Boards and Committees

 Ganaraska Forest Recreational Users Committee Terms of Reference

Ganaraska Region Conservation Authority Ganaraska Forest Recreational Users Committee (GFRUC) Terms of Reference

Purpose

The purpose of the Ganaraska Forest Recreational Users Committee (RUC) is to carry out work and provide advice to the Ganaraska Region Conservation Authority (GRCA) Board of Directors on:

1. Development of standards and guidelines for each recreational use occurring in the Ganaraska Forest,
2. User conflicts within the Ganaraska Forest,
3. User conflicts with landowners of property abutting the Ganaraska Forest,
4. Approval of recreational use types in the Ganaraska Forest in an effort to reduce conflicts, ensuring safe use and reducing liability, and,
5. New regulations or policies that pertain to recreational use.

The Ganaraska Forest Recreational Users Committee will also assist with:

1. Identification of property boundaries,
2. Informing users of their responsibilities and the regulations regarding their recreational use,
3. Promotion of co-operation amongst the various users of the Ganaraska Forest,
4. Development of recreation programs and/or events in the Ganaraska Forest subject to approval of the Conservation Authority,
5. Trail maintenance including relocation of trails, signage, volunteer programs and site restoration projects, and,
6. Liaising between respective governing bodies, municipalities and the Conservation Authority regarding proposals which will benefit all parties involved.

Committee Structure

Each governing body/municipality listed below is responsible to appoint a representative from that organization to sit on the RUC.

Municipal Appointees will be a member of the public residing in that Municipality and will be appointed by Council. Each representative will sit on the RUC as a voting member for a four (4) year term. The RUC will decide a succession plan to ensure the rotation of the members will provide experience on the Committee at all times. Municipal appointees will be appointed every 4 years or as per the Municipality’s policy on appointments.

A GRCA Board of Director will sit on the Committee as an ex-officio non-voting member and will be appointed annually at the Annual General Meeting of the Board of Directors.
Voting Members

Members will be appointed for a four (4) year term. When a new member is appointed to the RUC, an orientation session will be provided, along with the terms of reference of the Committee.

Members of the RUC will be appointed by a governing body which represents the majority of Ontarians. The governing body shall represent one of the uses authorized within the Ganaraska Forest. The governing body include:

• Ontario Federation of Anglers and Hunters
• Ontario Trail Riders Association (equestrian)
• Ontario Federation of ATV Clubs
• Ontario Federation of Snowmobile Clubs
• Ontario Federation of Trail Riders (off-road motorcycles)
• Ontario Federation of 4Wheel Drive Enthusiasts
• Ontario Nature
• Hike Ontario
• Cross Country Ski Ontario
• Orienteering Ontario
• Ontario Cycling Association

In addition, a member from each municipality whose boundaries fall within the Ganaraska Forest will be appointed to the RUC by the municipality as outlined in the committee structure.

• Municipality of Port Hope
• City of Kawartha Lakes
• Township of Cavan/Monaghan
• Municipality of Clarington

Responsibilities of Members

• Members must report to the governing body, organization, or municipality at least once per year.
• Members must attend 3 of the 4 regularly scheduled meetings.
• Members must work cooperatively and collaboratively with other members of the Committee.
• Members must make decisions in the spirit of what is best for the Ganaraska Forest rather than best for the individual user group.
• Members are encouraged to do their best to solve conflicts/issues brought forward prior to the involvement of staff from the Ganaraska Region Conservation Authority.
• Members are encouraged to volunteer in the Ganaraska Forest and help organize volunteer days.

Chair

The Chair is appointed by the Conservation Authority and is a non-voting member of the Committee.

Recording Secretary

A staff member of the Conservation Authority will be appointed by the CAO/Secretary-Treasurer and is a non-voting member of the Committee. In the absence of the Chair, the Recording Secretary role will be assumed by the Chair.

The agenda and minutes of each meeting will be posted on the Ganaraska Region Conservation Authority website.

Amendments to Committee Structure and/or Terms of Reference

The Committee structure and the terms of reference will be reviewed annually at the first RUC meeting of the year, with recommendations being made to the GRCA Board of Directors regarding changes.

Rules of Order

All meetings will be conducted in a normal businesslike manner.

Public Participation (Delegation Policy)

The general public is welcome to attend all meetings, however to make representation to the Committee, a request must be made in writing to the Chair at least 10 calendar days prior to the meeting. Such requests should include a brief summary of the nature of the presentation and the name of the person(s) making it. Presentations shall be limited to 10 minutes. Presenters should be prepared to answer questions from Committee members.

Correspondence

All correspondence pertaining to Committee business should be addressed to the appropriate member in care of the GRCA. Correspondence will normally be dealt with at the next meeting following receipt. Correspondence originating from the GRCA will be copied to the member(s) of the Committee, as appropriate.

