City of Fernie Decorations Committee

City of Fernie Beautification Committee

TERMS OF REFERENCE

INTRODUCTION:

The City of Fernie Beautification Committee is a select committee of the City and

functions in an advisory capacity to City Council.

The City of Fernie installs and displays seasonal lighting and decorations, banners and

flowers for festive occasions, to promote the community and cultural events, for tourism

and marketing purposes and to instill community pride and enhance its visual esthetic.

The Committee is responsible for:

1. Developing and recommending on strategies and expenditures for the

beautification of public spaces and commercial and residential neighborhoods

such as landscaping, streetscaping, furnishings, banners, and seasonal decorations;

2. Researching and making recommendations and reports to Council for an overall

vision for the above;

3. Developing and recommending a budget and implementation plan for the above;

4. Developing and recommending an annual operational timeline for the above.

(Amended February 13, 2012)

In formulating its recommendations the Committee shall consider the identified initiatives

and prioritize them within the following framework:

Priority: The importance of the policy or goal to the City;

Support: The support from the community and staff for implementation;

Efficiency: The cost and related human resource requirements; and

Results: The outcomes and benefits to the City.

APPOINTMENT AND MEMBERSHIP:

The members of the Committee shall be appointed by City Council. The Committee shall

be comprised of:

 Two (2) members of City Council;

 Up to three (3) members of the public; and

 Up to two members nominated from the Leisure Services Advisory Board or

alternatively from the Chamber of Commerce, Arts Council, Historical Society or

Tourism Fernie.

(Amended February 28, 2011)

The Mayor is an “ex-officio” member of the Committee and possesses all the rights,

powers, privileges and duties of the other members when present at a meeting of the

Committee. The Mayor is not included for the purposes of determining quorum.

Staff resources to the Committee shall be comprised of:

 The Chief Administrative Officer;

 The Director of Operational Services; and

 The Director of Leisure Services.

MEETING SCHEDULE, CONDUCT AND NOTICE:

Committee meetings shall be conducted in accordance with the requirements of the

Community Charter and Council Procedure Bylaw, including, but not limited to, the

requirements for notice of meetings, the establishment of a meeting schedule, minute-

taking, quorum, conduct and debate and voting.

The Committee shall select one of its members to serve as Committee chair.

All Committee meetings shall be open to the public except when closure of the meeting is

authorized under section 90 of the Community Charter and the Committee adopts a

resolution in accordance with section 92 of the Charter to close the meeting.

Recommendations made at Committee meetings must be approved by a majority vote of

the members present at a duly constituted Committee meeting. If the votes of the

members at a meeting are equal for and against a motion, the motion is defeated.

CONFLICT OF INTEREST:

Committee Members are to avoid conflicts of interest.

A conflict of interest exists where:

a. A Committee member is a director, member or employee of an organization

seeking a benefit from the City upon which the Committee will make a

recommendation; or

b. The Committee member has a direct or indirect pecuniary interest in the

outcome of Committee deliberations.

A conflict of interest does not exist if:

a. The pecuniary interest of the Committee member is a pecuniary interest in

common with members of the municipality generally; or

b. The pecuniary interest is so remote or insignificant that it cannot reasonably

be regarded as likely to influence the member in relation to the matter.

If a Committee member considers that he or she is not entitled to participate in the

discussion of a matter or to vote on a question in respect of the matter, the member must

declare this and state the general nature of why the member considers this to be the case.

Where a conflict of interest exists, a Committee member:

1. Must not take part in the discussion of the matter and is not entitled to vote on

any question in respect of the matter;

2. Must immediately leave the meeting or that part of the meeting during which the

matter is under consideration; and

3. Must not attempt in any way, whether before, during or after the meeting, to

influence the voting on any question in respect of the matter.

When a declaration of a conflict of interest is made by a Committee member:

1. The Committee secretary recording the minutes of the meeting must record the

member’s declaration, the reasons given for it and the times of the member’s

departure from the meeting room and, if applicable, of the member’s return; and

2. The person presiding at the meeting must ensure that the member is not present at

the meeting at the time of any vote on the matter.

Perceived Conflict of Interest

Where a perceived conflict of interest might exist, the member may note that a perception

of conflict might exist, but need not declare a conflict and exit the meeting if in the

member’s view there is no actual conflict of interest.

Council Review

Where in the opinion of a Committee a member is in a conflict of interest and has not so

declared, the Committee may ask for a review of the matter by the Director of Corporate

Administration Services. The matter, if unresolved, may then be referred to Council for

review.

AUTHORITY AND REPORTING:

The Committee and its members will not represent themselves as having any authority

beyond that delegated by Council.

The Committee shall forward a copy of their adopted meeting minutes to the Director of

Corporate Administration Services for certification and inclusion on a Council Agenda

for information purposes.

At least once each year, the Committee shall prepare an Annual Report to Council that

summarizes its activities, achievements and recommendations for the preceding year and

its goals and objectives for the coming year.

The Committee is authorized to communicate with external organizations and agencies to

collect information and make inquiries. Where the Committee wishes to express opinions

or make recommendations to external organizations and agencies, it must first obtain

authorization from City Council in that regard.

COMMITTEE MEETING GUIDELINES:

Committee meeting guidelines are appended to these Terms of Reference for the

information of the Committee as Appendix A.