Waste Mangement Advisory Committee Terms of Reference
Overview · Agenda/Minutes ·Terms of Reference
The Region of Niagara (Niagara Region) is committed to implementing its waste management system, including achievement of its waste diversion objectives, in accordance with regulatory requirements and industry best practices. In addition, Niagara Region is committed to implementing its waste management system in collaboration and cooperation with the community at large. These Terms of Reference establish the mechanism for such communication and collaboration with representatives from Niagara's broader community.
The mandate of the Regional Niagara Waste Management Advisory Committee (WMAC) shall be to provide advice and recommendations that will facilitate the implementation of new programs, initiatives and implementation of the Region's Long-term Waste Management System, in accordance with these Terms of Reference.
The WMAC shall act in an advisory capacity to Niagara Region Council. Pursuant to Clause 15.3.2 of Procedural By-Law 120-2005 (as updated from time to time), these Terms of Reference do not give the WMAC the power to commit Niagara Region to any particular action or to give specific direction to any Niagara Region staff member.
The primary roles and responsibilities of the WMAC are to:
- Serve as the focal point for the collection, review and exchange of information to facilitate Niagara Region's efforts related to its long-term waste management plan;
- Examine and advise on any issues and comments brought forward by members of the general community, including businesses, residents, institutions, area municipalities and local organizations;
- Provide advice on the process used for the selection, siting and development of any Regional long-term waste disposal site(s) and any significant waste diversion facilities;
- Provide advice on the selection and implementation of solid waste management programs, and participate in the review of significant new waste management technologies;
- Assist Staff in promoting public interest and involvement in the implementation of waste management programs, the development of new facilities, and to assist Staff in the evaluation of opportunities for Public/Private Sector Partnerships;
- The Chair of the WMAC and a second member of the WMAC, so designated, shall sit on the Waste Management Planning Steering Committee These two WMAC members shall also participate in meetings of Niagara-Hamilton Joint Working Group, as long as it exists or for the term of this committee;
Figure 1 identifies the relationship and reporting structure of the Waste Management Advisory Committee and other committees that have a role in providing input into the implementation of the Region's Long-term Waste Management System.
The WMAC shall be composed of the following members:
- A maximum of eighteen (18) individuals from the community at large representing residents, institutions or businesses from across Niagara. One (1) of the members shall be a representative of the Ontario Federation of Agriculture. Members of the community at large shall, to the extent possible, be selected to reflect a broad cross section of Regional residents and interests. Experience in waste management or related activities would be considered beneficial.
The WMAC shall also include the following advisory members:
- One staff member from the Niagara Region who shall be the designated WMAC Coordinator and resource person.
In addition, other Niagara Region staff and representatives from the Ministry of the Environment (MOE) and other relevant agencies may attend meetings depending on need.
Each member (except for advisory members) shall satisfy the following:
The member shall be a resident of the Regional Municipality of Niagara;
The member shall be at least 18 years old;
Membership is open to any person who fully accepts these Terms of Reference;
Membership is voluntary.
In the event that a Committee Member is to be replaced, the new member shall be nominated by the WMAC in accordance with the composition requirements. Council shall ratify the selection of the new member.
Members who miss three unauthorized consecutive meetings, shall be deemed to have resigned from the Committee and will be notified of this in writing by the Committee Chair.
The need to replace members who have resigned or been absent without regrets and consequently removed from the Committee, shall be determined by Committee resolution. If replacement is necessary, then the selection of replacement members shall be from the list of WMAC applicants or alternatively in accordance with Section 5.4.
The Term of the WMAC
The Committee's membership shall be approved by Council at the start of each new term of Council and shall be for four (4) years. The term of the WMAC shall end with the term of Council and Niagara Region shall advertise for volunteers to serve on the WMAC for the new term.
Notwithstanding Clause 5.1, at the end of the current term of Council, the WMAC membership shall continue to serve until the new Niagara Region Council appoints the WMAC membership for the new term.
At the end of the term of Council, members of the outgoing WMAC who are interested in continuing to serve shall submit a written request to the WMAC Coordinator for consideration by Niagara Region. Continuation of membership on the WMAC is not guaranteed and shall be at the sole discretion of Niagara Region Council following a review of application received
In the event that a Committee member is to be replaced during the term of the WMAC, Niagara Region will advertise for potential replacement candidates and the new member will be nominated by Niagara Region staff, in collaboration with the WMAC, in accordance with composition requirements as set out in Section 4.0
Election of Chair
The Chair shall be elected annually from and by the members of the WMAC at the first meeting of each year. The term of the Chair shall be for one (1) year.
Nominations shall be received from the membership body. The nominated individuals will have the opportunity to accept or decline the nomination. Members will be allowed to vote for the individuals who accept the nomination. The person receiving the largest number of votes shall be elected for the respective position.
Role of the Chair
The role of the Chair is as follows:
- To preside over meetings of the WMAC, in accordance with Niagara Region Procedural By-Law 120-2005, as amended from time to time;
- Encourage balanced and professional discussions;
- Enforce on all occasions the observance of order and decorum among members;
- Adjourn meeting when business is concluded;
- In the absence of the Chair, another member so designated shall assume the role and rights of the Chair;
- The Chair shall be the primary contact for the WMAC Coordinator for ongoing liaison, correspondence and solicitation of input from the WMAC membership;
- The Chair of the WMAC and a second member of the WMAC, so designated, shall sit on the Waste Management Planning Steering Committee. These two WMAC members shall als participate in meetings of Niagara-Hamilton Joint Working Group, as long as it exists or for the term of this committee;
- Attend at least one meeting each year (to be arranged by the WMAC Coordinator) with the Chairs of the Landfill Site Public Liaison Committees (PLCs) to facilitate collaboration between the WMAC and the PLCs.
