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The Corporation of Norfolk County By-Law 2017-16

Being a By-Law to Establish Norfolk County Appointed Advisory Committees to Community Museums.

WHEREAS Sections 5 and 9 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended, provide that the powers of the Municipal Council shall be exercised by by-law, unless the municipality is specifically authorized to do otherwise and that the municipality has the capacity, rights, powers and privileges of a natural person for the purposes of exercising its authority;

AND WHEREAS Section 10(2) of the Municipal Act, 2001, S.O. 2001, c. 25, as amended, provides that a single-tier municipality may pass by-laws to provide any service or thing that the municipality considers necessary or desirable for the public;

AND WHEREAS the Council of The Corporation of Norfolk County deems it necessary to amend the Terms of Reference for Norfolk County Appointed Advisory Committees to Community Museums including updating the language under the Museum Standards section to reflect current Ministry requirements as well as a few Divisional amendments as set out in Staff Report D.C.S. 16-98 dated December 6, 2016.

NOW THEREFORE the Council of The Corporation of Norfolk County hereby enacts as follows:

1. That the Delhi Tobacco Museum & Heritage Centre is hereby established as an Advisory Committee of the Council of The Corporation of Norfolk County responsible for the acquisition, preservation, exhibition, interpretation and promotion of the unique economic social, cultural, built and natural history of the former Township of Delhi & District through the collection, research and display of historic objects and related materials, while providing educational activities and inclusive experience programmes for the benefit and education of current and future generations.

2. That the Port Dover Harbour Museum Advisory Committee is hereby established as an Advisory Committee of the Council of The Corporation of Norfolk County existing primarily in order to research, collect, preserve, exhibit and promote the fishing and marine heritage of Port Dover and the surrounding area along the history of the town of Port Dover. The secondary mandate of the museum shall be the preservation and promotion of the history of the Great Lakes.

By-Law 2017-16 Page 2 of 2

3. That the Waterford Heritage & Agricultural Museum (WHAM) Advisory Committee is hereby established as an Advisory Committee of the Council of The Corporation of Norfolk County offering a vibrant public space where community members can gather to learn, to create, to discuss, to perform, and to socialize. Through its collection, research, exhibitions, and programming, WHAM creates opportunities for connections and participation.

4. That the Terms of Reference for Norfolk County Community Museum Advisory Committees named in Sections 1, 2 and 3 of this By-Law are hereby set out on Schedules ‘A’ , ‘B’ and ‘C’ respectively, attached to and forming part of this By-Law.

5. That Norfolk County By-Law 2015-103 and amending By-Law 2015-139 are hereby repealed in their entirety.

6. That the effective date of this By-Law shall be the date of passage thereof.

ENACTED AND PASSED this 14th day of February, 2017.

Original By-Law Signed by: Mayor C. H. Luke and Clerk/Manager of Council Services Andrew Grozelle

D.C.S. 16-98

Terms of Reference for DTMHC - Council Appointed Advisory Committee Page 1 of 13

Revised November 2016

Schedule ‘A’ to By-Law 2017-16 Terms of Reference for Norfolk County Appointed Advisory Committee to Delhi Tobacco Museum &

Heritage Centre BACKGROUND Compliance with Municipal Policies This Terms of Reference was developed to be in compliance with the following: Norfolk County EBS-39 “Policy for Boards & Committees of Council” approved in Norfolk County Procedural By-Law 2007-69 Ministry of Tourism, Culture & Sport, Government of Ontario Standards for Community Museums in Ontario which are referenced in Regulation 877 – Grants for Museums, the provincial regulation that governs the allocation of operating grants to Ontario’s community museums. Eligibility for these operating grants is contingent on museums meeting both the requirements in the regulations as well as the standards. Museum Standards as required by the Provincial Ministry of Tourism, Culture & Sport in order to qualify for Community Museum of Ontario Grants (CMOG): 1. Be open and accountable to the public for your decisions. 2. Demonstrate fiscal responsibility. 3. Ensure exhibits provide an important link between your community and its

heritage. Strive for accuracy of information, relevance to the community, effective communication, opportunities for learning and engagement, and safe display of artifacts.

4. Ensure interpretation and education programs allow the community to

interact more closely with your collections and information and reach audiences of all ages, interests and abilities.

5. Ongoing research is reflected by well-researched exhibits, interpretation,

publications and educational programming. Responsible for assisting researchers.

6. Responsible for protecting and preserving the collection entrusted in your

care, so that future generations have the opportunity to enjoy and learn from it. Demonstrate the stewardship of your collection by following procedures that ensure its long-term preservation.



