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Agricultural Development Advisory Board (ADAB)

Terms of Reference

Mission

The Agriculture Development Advisory Board is a volunteer board appointed by City Council. ADAB will provide advice and assistance to Council and Economic development “to optimize economic opportunities available to and within the City by aggressively working towards the implementation of activities focused on the continued growth and prosperity of the rural areas and agricultural sector of the City of Kawartha Lakes.”

Background

ADAB initially operated under the guidance of the County of Victoria and was officially established by the Corporation of the City of Kawartha Lakes Bylaw #.

Objectives

The Board shall provide advice, guidance and assistance to Council and the Manager of Economic Development, in areas by which the Board’s involvement can benefit the overall agricultural prosperity of the City. The Board will abide by any terms and conditions which may be set out by the City’s Council, CAO, Clerk, Solicitor, Auditor and/or Insurer for any activities relating to Board business.

Composition

The Board shall be comprised of a maximum of 11 members consisting of 9 members of the public and 2 Council representative(s). Committee members will be appointed by Council in accordance with established policy and will include representation from a cross-section of the agricultural sector. The Board shall appoint such executive positions as it deems necessary to ensure its operations but shall include as a minimum, a Chair, Vice-Chair and Secretary. It is acknowledged that there are no per diems for any Board positions and it is acknowledged that none of the above positions shall be paid for their services.

Terms Of Appointment

Members will be appointed to varying terms to a maximum of a three year term. An equal number of appointees will be for a one year term and two year term with the balance appointed to a three year term for the first appointees. Successive appointments will be for a three year term to ensure knowledge succession and that there be no complete turnover of membership in any given year.

Resources

Economic Development will provide support in the form of advice, day-to-day liaison with the City, updates on program and promotional ideas and initial assistance in their implementation to the degree resources are available. Economic Development will also assist in the preparation and submission of budget requests/grant submissions if needed.

Staff Assigned

Staff from Economic Development will be available to assist the Board as outlined under “Resources” and to attend meetings of the Board upon request.

Timing Of Meetings

Meetings will be held on a set day and time as may be determined by the Board or at the call of the Chair.

Reports

Minutes of all meetings of the Committee/Board shall be forwarded to the Economic Development and in turn will be forwarded to the appropriate Council Standing Committee for information purposes in accordance with established policy.

Administration

Any responsibilities not clearly identified within these Terms of Reference shall be the responsibility of the City of Kawartha Lakes. Council may, at its discretion, change the Terms of Reference for this Board at any time. Any changes proposed to these Terms of Reference by the Board shall be recommended to Council via the Manager of Economic Development through a report to the appropriate Committee of Council.

Appointment Of Officers

The Agricultural Development Advisory Board (AAB) shall, at its first meeting in each year, elect from its membership a chairperson and a vice-chairperson. The Manager of Economic Development or his designate shall be the Executive Director/Secretary of the Board.

Meetings

The Board shall hold a minimum of 9 meetings in each calendar year. The Chair shall cause notice of the meetings, including the agenda for the meetings, to be provided to members of the Board a minimum of three (3) business days prior to the date of each meeting. Quorum for meetings shall consist of a majority of the members of the Board. A copy of the Agenda shall be provided to the Clerk’s office.

Procedures

Meetings of the Committee shall be governed by Robert’s Rules of Order, Procedural By-law and Legislation.

Closed Meetings

The Board may, upon affirmative vote of the majority of its members present at a meeting, determine to hold any meeting or part of a meeting as a closed session in order to discuss sensitive personal issues or legal matters. If the Board elects to hold a closed session, all persons not entitled to vote (with the exception of the staff liaison, if any, and all persons excepted by the members) shall vacate the premises where the meeting is taking place. Closed meetings can only be held in accordance with Section 239 of the Municipal Act.

Conflicts Of Interest

Members shall abide by the rules outlined within the municipal Conflict of Interest Act and shall disclose the pecuniary interest to the Secretary and absent himself or herself from meetings for the duration of the discussion and voting (if any) with respect to that matter.

Errors/Omissions

The accidental omission to give notice of any meeting of the Board to its members, or the non-receipt of any notice by any member, or any error in any notice that does not affect its substance, does not invalidate any resolution passed or any proceedings taken at the meeting. Any member of the Board may at any time waive notice of any meeting.

Meeting Attendance

Any member of the Board who misses three consecutive meetings, without being excused by the Board, may be removed from the Board. The Board must make recommendations, by a report to Council for the removal of any member.

Location Of Meetings

The location of the meetings will be set by the Board.

Budget

The Board will not be responsible for a budget unless Council approves their budget and delegation of responsibility to the Board through the Board’s Terms of Reference.

Volunteer Positions

Unless approved by Council, as part of the Terms of Reference or establishing by-law, all Board members are considered volunteer positions. Mileage costs and other minor expenses related to committee activities may be eligible for reimbursement subject to budget approvals by Council.

Activities And Responsibilities

The following are the activities and responsibilities of the Board:

 

  1. Consider and advise Council upon the objectives and strategies for incorporation within Council’s agricultural development policy which the Board deems most likely to optimize economic growth and the advancement of the agricultural sector
  2. Review and advise Council and the Manager of Economic Development on matters related to the farm and the agricultural industry as they relate to the overall rural community
  3. Advise City Council on long and short term planning regarding Agricultural Development within the City of Kawartha Lakes
  4. Review and report to Council annually upon the effectiveness of Council’s agricultural development policy and the execution thereof and on all activities and operations of the Board
  5. Provide such other initiative, assistance, and advice to Council and to the Manager of Economic Development as they or the Manager may request or the Board considers appropriate for the provision, through agricultural development, of diverse and secure employment opportunities as well as the assessment necessary to support in a vital and attractive economic environment the highest possible quality of community life.
  6. The Board may establish “special task forces or sub-committees” to investigate certain matters or carry special tasks for projects. The Board may appoint volunteers to serve on these task forces or committees;

Dissolution

At the discretion of Council or upon the mandate of the Board being fulfilled, the Board may be dissolved by resolution of Council.

Expulsion Of A Member

The Board may recommend to Council the expulsion of a member for reasons as listed, but not limited to, the member being in contravention of the Municipal Act, the Municipal Freedom of Information and Protection of Privacy Act, the Provincial Offences Act, the Municipal Conflict of Interest Act; disrupting the work of the Board/Committee or other legal issues.

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