The CCD Advisory Committee shall be an on-going advisory committee of the City, reporting to the Parks and Recreation Committee.  It shall function in an advisory, rather than an operational, capacity.

The primary roles of the CCD Committee shall be to provide a credible, expert resource for City Council and Staff, and to represent and speak for a broad-based community profile, reflecting the diversity among Port Coquitlam residents and its art and cultural communities.  It shall serve as a forum for soliciting the opinions of the larger community on issues related to the development of arts and culture for the City of Port Coquitlam.

The CCD Advisory is intended to compliment the work of the ArtsConnect in Port Coquitlam and in the region, while retaining its primary focus on arts and culture in Port Coquitlam. 

It is mandated to act as a co-coordinating body for the various efforts of individuals and groups involved in arts and cultural activities in Port Coquitlam and as an entity to which residents can turn to for support and leadership. 

Context
The Cultural Policy and Plan shall provide the context for the work of the CCD Advisory Committee.

The Cultural Policy and Plan Report identifies a Community Cultural Development model as an instrument to achieve a vibrant and healthy community in which arts and culture play a significant role.  The CCD Advisory Committee, therefore, shall use this approach to focus and facilitate its work.

The Vision Statement and Guiding Principles contained in the Cultural Policy and Plan Report shall further inform the work of the CCD Advisory.

Operational Goals
The Community Cultural Development Advisory Committee shall observe the following goals:

To assist the City with a consistent and meaningful application of the Cultural Policy and Plan, as well as with other relevant City business as may arise.

To ensure full communication and cooperation with other related groups.

To encourage collaboration among stakeholders within the community.

To ensure that a broad range of choices, options or solutions is considered.

To increase public awareness and understanding of the vision and guiding principles as outlined in the Cultural Policy and Plan Report, with particular emphasis in developing a working knowledge of the Community Cultural Development model among our artists and non-artist residents.

Scope of Work
To achieve these goals, the Community Cultural Development Advisory Committee shall undertake the following duties:

Participate in setting annual implementation priorities as they pertain to the Cultural Plan and provide guidance for the effective implementation of the recommendations outlined in the Plan.

Assist in monitoring the implementation and impact of the Cultural Policy and Plan.

Participate in the regular review and analysis of the Cultural Policy and Plan.

• Provide advice on specific matters referred to the CCD Advisory Committee for their review and recommendations, including, but not limited to:
• • public art policy
  • levels of City allocated staff resources
  • City budget allocations to arts and culture
  • granting programs and guidelines
  • funding strategies
  • facility needs and development
  • professional development training for cultural practitioners
  • cultural tourism initiatives
  • promotional strategies for arts and cultural presenters
  • other policies, issues, and initiatives as required
• With the assistance of staff, undertake special studies as assigned.
• Provide a formal linkage, through joint membership, to other community groups as identified in discussion with the City.
• Facilitate on-going dialogue with and among stakeholders through such vehicles as public forums.
• Provide input on community-driven program development and partnerships.
• Promote local arts and cultural initiatives.
• Support initiatives designed to further an awareness of the Community Cultural Development Model in the City and the region.
• Advise on the role of the City within a regional cultural strategy.
• Assist in identifying gaps or overlaps in City sponsored programs that relate to arts and culture.
• Inform the City of relevant concerns, issues, trends, or opportunities which they consider valuable for City officials to be aware of.

Although issues arising with respect to implementation of the Cultural Plan shall be a major area for advisory work, directives will not be limited to this.  During the course of conducting City business, any area of planning and development having cultural relevance will constitute the scope of Advisory work.

Work will be assigned to the CCD Advisory by the Parks and Recreation Committee or City Council through the Parks and Recreation Department.  The CCD Advisory will also have the opportunity to identify relevant issues for consideration during the course of City planning and developmental procedures.

Membership Selection and Committee Composition
All voting members of the CCD Advisory Committee shall be residents of the City of Port Coquitlam.

Having a full range of relevant perspectives through broad community representation on the Committee will bring credibility, resources, and profile to the group.  In keeping with the philosophy of a Community Cultural Development model it is equally important to include expert representation from the field of community development alongside arts and cultural sector representatives.