7. Maintain buildings and grounds to ensure a safe and functional environment for visitors, staff, the collection and associated activities.

8. Steward the community’s heritage by actively engaging in the community

and being responsive to its needs. Ensure accessibility and relevance and draw support from the community.

9. Recruit qualified staff and provide ongoing professional development.

Mission Statement of Delhi Tobacco Museum & Heritage Centre The Delhi Tobacco Museum & Heritage Centre is responsible for the acquisition, preservation, exhibition, interpretation and promotion of the unique economic, social, cultural, built and natural history of the former Township of Delhi & District through the collection, research and display of historic objects and related materials, while providing educational activities and inclusive experience programmes for the benefit and education of current and future generations.

TERMS OF REFERENCE for NORFOLK COUNTY APPOINTED ADVISORY COMMITTEE for the Delhi Tobacco Museum &

Heritage Centre 1. THE GOVERNING AUTHORITY for the Delhi Tobacco Museum &

Heritage Centre.

The Council of the Municipality of Norfolk County is the governing authority of the Delhi Tobacco Museum & Heritage Centre. As such they:

1.1. Establish the Advisory Committee for the Delhi Tobacco Museum &

Heritage Centre (hereinafter referred to as “the Museum”).

1.1.1. The Advisory Committee (hereinafter referred to as "the Committee”) is an ongoing committee that serves at the request of the Norfolk County Council, and reports to Council through the Manager of Heritage & Culture and the General Manager of Development & Cultural Services. The Committee is authorized by Municipal Council to provide input and advice on a discretionary basis to Council on a particular matter, or undertake special projects as assigned.

1.2. Appoint citizen applicants as members of the Advisory Committee for a

term of three years.

1.3. Approve Terms of Reference for the Museum.

1.4. Approve Terms of Reference for the Advisory Committee.



1.5. Approve the Annual Budget for the Museum.

1.6. Allocate an annual amount of funding, referred to as the Net Levy, to support the museum’s operations.

1.7. Are responsible for the accounting system used exclusively for the

Museum, within the framework of the municipality.

1.8. Direct, through the Manager of Heritage & Culture

1.8.1. Initiate and execute policies for the Museum. 1.8.2. Oversee the recruitment, selection, orientation, training, evaluation

and appraisal of all staff in accordance with Norfolk County policies and procedures.

1.8.3. Prepare the annual operating budget and ten year Capital budget.

1.8.4. Present the budget to Council.

1.8.5. Monitor and evaluate the annual budget quarterly or as required to

ensure resources are being put to the best use.

1.8.6. Prepare with the Curator/Director the annual report outlining all the Museum’s activities and other related data as deemed necessary.

1.9. Direct, through the General Manager of Public Works and Environmental

Services Department, the Manager of Fleet & Facilities to work in collaboration with the staff of the Development & Cultural Services

1.9.1. Oversee the specified maintenance and building renovations as

deemed necessary within the budget.

2. MANDATE of ADVISORY COMMITTEE

The Delhi Tobacco Museum & Heritage Centre Advisory Committee is to oversee the operations of the Museum and ensure all programs and activities are linked to the Museum’s mission statement. They are to provide advice and submit recommendations to Council through the Manager of Heritage & Culture as it pertains to its operations.

Roles and Responsibilities of the Delhi Tobacco Museum & Heritage Centre Advisory Committee:

2.1. Assist the Museum and the Curator/Director to ensure the financial security and sustainability by reviewing the monthly status of the budget.



2.2. Be accountable and transparent in the delivery of the services of the Museum.

2.3. Provide advice and input to Curator/Director for the preparation of

the required three to five year business plan for the Museum. 2.4. Communicate and make recommendations to Council through the

Manager of Heritage & Culture with respect to any issues and matters relating to the Museum.

2.5. Assist staff in ensuring accessibility to the Museum and its

activities. 2.6. Assist the Curator/Director in the development of a program plan to

bring the Museum to the community by bringing ideas for group discussion that reflect the diverse interests and needs of the community.

2.7. Support the Curator/Director in the development and

implementation of educational programming in partnership with various County and regional schools.

2.8. Develop and implement a variety of mutually beneficial community

partnerships by actively liaising with other organizations on behalf of the Museum.

2.9. Assist the Curator/Director in raising funds for special projects and

activities. 2.10 Support striving for improving the quality of existing

activities/programs and establishing excellence in the development of new activities/programs.

