BDAB - Terms of Reference
NAME: Business Development Advisory Board (BDAB)
MISSION: The Business Development Advisory Board is a volunteer committee appointed by City Council. BDAB 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 City of Kawartha Lakes.”
BACKGROUND: BDAB operated informally commencing February 2001 and was officially established by the Corporation of the City of Kawartha Lakes Report #DEV2004-48.
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 economic 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. Board members will be appointed by Council in accordance with established policy and will include representation from many key sectors of the City’s economy: manufacturing, finance, education, retail and services. The Board shall appoint such executive positions as it deems necessary to ensure its operations but shall include as a minimum, a Chair and Vice-Chair. 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.
TERM 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, but will not constitute a voting member.
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 Board shall be forwarded to 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 Business Development Advisory Board (BDAB) 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; PROCEDURES The Board shall hold a minimum of nine 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 Board 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 Committee 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 committee 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: Without limiting the generality of the foregoing, the Board shall:
a) Consider and advise Council upon the objectives and strategies for incorporation within Council’s economic development policy which the Board deems most likely to achieve the optimum quality and level of employment, commercial activity, and financial stability in the City of Kawartha Lakes.
b) Review and advise Council and the Manager of Economic Development annually upon the suitability of the available sites with development potential and the adequacy of municipal services necessary for the encouragement of economic development
c) Review and advise upon the efficiency of the advertising and marketing programs recommended by the Manager of Economic Development from time to time
d) Assist the Manager of Economic Development in the persuasion of prospective new enterprises of the advantages of Kawartha Lakes as favourable location for their development
e) Advise City Council on long and short term planning regarding Economic Development within the City of Kawartha Lakes
f) Review and report to Council annually upon the effectiveness of Council’s economic development policy and the execution thereof and on all activities and operations of the Board.
g) 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 economic development, of diverse and secure employment opportunities as well as the industrial and commercial assessment necessary to support in a vital and attractive economic environment the highest possible quality of community life.
h) The Board may establish “special task forces or sub-committee” to investigate certain matters or carry special tasks or projects. The Board may appoint volunteers to serve on these task forces or committee;
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 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 or other legal issues.