Role of the WMAC Coordinator
Niagara Region staff (the WMAC Coordinator) will coordinate the activities and business of the WMAC including meetings and be the primary resource to the WMAC. The primary role of the WMAC Coordinator shall be to:
- Provide administrative and procedural direction, and/or technical assistance to the WMAC;
- Coordinate requests for items to be included on the meeting agendas;
- Prepare and distribute the meeting agendas and related background information to the WMAC membership;
- Co-ordinate the involvement of the outside agencies, as necessary;
- Prepare and forward WMAC meeting notes to the Planning and Public Works Committee and the Waste Management Planning Steering Committee (WMPSC);
- Act as the primary contact between the WMAC and Niagara Region and between the WMAC and other agencies;
- Keep WMAC members informed of latest initiatives and regulatory developments;
- Coordinate and follow-up on matters arising from meeting discussions;
- Advise the Chair on the observance of order and decorum among members.
The WMAC shall have an annual budget to be used for the retention of consultants. The Committee shall submit a budget request each year to Niagara Region for the consideration and approval of Niagara Region. The maximum funding available in any calendar year is $6,000.
The procedure for retention of consultants and the consultant's workplan shall be approved by Niagara Region
There shall be no compensation payable to the members of the Committee.
Meeting Schedule, Time & Location
- The WMAC shall meet bi-monthly each year; however, additional meetings may be scheduled at the call of the Chair, to facilitate public input and to deal with matters related to the implementation of the long-term waste management system;
- The meeting schedule will be established by WMAC Coordinator in collaboration with the WMAC members and adopted by the WMAC for one year;
- The WMAC meetings will generally be held from 7:00 p.m. to 9:00 p.m. at Niagara Region Offices, or at other locations, as designated by the Niagara Region. Meetings may be held earlier in the day if so decided by the WMAC but shall not exceed two (2) hours;
- Niagara Region will also schedule at least one (1) meeting each year for the Chair and/or designated representatives from the WMAC to meet with the Chairs and/ or designated representatives from the Landfill Site Public Liaison Committees (PLCs) for collaborative purposes;
- The Chair of the WMAC and a second member of the WMAC, so designated, shall also attend the Waste Management Planning Steering Committee meetings and participate in meetings of Niagara-Hamilton Joint Working Group (JWG), as long as the JWG exists or for the term of this committee.
- Eight (8) members of the WMAC (not including advisory members) as of the date of the meeting shall constitute a quorum;
- Notwithstanding clause 11.1, the Chair may reduce the ordinary quorum for a particular meeting or portion of a meeting. The notes of the meeting shall record the lack of ordinary quorum. In no event shall quorum be reduced to less than three (3) members;
- As soon as there is quorum after the time set for the meeting, the Chair shall call the meeting to order;
- If a quorum is still not present within thirty (30) minutes after the time set for the meeting, then the names of the members present shall be recorded and the meeting shall be adjourned until the date of the next meeting;
- If a quorum is lost during a meeting and is not regained within fifteen (15) minutes, the meeting shall be adjourned until the date of the next meeting.
Conduct of WMAC Business
- Niagara Region staff will prepare committee meeting agendas with input from the WMAC members. Agendas will be forwarded to each member at least five (5) business days prior to the meeting. At the meeting, the Chair may grant requests for discussion of items not on the agenda;
- Discussion of agenda items shall recognize the two-hour duration set for WMAC meetings;
- Meetings shall be open to the public and a portion of each meeting shall be set aside for interaction between the WMAC and the general public. A maximum of ten (10) minutes of each meeting shall be allocated to presentations from members of the public;
- Consultants may be asked to attend Committee meetings at the discretion of Niagara Region's Director of Waste Management and/or the WMAC Coordinator;
- Members are allowed to make motions in an advisory capacity for consideration by Niagara Region. Motions cannot be passed if a quorum is not achieved. Every effort shall be made to achieve consensus;
- The WMAC may also choose to retain a consultant as outlined in Clause 9.0 to assist with its review of information provided by Niagara Region. All correspondence to any agency prepared by the consultant or a WMAC member shall include the Niagara Region on the distribution;
- Members shall disclose to the WMAC any conflicts of interest related to agenda items prior to discussion of such items;
- Discussions will be based on the principle that everyone has a right to express his or her opinion. Motions will generally be on a consensus basis;
- All follow-up required as a result of the discussions at WMAC meetings shall be undertaken through the WMAC Coordinator who shall respond to the WMAC members within fourteen (14) days of the meeting;
- Meeting notes shall be recorded by a secretary designated by the WMAC Coordinator or by a senior staff member present. Meeting notes shall not be verbatim and may not necessarily reference the names of the individual members who participated in discussion of specific agenda items. The meeting notes shall be submitted by the WMAC Coordinator to the WMAC members for review no later than three (3) weeks following the meeting;
- Members shall advise staff in advance (within one (1) week of receiving the meeting notes), of any amendments which they believe are required to the meeting notes. Staff will then finalize the meeting notes;
- Once approved, meeting agendas and meeting notes including recommendations resulting from all WMAC meetings will be forwarded to the WMPSC to be received for information and posted on Niagara Region's website;
- Any member of the general public can request to be included on a mailing list for distribution of notices and agendas for Waste Management Advisory Committee meetings;
- Oral reports by the Chair on significant matters not yet documented in the meeting notes may be provided to the Waste Management Planning Steering Committee at its next meeting;
- The WMAC Coordinator shall continue to liaise with members of the WMAC between regular meetings, as deemed necessary, to facilitate the timely progress of Niagara Region's initiatives.
Amendments to the Terms of Reference
Members, who miss three unauthorized consecutive meetings, shall be deemed to have resigned from the Committee and will be notified of this in writing by the Committee Chair.