2.11. The Committee may establish sub-committees recruiting additional members of the community to assist with any of the activities above. (refer to Section 21) 2.12. The Executive of the Committee is responsible for contributing to

the Heritage & Culture Division’s annual report to Council which is facilitated by the Manager of Heritage & Culture and authored by the Director/Curator.

3. COMPOSITION of ADVISORY COMMITTEE

3.1. The Museum Advisory Committee will be comprised of seven (7) members, all of whom will either be individuals who reside or own



property in Norfolk County and have the skill set necessary to fulfil the roles and responsibilities of the positions. Six (6) members will be appointed at large and one (1) member appointed from the Multicultural Heritage Association of Norfolk.

3.1.1. Staff Support

The Curator/Director will provide all Committee members with a copy of the Establishing By-Law for the Museum, Terms of Reference, an organizational chart for the Norfolk County Heritage & Culture Division, the Museum’s current business/strategic plan, and a copy of all Museum policies, e.g. acquisition, loan, collection, exhibition and relevant County policies, e.g. Code of Conduct (EBS-53). Orientation sessions shall be conducted for new Board/Committee appointees and for interested returning Board/Committee appointees.

The Curator/Director is responsible for circulation of the Agenda and Staff Report one week prior to the monthly meeting. The Curator/Director is responsible for preparing budget update material to be presented at each monthly meeting. The Curator/Director and/or Assistant Curator record the minutes of the meeting and the Curator/Director ensures these are forwarded to the Committee, Council and the Manager, Heritage & Culture within seven (7) days of the meeting.

3.1.2 Council/ Staff Liaison

The Manager, Heritage & Culture shall be the Staff Liaison to the Committee and provide advice on Norfolk County Council’s policies and procedures as required.

4 APPOINTMENT PROCESS

4.1. Appointment Process and Advertising for Advisory Committee Members

Where a Provincial Statute prescribes the type of appointments to be

made by the Municipality to a given Board or Committee, the Statute shall be complied with. Where the Municipality makes appointments



to Boards/Committees of its own creation and to outside bodies when requested to do so, such appointments shall be citizen appointments, except in circumstances where the Municipality has a direct financial involvement, in which instance Council shall determine whether or not it will appoint citizens and/or Council Members to such bodies.

Vacancies for citizen appointments shall be publicly advertised in the local newspapers and on the Norfolk County website. To apply to serve as a volunteer on a Norfolk County Board or Committee, interested individuals shall be invited to apply and submit a Norfolk County Council Committee Application Form. Applicants should be a resident or municipal taxpayer in Norfolk County. Some Boards and Committees have additional requirements such as age of majority or citizenship as required by legislation, and each has its own qualification criteria such as skills and experience which is established in the Terms of Reference. These appointments enable local citizens from various backgrounds to participate in local government and voluntarily give their time and expertise to help formulate the direction of certain programs.

4.2. Applicants shall be required to complete and submit to the County

Clerk an application form. Once the applications have been received they will be reviewed by Curator/Director and the Manager, Heritage & Culture. A report recommending selected appointees will be prepared by the Curator/Director and presented for approval by Council. All applications received shall be forwarded to Council with the staff report.

4.3. Upon Council’s approval of Committee appointments, the Council

Services Division will prepare the necessary appointment by-law. 4.4. The Council Services Division, on behalf of Council, shall send out

confirmation letters to the new Committee appointees. 5. TERM OF OFFICE

5.1. Each Committee member at large will be appointed for a three (3) year term. Multicultural Heritage Association of Norfolk will be appointed for a one (1) year term.

6. ELECTIONS OF OFFICERS

6.1. All Officers of the Committee shall be elected by Committee members during their first meeting in January each year. A Chair and Vice-Chair of the Committee will be elected.



6.2. The length of term for the Chair and Vice-Chair is one year. Officers shall not hold the same position for more than two consecutive terms. (2 years).

7. QUORUM REQUIREMENTS

7.1. Majority of Committee members is required for a quorum. 8. ABSENTEE REQUIREMENTS

8.1. A member who can not avoid being absent for a meeting must notify the Curator/Director in advance of the meeting by sending their regrets.

8.2. Regrets are noted (separately from absentees) in the attendance records of the minutes. The members meeting may make a Motion that they accept the regretted absences as unavoidable. 8.3. The seat of a member of the Committee becomes vacant if the

member is absent from the meetings of the Committee for three successive meetings without being authorized to do so by resolution of the Committee entered in the minutes.

9. RESIGNATION AND DISMISSAL

9.1. Committee members wishing to resign their appointment shall submit a letter of resignation which shall be forwarded as soon as possible to the County Clerk’s office.

9.2. Norfolk County Council, at its discretion, can dismiss the Committee

in its entirety or any member thereof, at any time.

