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HomeMy WebLinkAboutBy-law No. 2004-064 THE CORPORATION OF THE MUNICIPALITY OF BAYHAM BY-LAW NUMBER 2004 - 064 BEING A BY-LAW TO ESTABLISH THE TERMS OF REFERENCE FOR THE BAYHAM COMMUNITY HEALTH ACTION COMMITTEE WHEREAS the Council of the Corporation of the Municipality of Bayham is desirous that Terms of Reference be established for the Bayham Community Health Action Committee; AND WHEREAS the Council is desirous that such provision be approved by by-law; THEREFORE THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF BAYHAM ENACTS AS FOLLOWS: 1. THAT the Council of the Corporation of the Municipality of Bayham hereby recognizes the existing committee known as the Bayham Community Health Action Committee, whose Terms of Reference are set out in Schedule"A" attached hereto and forming part of this by-law. 2. THAT the said Committee is considered as a Committee of Council and all members of the committee shall be appointed by Council as set out in the Terms of Reference. 3. THAT the said Committee shall operate in accordance with the said Terms of Reference being hereby adopted. 4. THAT this By-law shall come into full force and effect on the date of its passage. READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 7th DAY OF OCTOBER 2004. ig,�.) O MAS' R CLERK Schedule 'A"to By-law No. 2004-064 BAYHAM COMMUNITY HEALTH ACTION COMMITTEE Terms of Reference ESTABLISHMENT Established by the Council of the Corporation of the Township of Bayham by resolution passed by Council on January 9, 1997 as the"Medical Clinic Recruiting Committee"later renamed the "Bayham Community Health Centre Committee",renamed further to be the"Bayham Community Health Action Committee". NAME OF COMMITTEE The Committee is known as the "Bayham Community Health Action Committee MANDATE "To assist in providing quality health care to area residents" OBJECTIVES The Committee will co-ordinate and plan for our community's future by developing strategies and seeking out ways to enhance the health services in and for the community. Understanding that health services' planning is for long term,the main focus of this community group is to be proactive in the creation of a healthy community for the residents. STRUCTURE Membership The Committee shall consist of a minimum of five(5) and a maximum of twelve (12)volunteer members,being appointed for a 3-year term, the first term ending December 31, 2006,plus one member of Council, whose term shall be the same as municipal Council. All members will remain in office until their respective successors as recommended by the Committee are appointed by Council. Meetings The Committee shall meet on a regular and as needed basis, a minimum of eight (8)times a year, at a time and place as agreed by members. Special meetings may be called by the Chairman or at the request of two Committee members. Ouorum The Quorum will consist of not less than half plus one of the total number of appointed voting members. If there is no quorum within twenty minutes of the scheduled time for the meeting,the Chairman will re-schedule the meeting date. Voting Where a matter cannot be settled by consensus, a majority vote of members present will be used to reach a decision. The need for a vote will be at the discretion of the Chairman. Schedule"A"to By-law No. 2004-064 Page 2 BCHAC Terms of Reference Deputations shall be held at the beginning of each meeting. All meetings shall go "In Camera" at the discretion of the Chairman, or a majority vote of members present, subject to the provisions of the Municipal Act. Election Nominations for Officers shall be held in November for the following year. Year end shall be December 31. New Officers assume positions January 1. Officers Officers shall consist of a Chairman,Vice-Chairman and a Secretary, selected from the members,holding office for a one-year term,being eligible for re- election. The Vice-Chairman shall be appointed as Chairman in the absence of the Chairman. An Acting Chairman shall be appointed in the absence of the Vice-Chairman. Vacancies All voting members will remain in office until Council appoints their respective successors. In the event of a vacancy, either as a result of a resignation or expiration of the term of office,the Committee will be responsible for recruiting replacement members and recommending appointments to be made by Council. Reporting To Council Annually,prior to December 31St, the Chairman or designate will appear before council: • Submit a proposal for budget considerations for the following fiscal year • Present an action plan for the forthcoming year and report on current year activities • As required,recommend the appointment of members In addition to the above,minutes of committee meetings will be circulated to Council. All expenditures must be included in the approved current budget and the Committee must give authorization for each transaction. Duties of Officers Chairman - Prepare an agenda for each meeting(with the assistance of the Municipal Staff Resource person) Call the meeting to order at the specified time - Sign minutes upon approval Be organized and informed and conduct meetings in an orderly manner Make announcements of interest to members - Make him/herself aware of the business to come regularly before the meeting. Secretary - Keep accurate record of proceedings of meetings(minutes) See that old business is brought to the attention of the Chairman Keep a current list of members and an attendance record Prepare a list of current and proposed members (approved annually by the Committee)and the executive for the upcoming year, forwarding to the Municipal Office for Council's consideration prior to the end of the current year. Schedule"A"to By-law No. 2004-064 Page 3 BCHAC Terms of Reference If unable to attend a meeting, sees that the minutes and other correspondence and information are forwarded to the Chairman or the Municipal Staff Resource person prior to the meeting Call the meeting to order in absence of the Chairman, and presides until an Acting Chairman is appointed,which should be done immediately - In the absence of the Secretary, an Acting Secretary shall be appointed. Members Shall be responsible to attend meetings regularly, at the appointed time - Shall support the purpose and objectives of the Committee No member shall exercise the right to more than one vote. Members are urged to call the Chairman or Municipal Staff Resource person and advise of any regrets. New Members Potential new members shall attend a minimum of three(3)regular meetings of the Committee prior to consideration for appointment as a member. The Committee shall recommend names of volunteers to Council for appointment to the Committee. Absentee If a member misses more than three(3) consecutive meetings, except for health or special circumstances, the remaining members of the Committee may request Council to appoint a recommended replacement for the remainder of the term. The Administrator and the Council of the Municipality of Bayham will appoint a Municipal Staff Resource person. The Municipal Staff Resource person will serve as a non-voting member.