The Role of Council
Port Coquitlam City Council is composed of a Mayor and six (6) Councillors who hold office for a three (3) year term. The Mayor is head of Council, and as noted in Section 116 of the Community Charter, is the Chief Executive Officer of the City.  Council is a legislative (law-making) body with the responsibility for exercising virtually all legislative and administrative authority conveyed upon the City by the Province through the Community Charter, the Local Government Act and other statutes. Together, the Mayor and Councillors are ultimately responsible for establishing the policies of the City, for the carrying out of those policies, and for the general administration of civic business.

To assist Council in fulfilling their mandate, Committees may be appointed in designated areas in services provided.

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Statutory Committees
Definition
A Statutory Committee is a board, commission or committee established pursuant to a specific enabling statute including a Library Board established pursuant to the Library Act, a Family Court Committee established pursuant to the Provincial Court Act, or Board of Variance established pursuant to the Local Government Act, and any other body established pursuant to enabling legislation which serves in an arm’s length capacity on behalf of or in cooperation with the municipality.

Terms of Appointment for Statutory Committee
The term and conditions of appointment of members to the Statutory Committees is as provided in the enabling statute. The term of appointment for the Library Board is one year. The term of appointment for the Family Court Committee is one year. The term of appointment for Board of Variance is three years.

Authority
Except as may be provided by bylaw or resolution, a Statutory Committee does not have the authority to communicate with other levels of government on behalf of the City, to pledge the credit of the City, or to authorize any expenditures to be charged against the City. Members have only the authority delegated to them by the enabling legislation.

Members (other than Council Members if applicable) do not have the authority to speak publicly (e.g. to the media) on behalf of the Committee unless so directed by City Council.

Statutory Committees conduct their business in accordance with the terms of their enabling statute and/or the policies of the authority which established the committee.

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Standing Committees
Definition
A Standing Committee is an advisory body to Council established by the Mayor pursuant to Section 141 of the Community Charter.  Standing Committees are composed of Councillors only and are assisted by City staff and citizens who act as advisors to the committee.

Role of Standing Committee
The Council representative’s role on the Committee is:

• To be a voting member of the committee to which they are assigned.
• To serve as a communication channel to Council.
• To act as a media liaison for the committee.
• To provide information and will consider advice from staff and Council on issues of concern to the public and the City of Port Coquitlam.
• To provide concrete recommendations for consideration by staff and Council.

The Advisor’s role on the Committee is:

• To provide information and consideration of items to Standing Committees on issues of concern to the public and City.
• To provide local knowledge, advice, relevant background, and/or expertise/perspective that relate to items relative to each respective committee.
• Help keep the Committee informed on current views within the community.
• Objectively participate in all aspects of the Committee’s business as presented at the meetings.
• Have a commitment to the importance of services within the City.
• Understand the need to take into account the interests of all when helping to formulate a decision.
• Be well informed on the values held in the community and have confidence in them.
• Be willing to participate in discussions at meetings and functions of the Committee meetings.
• Be able to exercise sound judgement and an open mind on items presented.
• Be willing to participate in the spirit of cooperation in carrying out Committee business.
• Be willing to assume responsibility for action taken.

Advisors do not have a vote on the Committee. Advisors do not attend closed meetings under Section 90 of the Community Charter.

The role of Standing Committees is further defined in each Committee's Terms of Reference.

Terms of Appointment for Standing Committees
The Mayor will appoint members of Council to each Standing Committee. The Mayor may also appoint citizen advisors to a Standing Committee. The Mayor shall designate a member of Council to serve as Chair of the Standing Committee.

The term of appointment is one year. Council members may serve consecutive terms on any one committee. Citizen advisors may serve consecutive terms on any one committee to a maximum of 2 terms.

All members remain in office until their respective successors are appointed, except for in a year of a general local election, in which case members' appointments expire on November 30.

Authority
Except as may be provided by bylaw or resolution a Standing Committee, does not have the authority to communicate with other levels of government, to pledge the credit of the City, or to authorize any non-budgeted expenditures to be charged against the City.  Members have only the authority delegated to them by Council.

Advisors do not have the authority to speak publicly (i.e. to the media) on behalf of the Committee unless so directed by the City Council.

Standing Committee must refer recommendations to Council for authority to act as outlined in the Committee’s Terms of Reference.

Standing Committee must report to the Council when directed by resolution of the Council.  The Committee also submits reports with the assistance of the staff support to Council in accordance with established procedure and the Council Procedure Bylaw.

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Advisory Committees
Definition
An Advisory Committee is established by Council resolution.  The Committee works with assigned staff and reports to a Standing Committee.  Council may appoint citizens as stated within the specific Committee Terms of Reference.  Council members do not have a vote on the Committee.

This document does not pertain to the Wilson Centre Advisory Committee.

Role of Advisory Committee
The role of Committee members:

• Provide information and consideration of items to the respective Standing Committee on issues of concern to the public and City.
• Participate in discussion tabled at Committee.
• To provide local knowledge, relevant background and or expertise that relate to issues.
• To provide information and will consider advice from staff and respective Standing Committee on issues of concern to the public and the City of Port Coquitlam.
• To provide concrete recommendations for consideration by staff and respective Standing Committee.

The role of Standing Committees is further defined in each Committee's Terms of Reference.

Terms of Appointment for Advisory Committees
Appointments are made on an annual basis. Individual length of committee member service is governed by each Advisory Committees’ Terms of Reference. Committee members remain in office until their respective successors are appointed, except for in a year of a general local election, in which case members’ appointments expire on November 30.