10. TERM OF OFFICE: CHAIRPERSON 10.1. The term of Office of the Chairperson shall be one year. 11. DUTIES OF CHAIRPERSON

11.1. The Chairperson shall officiate at all meetings of the Committee, and together with the Curator/Director shall call the meetings.

11.2. The Chairperson is responsible, with the Director/Curator, to ensure that accurate and succinct minutes are promptly forwarded (within a week of the meeting) to the County Clerk to ensure they are received in a timely manner by Council.



11.3. The Chairperson or designate represents the Committee and is the spokesperson in the community for all business concerning the Committee.

11.4. The Chairperson or designate will be present at all special functions of the Committee, and will officiate where appropriate. 11.5. The Chairperson shall become familiar with applicable municipal

and cultural policies, functions, grants and general aspects of short term and long term planning.

12. TERM OF OFFICE: VICE CHAIRPERSON

12.1. The term of office of the Vice Chairperson shall be one year.

13. DUTIES OF VICE CHAIRPERSON

13.1. The Vice Chairperson acts in the Chairperson's stead in all areas outlined under duties of the Chairperson.

14. TERM OF OFFICE: ADVISORY COMMITTEE MEMBERS

14.1. Members of the Committee shall hold office no longer than two consecutive three year terms, without Council approval.

14.2. The Committee is responsible to Norfolk County Council and

reports to Council through the Manager of Heritage & Culture and the General Manager of Development & Cultural Services.

15. RULES OF PROCEDURE/ORDER/CONDUCT 15.1. Members of the Committee shall observe the rules of

procedure outlined in Norfolk County Council’s Procedural By-Law. 16. DISCLOSURES OF PECUNIARY INTEREST 16.1. If a Committee member has any pecuniary interest, direct or

indirect, in any matter in which the Committee is concerned and if he/she is present at a Meeting at which the matter is the subject of consideration, he/she shall disclosure his/her interest and the general nature thereof and shall not take part in the consideration or the discussion of the matter nor vote on any Motion in regard to the matter. If a member is not present and has any pecuniary interest, he/she shall disclose his/her interest at the next meeting in attendance.



16.2. Notwithstanding the quorum requirements, when a majority of the Committee members have disclosed an interest in accordance with Section 15.1 above and the Municipal Conflict of Interest Act, the remaining number of members shall be deemed to constitute a quorum, provided such number is not less than two.

17. MEETINGS

17.1. The Committee will hold ten (10) scheduled meetings per year. The

schedule for the year will be set in January and provided to the County Clerk’s office for distribution and the information of Council. It will also be circulated to Committee members and the Manager, Heritage & Culture.

17.2. Additional meetings can be held as required. Committee members

and the Manager, Heritage & Culture will be given a minimum of seventy-two (72) hours advance notice of these meetings.

18. ACCESS TO MEETINGS 18.1. Except as provided in this Section, all meetings shall be open to the

public. 18.2. The Chair or other presiding Officer may expel any person for

improper conduct at a meeting. 18.3. A meeting or a part of a meeting may be closed to the public

(Closed Meeting) if the subject matter being considered is:

• the security of the property of the municipality or local board; • personal matters about an identifiable individual, including

municipal employees or local board members; • a proposed or pending acquisition or disposition of land by the

municipality or local board; • labour relations or employee negotiations; • litigation or potential litigation, including matters before

administrative tribunals, affecting the municipality or local board; • the receiving of advice that is subject to solicitor-client privilege;

including communications necessary for that purpose.

18.4. A meeting of the Committee may be closed to the public if the following conditions are both satisfied:

• the meeting is held for the purpose of educating or training the

members



• at the meeting, no member discusses or otherwise deals with any matter in a way that materially advances the business or decision-making of the Committee.

18.5. Before holding a Closed Meeting or part of a Meeting, the

Committee shall state by Resolution:

• the fact of the holding of the Closed Meeting: • the general nature of the matter to be considered at the Closed

Meeting • in the case of a meeting under Section 16.4, the fact of the holding

of the Closed Meeting, the general nature of its subject-matter and that it is to be closed under that section.

18.6. A meeting shall not be closed to the public during the taking of a

vote except where:

• Subsection 10.3 or 10.4 permits or requires a Closed Meeting; • The vote is for a procedural matter or for giving directions or

instructions to officers, employees or agents of the municipality, local board or committee or persons retained by or under contract with the municipality or local board.