Conduct of Business

At the discretion of the Chair, new business will be introduced by a notice of motion introduced at the meeting prior to when the business will be dealt with. This will permit members to solicit input prior to voting. Notices of motion require a mover and a seconder. All motions require a mover and a seconder. Discussions on motions will be limited to 10 minutes with extensions beyond this time at the discretion of the Chair. Members may speak twice on any motion. All motions will be decided by majority vote. A tie vote means that the motion is defeated. One half (50%) of the Committee's voting membership shall form a quorum for the transaction of business.

Meetings

Meetings of the Ganaraska Forest Recreational Users Committee shall normally be held on the first Thursday of the month for the months of April, June, September and November at the Administrative Office of the Ganaraska Region Conservation Authority. Additional meetings will occur at the call of the Chair.

Reporting Function

The Ganaraska Forest Recreational Users Committee Chair or designate, other than staff, shall report to the GRCA Board of Directors on its activities over the previous year by December 1 of each year.

Accessibility Advisory Committee

Chair: Selena Forsyth
Staff: Jeanette Davidson, Director, Works and Engineering; 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.

Audit Committee

Chair: Charles Lannon
Staff Lead: David Baxter, Director, 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 is responsible for providing advice and recommendations, where necessary, to Council related to the oversight of 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. 

Civic Awards Advisory Committee

Committee of Adjustment

Chair: Louise Ferrie Blecher
Staff Lead: Mandy Kort, Secretary-Treasurer, Committee of Adjustment
Council Rep: Deputy Mayor Les Andrews

Purpose

The Committee of Adjustment is a Legislated Committee established in accordance with Section 44 of the Planning Act. The Committee is responsible for making decisions on consent applications, minor variance applications, enlargement of existing non-conforming uses, and other technical matters set out by the provisions of the Planning Act.

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.

Environmental Advisory Committee 

Members

Chair:  Penny Nutbrown
Staff Reps: Lauren Wingham-Smith, Manager, Environmental Remediation
Council Representative: Councillor Vicki Mink  

Purpose

To provide perspectives and advice to Council relative to the preservation, growth and sustainability of the overall landscape and natural infrastructure of the Municipality.

Mandate

The Committee shall provide recommendations to the Committee of the Whole on matters referred by Council and shall respond to proposed policies, planning and other environmental matters.

Objectives

1. Environmental Planning

• To provide advice to Municipal Council and Staff regarding immediate and long-term environmental and sustainability strategic initiatives, as identified within an annual workplan or as requested by the Director of Works & Engineering or designate.
• The identification and recommended approach to implementation of new or existing programs, approaches or policies relating to the protection, sustainability and enhancement of natural resources and systems and sustainable agricultural practices within the Municipality.
• To raise new, relevant, unexplored environmental issues with direct impact to the natural infrastructure of the Municipality of Port Hope.
• Make recommendations on environmental issues that have significant implications for the rural area.
• Undertake monitoring and make ongoing recommendations regarding climate action upon completion of the Climate Action Plan or as directed by Council.
  
  

2. Tree Preservation, Planning & Planting

• The Committee will consider and provide recommended updates to the Forest Master Plan and Tree Policy.
• At the request of the Director of Works and Engineering and/or the Director of Parks Recreation and Culture, the Committee will provide suggestions/recommendations with respect to trees where construction, street upgrades, park development or major landscaping is being planned so that the current tree population is properly and completely assessed.
• Encourage expansion of annual tree planting programs to meet demand.
• The Committee will consider any gift/donation or offer of trees if the trees in question meet the needs and objectives of the Committee, in accordance with Municipal policies.
• Provide advice on the Municipality’s policies, by-laws and guidelines which effect trees with the objective of maximizing the retention of existing trees, woodlands and natural areas.
• The Committee will receive and review reports as required from time to time from an Arborist, in consultation with the Director of Works and Engineering and/or the Director of Parks, Recreation and Culture.

Heritage Business Improvement Area

Jamie Byers, Coordinator
905.375.7378 
info@porthopehbia.com 
Council Rep: Deputy Mayor Andrews

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: Shrishma Davé, 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:  

Heritage Port Hope Advisory Committee

Purpose

The Heritage Port Hope (HPH) Advisory Committee is the Municipal Heritage Committee as described by and pursuant to the Ontario Heritage Act. The Committee provides advice and make recommendations related to municipal cultural heritage matters. 

Mandate

Heritage Port Hope is responsible for advising and assisting 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.

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.

Parks, Recreation and Culture Advisory Committee

Chair: Rotating Chair
Staff Lead: Julia Snoek, Director, Parks, Recreation and Culture 
Council Rep: Councillor Wendy Meadows

Purpose

The purpose of the Parks, Recreation and Culture Committee is to advise Council on matters pertaining to parks, recreation, events and cemeteries within the Municipality. 

Mandate

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.  

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.

Waterfront and Riverwalk Working Group

Chair: Todd Attridge
Staff Lead: Julia Snoek, Director, Parks, Recreation and Culture
Council Representative: Mayor Sanderson and Deputy Mayor Les Andrews

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.