications, the type of project, and the completed outcome or carry over request as the case may be.

For further information on "How to Apply to the Grant" program, please email Daphne Livingstone.

Heritage Port Hope Advisory Committee
Chair: Karen O’Hara
Staff Leads: Tom Dodds, Director of Community Development and Sonia Tam, Heritage Planner
Council Representative: Deputy Mayor Les Andrews

Purpose

The Heritage Port Hope Advisory Committee is the Municipal Heritage Committee as described by and pursuant to the Ontario Heritage Act. It serves as an Advisory Committee to Council consistent with the relevant sections of the Ontario Heritage Act. The purpose of the Committee is to advise and assist Council on matters pertaining to Part IV (Conservation of Buildings of Historic or Architectural Value, Designation of Properties by Municipalities) and to Part V (Heritage Conservation Districts) of the Ontario Heritage Act, as amended for time to time.

Mandate

While it is the legislative mandate of the Municipality of Port Hope Council to make final decisions of all matters that affect the Municipality, the role of the Heritage Port Hope (HPH) Advisory Committee is to provide advice and make recommendations to Council and/or Municipal Staff as applicable on the following:
  • New designations under Part IV and V of the Ontario Heritage Act
  • New listing of non-designated properties of cultural heritage interest or value under Part IV or V of the Ontario Heritage Act
  • Heritage Approvals Applications referred to it by Council and/or Municipal Staff
  • Promotion and public awareness of Port Hope’s heritage 
  • Annual Nomination of recipients for the Heritage Achievement Award
  • Prepare an annual report to Council on the activities of the Heritage Port Hope Advisory Committee
  • Other heritage matters as referred to the Committee by Council
  • Promotion of the Heritage Plaque Program which recognizes designated properties.
  • Heritage Port Hope (HPH) Advisory Committee will not be responsible for the following: 
  • Approval of heritage approvals applications, 
  • The inspections of work performed at individual properties, 
  • Undertaking or directing the daily operations of the Municipality,
  • Administrative matters including directing staff and budgeting, 
  • The preparation of grant application, or the administration and approvals for incentive programs.

Joint Animal Control Municipal Services Board

Council Representative: Councillor John Bickle

Purpose

The Member Municipalities established a joint municipal service board for the purpose of overseeing the operation, management, and control of the Joint Animal Control Program.

Mandate

The Joint Animal Control Municipal Services Board provides oversight of the Animal Control Program subject to the limits and conditions set out in the Agreement executed by By-law 22/2013.

 

Joint Municipal Election Compliance Audit Committee

Term

The Committee shall be established before October 1 of an election year and the term of office shall be at the discretion of the Clerk.  The Committee will meet as needed with meetings to be scheduled when a compliance audit application is received and required disposition.
Procedures

The Joint Municipal Election Compliance Audit Committee shall carry out its mandate and duties in accordance with By-law 28/2019 ‘Schedule B - Joint Municipal Election Compliance Audit Committee Rules of Procedure’ 
Mandate

The functions and powers of the Joint Municipal Election Compliance Audit Committee are set out in Municipal Elections Act, 1996.

Port Hope Public Library Board

Chair: Jennifer Keyes
Council Representative: Councillor Laurie Carr

Term of Office

 

That the members of the Board shall be appointed by Council for the term of Council, in accordance with the Public Libraries Act, or until their successors are appointed.  When a member’s seat on the Board is declared vacant, that vacancy shall be determined and filled in accordance with the Public Libraries Act, R.S.O. 1990, c.P.44, as amended from time to time.

Mandate 

That the rights, duties, powers and responsibilities of the Port Hope Library Board shall be in accordance with the relevant provisions of the Public Libraries Act, R.S.O. 1990, c.P.44, as amended, having regard to pertinent by-laws of the Municipality.

That in carrying out the provisions of this By-law, the Port Hope Library Board shall at all times be the agent of the Municipal Corporation and while acting bona fide within the limits of the authority of this By-law neither the Board nor any member thereof shall incur any liability by reason of anything done or left undone by the Port Hope Public Library Board; provided however, that nothing in this section contained shall authorize or empower the Port Hope Library Board to incur any debt, liability or obligation for which the Municipal Corporation shall become liable without having previously obtained the consent of the Council of the Municipality of Port Hope.

That the Chief Executive Officer for the Board shall call the first meeting of the Board in a new term.  