18.7. All deliberations while in Closed Session shall remain confidential

unless otherwise approved by the Committee in Open Session. 18.8. Minutes of Closed Sessions shall be recorded, without note or

comment and remain confidential. 19. ROLES AND RESPONSIBILITIES

19.1. Agendas and Minutes

19.1.1 Committee agendas and minutes are public information and are to be retained on file by the Museum for reference. They are to be posted to the Norfolk County Heritage & Culture Share Point site in a timely manner.

19.1.2 Committee members wishing to place items on the agenda must submit items one week prior to the meeting.

19.2. Deputations to the Advisory Committee

Deputations may attend Committee meetings, provided ten days’ notice is given to the Chairperson and/or Curator/Director.



19.3. Advisory Committee Deputations to Council

Official deputations from the Committee may be made to Council, provided that sufficient notice is given to the County Clerk so that the deputation may be noted on the agenda. 19.4. User Groups

19.4.1 Use of the Museum building by community groups will be decided by the Curator/Director in consultation with the Committee.

19.4.2 Fees for use of the buildings and for any programmes offered by the Museum are approved by Norfolk County Council.

19.4.3 Any group using the Museum on a continuing basis may be asked by the Committee or staff to present an annual activities report which can be appended to the annual report taken to Council by the Manager, Heritage & Culture.

19.5. Planning

The Committee in close collaboration with the Curator/Director shall be responsible for short term and long term planning, setting goals that are consistent with the Mission Statement of the Museum and are feasible given financial and personnel limitations.

19.6. Volunteers

In collaboration with the Curator/Director, the Committee oversees the recruitment, selection, orientation, training, evaluation and appraisal of all volunteers in accordance with County policies and procedures.

20. BUDGET

20.1. Once the budget has been set by Council, the Manager, Heritage & Culture in collaboration with the Curator/Director has the responsibility to monitor and evaluate the budget allocations. Through a process of monthly review they ensure that any short fall in revenues is balanced by reductions in expenditures or planned increases in revenues.

20.2. Expenditures shall follow Norfolk County Purchasing Policy.



20.3. The Committee will seek diversified sources of revenue and

encourage fundraising in support of the Museum. 21. SUB-COMMITTEES

21.1. Sub-committees may be established by the Committee to deal with specific tasks or issues such as acquisitions, exhibits and special projects.

21.2. Sub-committees will be established by a motion of the Committee. 21.3. Sub-committees will operate within the Terms of Reference and the

policies and procedures of Norfolk County. 21.4. Sub- committees will be provided with the Museum’s mission

statement, a committee mandate, timeline, and meeting schedule. 21.5. Sub-committees will have at least one (1) sitting Advisory

Committee member as part of its complement. 21.6. Sub-committees will appoint a Chairperson. 21.7. The Chairperson may recruit community members to serve on the

sub-committee. 21.8. Sub-committees will report their activities and recommendations

directly to the Committee and Manager, Heritage & Culture on a monthly basis.

21.9. Sub-committee minutes will be circulated to the Committee and

Manager, Heritage & Culture at the first Committee meeting following the sub-committee meeting.

21.10. Sub-committees will author an annual report. All reports will be

collated by the Director/Curator and circulated to Committee members and the Manager, Heritage & Culture by January 31st of the following year.

22. STANDARDS

22.1. The Committee will become familiar with the Ministry of Tourism, Culture & Sport’s policies as they pertain to the operation

of the Museum as well as any associated regulations and guidelines set forth by the Canadian Museum Association and Ontario Museum Association.



22.2. The Committee will ensure that the Mission Statement of the

Museum is being fulfilled, and that the collection is being cared for and conserved under proper conditions as identified in related policies.

22.3. The Committee will ensure that the Museum continues to meet the

Standards for Community Museums in Ontario.

Terms of Reference for Port Dover Harbour Museum- Council Appointed Advisory Committee Page 1 of 13


Schedule ‘B’ to By-Law 2017-16 Terms of Reference for Norfolk County Appointed

Advisory Committee to Port Dover Harbour Museum BACKGROUND Compliance with Municipal Policies This Terms of Reference was developed to be in compliance with the following: Norfolk County EBS-39 “Policy for Boards & Committees of Council” approved in Norfolk County Procedural By-Law 2007-69. Ministry of Tourism, Culture & Sport, Government of Ontario Standards for Community Museums in Ontario which are referenced in Regulation 877 – Grants for Museums, the provincial regulation that governs the allocation of operating grants to Ontario’s community museums. Eligibility for these operating grants is contingent on museums meeting both the requirements in the regulations as well as the standards. Museum Standards as required by the Provincial Ministry of Tourism, Culture & Sport in order to qualify for Community Museum of Ontario Grants (CMOG): 1. Be open and accountable to the public for your decisions. 2. Demonstrate fiscal responsibility. 3. Ensure exhibits provide an important link between your community and its













9. Recruit qualified staff and provide ongoing professional development. Mission Statement of Port Dover Harbour Museum The Port Dover Harbour Museum shall exist primarily in order to research, collect, preserve, exhibit and promote the fishing and marine heritage of Port Dover and the surrounding area along the history of the town of Port Dover. The secondary mandate of the museum shall be the preservation and promotion of the history of the Great Lakes.

