Terms of Reference

Overview · Agenda/Minutes ·Terms of Reference

Preamble

The Corporate Labour Relations Strategy Sub-Committee (CLRSSC), reports to Corporate Services Committee (CSC) and Regional Council, and includes representatives from CSC, with a focus on reviewing and/or recommending revisions to the corporate labour relations strategy for Niagara Region.

Mandate

The CLRSSC is a sub-committee established to review and/or revise the corporate labour relations strategy for presentation to, and approval by, CSC and Regional Council. The CLRSSC will ensure alignment with confidential reporting as it relates to matters of labour relations regarding collective bargaining and non-union compensation, pursuant to s.239(2) of the Municipal Act and maintain the organization’s ability to quickly ratify collective agreements in accordance with the Ontario Labour Relations Act.

Goals/Purpose

  • Review existing corporate labour relations strategy
  • Undertake research related to corporate labour relations strategies
  • Revise existing labour relations strategy or develop a proposed corporate labour relations strategy for the term of Council for review and approval by CSC and Regional Council
  • Undertake an advocacy strategy, in alignment with policy direction (AMO, ESSC, MARCO, LUMCO), on provincial interest arbitration
  • Uphold the principles of productive and respectful labour relations while ensuring any proposed labour relations strategy is within Regional Council’s affordability guidelines
  • Ensure alignment with confidential reporting under the Municipal Act, 2001
  • Reporting Structure

    The CLRSSC will report to Regional Council through the CSC.

    Work Plan

    The CLRSSC will provide guidance to staff in the development of a corporate labour relations strategy work plan identifying the specific initiatives and activities to be undertaken within each of the areas of focus, inclusive of budget needs, to further guide decision-making and resource management.

    Membership

    Composition

    Membership for the CLRSSC shall not exceed a maximum of 10 members.

    Membership for the CLRSSC shall include:

  • Five to seven members of CSC, who will be voting members
  • Term

    The term of membership shall be a two-year term, and the membership shall be approved by Regional Council in accordance with membership requirements in the Terms of Reference.

    Privacy

    The meetings of the CLRSSC are public, and may move to closed sessions when permitted under the Municipal Act, 2001.

    Roles and Responsibilities

    Chair and Vice Chair

    A Chair and Vice Chair will be elected from CLRSSC members at the first meeting to preside over meetings and Sub-Committee business. The Chair and Vice Chair of the Sub-Committee shall be a Regional Councillor.

    It is the role of the Chair to preside over Sub-Committee meetings so that its business can be carried out efficiently and effectively, and to act as a liaison between the Sub-Committee, the CSC and Regional Council.

    It is the role of the Vice Chair to preside over Sub-Committee meetings in the absence of the Chair and to perform any other duties delegated by the Chair or as assigned by the Sub-Committee through a majority vote.

    Committee Members

    All CLRSSC members, including the Chair and Vice Chair, have the responsibility to help achieve the CLRSSC’s Mandate and Goals/Purposes. Sub-Committee members are also responsible for:

  • Reviewing meeting materials in advance of the meetings and arrive prepared to provide a broad perspective on the issues under consideration;
  • Working diligently to complete assigned activities;
  • Participating on working groups, as appropriate;
  • Agreeing to describe, process and resolve issues in a professional and respectful manner;
  • Providing input to help identify future projects or strategic priorities for future years’ work;
  • Communicating activities of the Sub-Committee to groups represented or those who may have an interest and offer information back to the Sub-Committee;
  • Maintain strict confidentiality.
  • Meetings

    A meeting schedule shall be determined by the Taskforce Chair and Vice-Chair in consultation with the taskforce members.

    Meetings shall be governed by the Region’s Procedural By-Law as it relates to the calling, place, proceedings and rules surrounding quorum for the meetings of Council and Committees.

    Termination of Taskforce

    The Taskforce shall be terminated upon completion of its review of the final documents relating to the completion of the project in its entirety.

    Working Groups

    To fulfill its mandate and accomplish its goals, the CLRSSC may establish working groups to deal with specific issues or projects. The working groups will meet, as needed, to review specific issues referred to them by the CLRSSC and otherwise complete their assigned tasks.

    Working groups are considered to be time-limited, project specific sub-committees of the CLRSSC in that they are convened to accomplish a specific task (or tasks) in a narrowly defined time period.

    Working groups must be comprised of at least 3 members of the CLRSSC and may include other members of CSC and other staff with relevant knowledge and expertise.

    Working groups shall be chaired where possible by a voting member of the CLRSSC and shall provide regular updates to the CLRSSC regarding recommendations on assigned projects. Minutes of the meetings of the working group shall be recorded and submitted to the CLRSSC for proper directing through the approval process. Working groups may meet at a time and place as decided by the members of the working group.

    Administrative support shall be provided by a staff representative of the CLRSSC or designate. The appropriate staff representative (or designate) will attend all working group meetings.

    Resources

    The Administration department (i.e. Office of the Chief Administrative Officer and Human Resources) and Corporate Services department (i.e. Financial Management and Planning) are the designated lead departments providing resource support for the CLRSSC; however, the Sub-Committee also has access to the technical expertise of staff from other Regional departments as may be required. It is recognized that staff time and the level of participation will be dependent on other departmental priorities as determined by senior management and/or Regional Council. As required, additional resources may be sought. Additional resourcing may be required for projects with senior levels of government.

    The Sub-Committee shall receive administrative support from the Office of the Regional Clerk for meeting and agenda management.

    Meetings

    Meetings of the CLRSSC will be at the call of the Chair; however, a minimum of 2 meetings per year are to be scheduled. In addition, a meeting will be convened within the first six months of the term of a new Council. Should a time sensitive matter arise, the CLRSSC may meet at the call of the Chair.

    The CLRSSC meetings will be held at Regional Headquarters at a time as determined by the members. All meetings will be open to the public; however the Sub-Committee may move to closed session when permitted under the Municipal Act, 2001.

    Meetings shall be governed by the Region’s Procedural By-law, being a by-law to govern the calling, place and proceedings of the meetings of Council and its Committees, as may be amended from time-to-time.

    A schedule setting the due dates for materials to be included on the agenda will be circulated to each member pending adoption of a meeting schedule or the scheduling of a meeting date.

    A Sub-Committee member who is unable to attend a meeting shall forward his/her regrets to the Office of the Regional Clerk as soon as possible. Should the Office of the Regional Clerk not have confirmation of quorum 24 hours prior to the meeting, the meeting shall be cancelled.

    Absenteeism

    Members who miss three unauthorized consecutive meetings shall be deemed to have resigned from the Sub-Committee and will be notified of this in writing by the Sub-Committee Chair.

    Amendments to the Terms of Reference

    Proposals to amend the Terms of Reference shall require the approval of a majority of the members present. Proposed amendments to the Terms of Reference shall be submitted to Regional Council for approval through the CSC and shall take effect only upon the approval of Council.


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