Care should be taken in formulating the Committee composition to ensure participation by a range of diversity in the areas of gender, ethnicity, age, and abilities.

The CCD Advisory Committee shall consist of 10 voting members recruited as follows:

• Four to six representatives from arts and cultural groups serving Port Coquitlam. Selection of these members should endeavour to create an appropriate mix from the following disciplines: visual arts, crafts, dance, music, theatre, art training, literary arts, heritage, art history or criticism, art administration.
• Two to four community development professionals from the following categories: education, urban planning or design, social service, health and welfare, and crime prevention.
• One to three unaffiliated, members at large (such as individual emerging, commercial or community artists, and business representatives).

The Parks and Recreation Department Director and/or designate shall sit on the CCD Advisory in an ex-officio capacity (non-voting members).

In order to optimize communication and opportunities for cooperation with the Regional Arts Council, the Advisory Committee shall maintain a membership in ARC Arts Council.  Additionally, a member of the CCD Advisory shall be nominated to run for election to the Board of Directors of ARC.

At the time of annual Committee appointment the Advisory Chairperson shall also be duly appointed by the Mayor to assume the role of Cultural Community Advisor to the Parks and Recreation Committee.  From time to time other Committee members may be required to assume joint appointments as needs arise (e.g. other City Advisory Committee or community-based not for profit organizations).

Unassigned or vacated seats can be filled throughout the year. The person appointed to fill a seat shall retain the seat for the remainder of the term and seats shall be filled as per the above outlined selection process and term of appointment as indicated below. The Parks and Recreation Committee shall have the authority to approve these mid-term appointments.

Appointment and Term 
The City shall recruit potential candidates through an application process.  Parks and Recreation Department staff shall review applicants and submit recommendations to the Parks and Recreation Committee.  The Parks and Recreation Committee shall determine and endorse final Advisory Committee membership to be forwarded to the Mayor for appointment as part of his Annual Inaugural Appointment process.

Timing of the selection process shall coincide with the annual Committee appointments by the Mayor.

In an effort to ensure long-term stability of the Committee and continuity of its work, membership shall be staggered with members being given the option of serving either a two or a three-year term.   Members shall be appointed annually by City Council according to the process outlined above.  Term shall be in effective beginning in January.

Members shall elect from among their ranks a Chair. The terms of this position shall be one year.  A Chair shall serve no more than two consecutive one-year terms in that office.

In the event of the Chair’s absence at any given meeting an Acting Chair shall assume this role through a pre-set schedule of monthly rotations as determined by the Committee.

Members may stand for re-appointment at the conclusion of their term and may serve for a maximum of two consecutive terms.

However, after at least one year off the Committee, a past member may reapply for consideration for re-appointment.

Conflict of Interest
Once appointed Committee members serve the interests of the City and not those of any particular group of which they may be affiliated.

A conflict 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 in general; or
• 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; and
• Must be absent themselves from the meeting during consideration of the issue 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.

Members shall maintain at an arms-length position with respect to City funded programs or projects, including the selections of specific artists or artworks.  To this end, any presentations to the Advisory Committee shall be done through City staff.

Code of Conduct
In the course undertaking Committee business members shall be mindful of the need to conduct themselves with appropriate decorum and in a manner that is neither confrontational nor disruptive in nature. 

The City is committed to providing a safe, healthy and rewarding Committee business environment, one in which all persons are treated with dignity and respect.  Any form of discrimination and harassment prohibited by the B.C. Human Rights Code will not be tolerated.

Unless otherwise authorized by Council, members shall not represent the City or act as a spokesperson for the City in public generally and specifically to the media.

Committee members shall adhere to City by-laws, policies and operational procedures in conducting Committee business.

Meeting Procedures 
The Chair shall set a regular monthly meeting schedule agreed to by the CCD Advisory members and may also call additional special meetings on an as required basis.  The CCD Advisory Committee can also be called to meet by request of the Parks and Recreation Committee or Department.

No regular meetings of the CCD Advisory Committee, however, shall be scheduled in the months of August or December.

All meetings will be held in open session and in a location accessible to the public.

Unless otherwise authorized by the Committee, the public shall only address the Committee when they are a scheduled delegation on the Committee agenda.

A quorum of one-half plus one members shall be required for the transaction of business.