TERMS OF REFERENCE for NORFOLK COUNTY APPOINTED ADVISORY COMMITTEE for the Port Dover Harbour Museum

1. THE GOVERNING AUTHORITY for the Port Dover Harbour Museum

The Council of the Municipality of Norfolk County is the governing authority of the Port Dover Harbour Museum. As such they:

1.1. Establish the Advisory Committee for the Port Dover Harbour

Museum (hereinafter referred to as “the Museum”).

























The Port Dover Harbour Museum’s Advisory Committee is to oversee the operations of the Museum and ensure all programs and activities are linked to the Museum’s mission statement. They are to provide advice and submit recommendations to Council through the Manager of Heritage & Culture as it pertains to its operations.

Roles and Responsibilities of the Port Dover Harbour Museum Advisory Committee:





2.3. Provide advice and input to Curator/Director for the preparation of

the required three to five year strategic plan for the Museum. 2.4. Communicate and make recommendations to Council through the










activities. 2.10. Support striving for improvement in the quality of existing



the Heritage & Culture Divisional annual report to Council which is facilitated by the Manager of Heritage & Culture and authored by the Director/Curator.


3.1. The Museum Advisory Committee will be comprised of eight (8) members appointed by Norfolk County Council. Committee



members will either be individuals who reside or own property in Norfolk County and have the skill set necessary to fulfil the roles and responsibilities of the positions. 3.1.1. Staff Support

The Curator/Director will provide all Committee members with a copy of the Establishing By-Law for the Museum, Terms of Reference, an organizational chart for the Norfolk County Heritage & Culture Division, the Museum’s current business/strategic plan, and a copy of all Museum policies, e.g. acquisition, loan, collection, exhibition and relevant County policies e.g. Code of Conduct (EBS -53). Orientation sessions shall be conducted for new Board/Committee appointees and for interested returning Board/Committee appointees. The Curator/Director is responsible for circulation of the Agenda and Staff Report one week prior to the monthly meeting. The Curator/Director is responsible for preparing budget update material to be presented at each monthly meeting. The Curator/Director and/or Assistant Curator record the minutes of the meeting and the Curator/Director ensures these are forwarded to the Committee, Council and the Manager, Heritage & Culture within seven (7) days of the meeting.






made by the Municipality to a given Board or Committee, the Statute shall be complied with. Where the Municipality makes appointments to Boards/Committees of its own creation and to outside bodies when



requested to do so, such appointments shall be citizen appointments, except in circumstances where the Municipality has a direct financial involvement, in which instance Council shall determine whether or not it will appoint citizens and/or Council Members to such bodies.







5.1. Each Committee member will be appointed for a three (3) year term.





6.2. The length of term for the Chair and Vice-Chair is one year. Officers shall not hold the same position for more than two consecutive terms (2 years).


7.1. A majority of Committee members is required for a quorum. 8. ABSENTEE REQUIREMENTS










11.2. The Chairperson is responsible, with the Director/Curator, to ensure that accurate and succinct minutes are promptly forwarded (within a week of the meeting) to the County Clerk to ensure they are received in a timely manner by Council.



11.3. The Chairperson or designate represents the Committee and is the spokesperson in the community for all business concerning the Committee.

11.4. The Chairperson or designate will be present at all special functions of the Committee, and will officiate where appropriate. 11.5. The Chairperson shall become familiar with applicable municipal

and cultural policies, functions, grants and general aspects of short term and long term planning.


12.1. The term of office of the Vice Chairperson shall be one year. 13. DUTIES OF VICE CHAIRPERSON











16.2. Notwithstanding the quorum requirements, when a majority of the Committee members have disclosed an interest in accordance with Section 15.1 above and the Municipal Conflict of Interest Act, the remaining number of members shall be deemed to constitute a quorum, provided such number is not less than two.