That at the first meeting in a new term of the Board the members of the Board shall elect one of its members as Chairperson.

That the Board shall submit to Council annually on or before the date and in the form specified by the Council, estimates of all sums required during the year for the purposes of the Board.

That the amount of the Board’s estimates that is approved or amended and approved by the Council shall be adopted by the Board and shall be paid to the Board out of money appropriated for it in accordance with the estimates as submitted and approved and shall not be used in any other manner or for any other purpose, without the prior approval of Council declared by Resolution. 

Parks, Recreation and Culture Advisory Committee

Chair: Ted Garrett
Staff Lead: Jim McCormack, Director of Parks, Recreation and Culture 
Council Rep: Councillor Wendy Meadows

Purpose

To provide advice to Council relative to Parks, Recreation & Culture initiatives enhancing the quality of life for Port Hope residents through a wide range of innovative, inclusive, and accessible programming, providing opportunities for physical activity, social interaction and community engagement.

Mandate

1. LONG TERM PLANNING

  • The Committee shall assist staff in the development and implementation of long range parks recreation and culture services in accordance with the Leisure Services Master Plan.
  • The Committee shall review potential capital projects and long range capital plans for the Department of Parks, Recreation and Culture.
  • The Committee will ensure that the guidelines for the care, maintenance and operations of municipally owned cemeteries, as approved by the Bereavement Authority of Ontario, are followed and updated as required.

2.   COMMUNITY DEVELOPMENT

  • The Committee shall assist with the development of new and innovative programs and services that positively affect the operation of the Department of Parks, Recreation and Culture.  
  • The Committee will advocate the benefits of parks, recreation and culture services to residents of the Municipality.  The advocacy will be based on the social, economic, personal and environmental benefits.
  • The Committee shall liaise with the broader community to provide input and advice relating to provision of parks, recreation and culture opportunities and services.  This assistance may also include developing and nurturing of new partnerships and collaborations.
  • The Committee will host public meetings and consult with the community at large on major park, trails and facility developments
  • The Committee shall assist with the active promotion of the parks, recreation and culture services of the Municipality
  • The Committee shall develop opportunities for volunteerism through supporting of projects and services related to Parks, Recreation and Culture
  • The Committee shall encourage a broad variety of services that reflect the dynamic nature of parks, recreation and culture
  • The Committee shall proactively research and provide recommendations for present and future program needs in the Municipality
  • The Committee shall ensure programs include the principles and philosophies associated with:
    • Healthy child development and the principles of HIGH FIVE®
    • Chronic disease and injury prevention (e.g. obesity, heart disease, etc.)
    • Being a “Youth Friendly Community” & “Age Friendly Community”
  • The Committee will consider and provide guidance on the assumption and transfer of cemeteries to the municipality and the use of care and maintenance funds, as requested by the Director of Parks, Recreation and Culture.

Police Services Board

Chair: Jeff Gilmer
Council Representative: Deputy Mayor Les Andrews

Term of Office

That the term of office shall be consistent with the provisions of the Police Services Act.

Mandate

That the powers, duties and obligations of the Port Hope Police Services Board are in accordance with the relevant provisions of the Police Services Act, R.S.O. 1990, c.P.15, as amended.

Tree Advisory Committee

Members

Chair: Michael Goldstein
Staff Reps: Dave Beckett, Transportation Operations and Floyd Beattie, Parks and Facilities Manager
Council Representative: Councillor Vicki Mink
Recording Secretary: Gail Martin

 

*Terms of Reference are currently under review

Waterfront and Riverwalk Working Group

Chair: Vacant
Staff Lead: Jim McCormack, Director of Parks, Recreation and Culture and Tom Dodds, Director of Community Development
Council Representative: Deputy Mayor Les Andrews, Councillor Wendy Meadows

Purpose

The purpose of the Waterfront Riverwalk Working Group is to provide recommendations to Council relative to future waterfront and river development, including adjacent lands, within the Municipality of Port Hope.

Mandate

The Waterfront and Riverwalk Working Group (WRWG) is a citizen advisory group established by and responsible to Council. The WRWG will provide recommendations to Council on the strengths, attributes and opportunities to enhance the assets of the Ganaraska River and Waterfront pertaining to economic development and recreational opportunities. 

For more information about our Boards, Committees, and Working Groups, please call us at 905-885-4544 or email us.