The order of business is to be set out in an agenda to be provided to the Committee members in advance of the meeting date.  Minutes shall be recorded in accordance with the City of Port Coquitlam’s procedures and guidelines.  Signed copies will be forwarded to the Parks and Recreation Committee, City Administration, and Office of the Mayor.

Duties of the Chair
The Chair shall preside at all meetings of the Committee and provide instructions to all Sub-Committee Task Force Chairs.  The Chair shall set meeting agendas in consultation with the Parks and Recreation Committee and Department through an ex-officio staff member of Committee. 

The Chair, or designate, shall act as the duly appointed Cultural Community Advisor to the Parks and Recreation Committee and be responsible for reporting to the Parks and Recreation Committee on behalf of the CCD Advisory.

Task Forces
The Committee may create such Task Forces as the business of the Committee may require on an as-need basis, each of which shall exist for such period of time and perform such duties as the Committee may determine.

The Chair of a Task Force shall be a member of the Committee and at least one other Committee member is required to sit on each Task Force.  Recruitment and selection of additional Task Force members is at the discretion of the Committee.

Orientation/Training
New members shall receive an orientation to the business practices of the Committee, facilitated by an ex-officio City staff member.   Each member shall receive a manual consisting of the Cultural Policy and Plan, the CCD Advisory Committee Terms of Reference, past Committee minutes, annual City budget for arts and culture, annual plans and goals, an introduction to the Community Cultural Development model and any other materials that may be deemed pertinent.

Members with no previous experience with the Community Cultural Development model may be invited to participate in a current program or project in order to gain a working knowledge of the model.

Compensation
Membership on the CCD Advisory Committee is voluntary.  Members shall serve without compensation.  However, members shall be reimbursed for expenses incurred in carrying out the duties of the Committee provided that such expenditures have received pre-approval at the discretion of the City staff ex-officio Committee member.  Such expenses shall be funded through the Parks and Recreation Department budget.

Termination
At any time the Parks and Recreation Committee may remove any member of the CCD Advisory Committee.  A majority of the CCD Committee may also request that any member be removed by the Parks and Recreation Committee at any time.

Any CCD Advisory member who is absent from three (3) consecutive regular meetings without leave of absence from the CCD Committee or without reason satisfactory to the Advisory shall forthwith cease to be a member of the CCD Advisory Committee and the Parks and Recreation Committee shall be advised.

Advisory Committee members may resign at any time with one month’s written notice submitted to the Parks and Recreation Committee, copied to the Chair of the CCD Advisory and the City Clerk.

Decision-Making
The objective is to reach a consensual position if feasible. Following full discussion in an effort to reach consensus members of the Committee shall verify their positions through a voting process.

Each Committee member shall be entitled to one vote, with the exception of non-voting ex-officio members. Approval of any matter requires an affirmative vote from the majority of the members present.

In the event that a consensus can not be achieved the names of dissenters will be recorded.

Decisions and recommendations of the Committee must be adopted by Committee resolution prior to presentation to the Parks and Recreation Committee.

Staff Support
The City shall provide staff support to the Committee as follows:

• The ex-officio City staff member(s) of the Committee will facilitate the exchange of information and ideas, functioning as a liaison to the Committee.
• Administrative functions will be limited to:
  • preparing agendas in conjunction with the Committee Chair and staff ex-officio member
  • forwarding agenda to City Clerk’s office for posting as a public notice
  • recording and preparing meeting minutes
  • distributing agendas and minutes
  • receiving and preparing correspondence for the Committee
  • preparing reports on behalf of the Committee in conjunction with the Committee Chair and staff ex-officio member
  • managing the files of the Committee
  • maintaining a list of outstanding issues for Committee action

The Committee shall not have the authority to assign tasks to designated City staff, however staff committee member(s) will work cooperatively with the Committee and assume related duties as directed by the Parks and Recreation Department or Committee.

Amendment of Terms of Reference
These terms of reference shall be reviewed by the Committee as necessary and may be amended at any time by the CCD Committee with the endorsement of the Parks and Recreation Committee provided that the amendments are limited to implementation process or clarification of intent. 

If, however, changes fundamental to the purpose or direction of the CCD Advisory Committee are required, approval of City Council is required.

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