17. MEETINGS

17.1. The Committee will hold ten (10) scheduled meetings per year. The















members



• at the meeting, no member discusses or otherwise deals with any matter in a way that materially advances the business or decision-making of the Committee.







vote except where:

• Subsection 10.3 or 10.4 permits or requires a Closed Meeting; • the vote is for a procedural matter or for giving directions or













Official deputations from the Committee may be made to Council, provided that sufficient notice is given to the County Clerk so that the deputation may be noted on the agenda.

19.4. User Groups




19.5. Planning


19.6. Volunteers


20. BUDGET




20.2. Expenditures shall follow Norfolk County Purchasing Policy. 20.3 The Committee will seek diversified sources of revenue and

encourage fundraising in support of the Museum. 21. SUB-COMMITTEES


21.2. Sub-committees will be established by a motion of the Committee.

21.3. Sub-committees will operate within the Terms of Reference and the policies and procedures of Norfolk County.

21.4. Sub- committees will be provided with the Museum’s mission statement, a committee mandate, timeline, and meeting schedule.

21.5. Sub-committees will have at least one (1) sitting Advisory Committee member as part of its complement.

21.6. Sub-committees will appoint a Chairperson. 21.7. The Chairperson may recruit community members to serve on the

sub-committee.

21.8. Sub-committees will report their activities and recommendations directly to the Committee and Manager, Heritage & Culture on a monthly basis.



21.10. Sub-committees will author an annual report. All reports will be collated by the Director/Curator and circulated to Committee members and the Manager, Heritage & Culture by January 31st of the following year.

22. STANDARDS

22.1. The Committee will become familiar with the Ministry of Tourism, Culture & Sport’s policies as well as any associated

regulations and guidelines as they pertain to the Museum. (CMA, OMA)






Standards for Community Museums in Ontario. 22.4. The Committee will be aware and respect the heritage designation

of the (By-Law 44-78: MacDonald’s Net Shanty) as bestowed up the Port Dover Harbour Museum under Part IV of the Ontario Heritage Act.

Terms of Reference for Waterford Heritage & Agricultural Museum - Council Appointed Advisory Committee Page 1 of 13


Schedule ‘C’ to By-Law 2017-16 Terms of Reference for Norfolk County Appointed

Advisory Committee to Waterford Heritage & Agricultural Museum

BACKGROUND Compliance with Municipal Policies This Terms of Reference was developed to be in compliance with the following: Norfolk County EBS-39 “Policy for Boards & Committees of Council” approved in Norfolk County Procedural By-Law 2007-69 Ministry of Tourism, Culture & Sport, Government of Ontario Standards for Community Museums in Ontario which are referenced in Regulation 877 – Grants for Museums, the provincial regulation that governs the allocation of operating grants to Ontario’s community museums. Eligibility for these operating grants is contingent on museums meeting both the requirements in the regulations as well as the standards. Museum Standards as required by the Provincial Ministry of Tourism, Culture & Sport in order to qualify for Community Museum of Ontario Grants (CMOG): 1. Be open and accountable to the public for your decisions. 2. Demonstrate fiscal responsibility. 3. Ensure exhibits provide an important link between your community and its













9. Recruit qualified staff and provide ongoing professional development. Mission Statement of the Waterford Heritage & Agricultural Museum Waterford Heritage & Agricultural Museum (WHAM) offers a vibrant public space where community members can gather to learn, to create, to discuss, to perform, and to socialize. Through its collection, research, exhibitions, and programming, WHAM creates opportunities for connections and participation.

TERMS OF REFERENCE for NORFOLK COUNTY APPOINTED ADVISORY COMMITTEE for the Waterford Heritage &

Agricultural Museum 1. THE GOVERNING AUTHORITY for the Waterford Heritage & Agricultural

Museum

The Council of the Municipality of Norfolk County is the governing authority of the Waterford Heritage & Agricultural Museum. As such they:

1.1. Establish the Advisory Committee for the Waterford Heritage &

Agricultural Museum (hereinafter referred to as “the Museum”).

























The Waterford Heritage & Agricultural Museum Advisory Committee is to oversee the operations of the Museum and ensure all programs and activities are linked to the Museum’s mission statement. They are to provide advice and submit recommendations to Council through the Manager of Heritage & Culture as it pertains to its operations.

Roles and Responsibilities of the Waterford Heritage & Agricultural Museum Advisory Committee:





2.3. Provide advice and input to Curator/Director for the preparation of the required three to five year business plan for the Museum.

2.4. Communicate and make recommendations to Council through the










activities. 2.10. Support striving for improvement in the quality of existing



the Heritage & Culture Divisional annual report to Council which is facilitated by the Manager of Heritage & Culture and authored by the Director/Curator.