Authority
Except as may be provided by bylaw or resolution, an Advisory Committee does not have the authority to communicate with other levels of government, to pledge the credit of the City, or to authorize any non-budget expenditures to be charged against the City. Members have only the authority delegated to them by each respective Standing Committee or their existing Terms of Reference.

Members (other than Council Members if applicable) do not have the authority to speak publicly (i.e. to the media) on behalf of the Advisory Committee unless so directed by the Standing Committee.

Members have only the authority delegated to them by the Standing Committee.

Advisory Committees report to their Standing Committee.

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Task Force
Definition
A Task Force is established by Council resolution to which Council may appoint citizens who work with assigned staff and report to a Standing Committee or as otherwise directed by Council (i.e. May Day Task Force reports to Parks and Recreation Committee).  Council members do not have a vote on the Committee.

Role of a Task Force
To provide information and will consider advice from staff and Council on issues of concern to the public and the City of Port Coquitlam.
To provide concrete recommendations for consideration by Council or their respective Standing Committee.

The role of Standing Committees is further defined in each Committee's Terms of Reference.

Terms of Appointment for Task Force
The term of appointment of members to a Task Force is concurrent with the time frame provided to the Task Force to complete its work; after which the members’ term expires.

Authority
Except as mandated, does not have the authority to communicate with other levels of government, to pledge the credit of the City, or to authorize any non-budget expenditures to be charged against the City.

Members have only the authority delegated to them by each respective Standing Committee or City Council.

Members (other than Council Members if applicable) do not have the authority to speak publicly (i.e. to the media) on behalf of the City Task Force unless so directed by the Standing Committee/Council.

Task Force conduct their task within the time prescribed by the Standing Committee following which they report their findings and opinions to the Standing Committee or Council.

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Committee Vacancy Replacement Term
In the event of a vacancy, the person appointed to fill the vacancy shall hold office for the remainder of the term of the vacated office, as per Terms of Appointment and/or as stated in the Committee Terms of Reference.

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Attendance of Members at Meetings
Any Advisor/Advisory Committee or Task Force member who is absent from three (3) consecutive regular meetings without leave of absence from the Committee or without reason satisfactory to the Committee shall forthwith cease to be a member of the Committee and the appointing authority shall be advised by the Committee.

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Removal of Advisor on Standing Committee or Advisory/Task Force Commiittee Members
The Mayor may rescind Standing Committee Citizen Advisor appointments. The respective Standing Committee in consultation with City Council may rescind Advisory Committee/Task Force appointments.

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Resignation of Advisor on Standing Committee or Advisory/Task Force Members
Any member of a committee wishing to resign from the committee is requested to provide the resignation in writing to the committee chair with a copy to the City Clerk.

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Time and Location of Meetings
Every meeting of a Committee/Task Force after its first meeting is to be held at the date, time and location agreed to by the Committee.

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Rules of Procedure
Each Committee/Task Force shall use the meeting guidelines, the Community Charter (Section 90), and the Council Procedure Bylaw as Rules of Procedure.

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Conflict of Interest
Committee and Task Force Members are to avoid conflicts of interest. A conflict of interest exists where:

• 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.
• The committee member has a direct or indirect pecuniary interest in the outcome of committee deliberations.

A conflict of interest does not exist if:

• The pecuniary interest of the committee member is a pecuniary interest in common with members of the municipality generally.
• 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.

Where a conflict of interest exists, committee members:

• Are not entitled to participate in the discussion of the matter or to vote on a question in respect of the matter.
• Must declare to the committee that a conflict exists and the nature of the conflict.
• Must absent themselves from the meeting during consideration of the issue to which the conflict relates.

The member’s declaration of a conflict and their exit from and return to the meeting shall be noted in the minutes.

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Budget
Unless otherwise provided in their enabling statute or establishment bylaw, committees may request budget funds from Council in accordance with the City budget preparation schedule and procedure. Any solicitation of funds from other organizations must be related to the Committee or Task Force purpose and require the prior approval of the applicable Standing Committee or the City.

The Committee shall have reasonable use of City miscellaneous services such as photocopying, paper supplies, meeting areas, etc.

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Personal Liability
No member of a committee shall be liable in his or her personal capacity for any debt or liability of the committee.  It is the responsibility of the City to insure the members of committees against all liabilities related to fulfilling their responsibilities as members of the committee, except wilful misconduct and/or gross negligence.

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Meetings Open to the Public
All meetings of Council committees are open to the public and no person shall be excluded except for improper conduct, except as may be provided in the committee’s enabling statute or establishment bylaw, or where the committee is considering an item where, in accordance with applicable legislative requirements or Council procedure, the public interest requires the exclusion of the public (Council Procedure Bylaw (2004), No. 3435).

At any time a member of the public may be invited by the Chair to speak or appear as a delegation to the committee. The presentation of the delegation may not exceed five minutes duration unless the Chair approves a longer duration.

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Special Committee Meetings
A Committee may hold a special committee meeting when:

• its Chair so directs
• the Mayor so directs, or
• directed to meet by resolution of Council.

See Community Charter (Section 126) requirements for holding a special meeting.

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For more information, contact:
Susan Rauh, CMC, Corporate Officer
Tel 604.927.5421
Fax 604.927.5402
Email clerk@city.port-coquitlam.bc.ca

Location and Mailing Address
City Hall, 2nd Floor
2580 Shaughnessy Street
Port Coquitlam BC  V3C 2A8

Business Hours
8:30 am to 4:30 pm, Monday to Friday (excluding statutory holidays)

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