3.1. The Museum Advisory Committee will be comprised of eight (8) members appointed by Norfolk County Council. Committee members will either be individuals who reside or own property in Norfolk County and have the skill set necessary to fulfil the roles and responsibilities of the positions.



3.1.1. Staff Support

The Curator/Director will provide all Committee members with a copy of the Terms of Reference, an organizational chart for the Norfolk County Heritage & Culture Division, the Museum’s business/strategic plan, and a copy of all Museum policies, e.g. acquisition, loan, collection, exhibition and relevant County policies e.g. Code of Conduct (EBS-53). Orientation sessions shall be conducted for new Board/Committee appointees and for interested returning Board/Committee appointees. The Curator/Director is responsible for circulation of the Agenda and Staff Report one week prior to the monthly meeting. The Curator/Director is responsible for preparing budget update material to be presented at each monthly meeting. The Curator/Director and/or Assistant Curator record the minutes of the meeting and the Curator/Director ensures these are forwarded to the Committee, Council and the Manager, Heritage & Culture within seven (7) days of the meeting.






made by the Municipality to a given Board or Committee, the Statute shall be complied with. Where the Municipality makes appointments to Boards/Committees of its own creation and to outside bodies when requested to do so, such appointments shall be citizen appointments, except in circumstances where the Municipality has a direct financial involvement, in which instance Council shall determine whether or not it will appoint citizens and/or Council Members to such bodies.









5.1. Each Committee member will be appointed for a three (3) year term.



6.2. The length of term for the Chair and Vice-Chair is one year. Officers shall not hold the same position for more than two consecutive terms (2 years).


7.1. A majority of Committee members is required for a quorum.



8. ABSENTEE REQUIREMENTS










11.2. The Chairperson is responsible, with the Curator/Director, to ensure that accurate and succinct minutes are promptly forwarded (within a week of the meeting) to the County Clerk to ensure they are received in a timely manner by Council.

11.3. The Chairperson or designate represents the Committee and is the

spokesperson in the community for all business concerning the Committee.

11.4. The Chairperson or designate will be present at all special functions of the Committee, and will officiate where appropriate



11.5. The Chairperson shall become familiar with applicable municipal and cultural policies, functions, grants and general aspects of short term and long term planning.


12.1. The term of office of the Vice Chairperson shall be one year.

13. DUTIES OF VICE CHAIRPERSON









16.2. Notwithstanding the quorum requirements, when a majority of the

Committee members have disclosed an interest in accordance with Section 15.1 above and the Municipal Conflict of Interest Act, the remaining number of members shall be deemed to constitute a quorum, provided such number is not less than two.



17. MEETINGS 17.1. The Committee will hold ten (10) scheduled meetings per year. The















members • at the meeting, no member discusses or otherwise deals with any

matter in a way that materially advances the business or decision-making of the Committee.









vote except where:

• Subsection 10.3 or 10.4 permits or requires a Closed Meeting; • the vote is for a procedural matter or for giving directions or











Official deputations from the Committee may be made to Council, provided that sufficient notice is given to the County Clerk so that the deputation may be noted on the agenda.



19.4. User Groups




19.5. Planning


19.6. Volunteers


20. BUDGET


20.2. Expenditures shall follow Norfolk County Purchasing Policy.

20.3. The Committee will seek diversified sources or revenue and

encourage fundraising in support of the Museum.



21. SUB-COMMITTEES


21.2. Sub-committees will be established by a motion of the Committee.

21.3. Sub-committees will operate within the Terms of Reference and the policies and procedures of Norfolk County.

21.4. Sub- committees will be provided with the Museum’s mission statement, a committee mandate, timeline, and meeting schedule.

21.5. Sub-committees will have at least one (1) sitting Advisory Committee member as part of its complement.

21.6. Sub-committees will appoint a Chairperson. 21.7. The Chairperson may recruit community members to serve on the

sub-committee.

21.8. Sub-committees will report their activities and recommendations directly to the Committee and Manager, Heritage & Culture on a monthly basis.



21.10. Sub-committees will author an annual report. All reports will be collated by the Director/Curator and circulated to Committee members and the Manager, Heritage & Culture by January 31st of the following year.

22. STANDARDS

22.1. The Committee will become familiar with the Ministry of Tourism, Culture & Sport’s policies as well as any associated

regulations and guidelines as they pertain to the Museum. (CMA, OMA)






Standards for Community Museums in Ontario.

The Corporation of Norfolk County By-Law 2017-16€¦ · The Corporation of Norfolk County By-Law ... the Council of The Corporation of Norfolk County deems ... Maintain buildings

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