Committee Bylaw

Bylaw #: 2023–204

Description: Defines the mandates and procedures for City of Kingston Committees, Subcommittees and Working Groups

Date passed: November 21, 2023

Disclaimer: Bylaws contained in this section have been prepared for research and reference purposes only. The original Committee Bylaw in pdf format is available from the Office of the City Clerk upon request.

Whereas:

The City is a single-tier municipality incorporated pursuant to an order made under section 25.2 of the Municipal Act, R.S.O. 1990, c. M.45.

The powers of a municipality must be exercised by its council (Municipal Act, 2001, s. 5 (1)).

A municipal power must be exercised by bylaw unless the municipality is specifically authorized to do otherwise (Municipal Act, 2001, s. 5 (3)).

A municipality may delegate legislative and quasi-judicial powers under certain listed Acts to a council committee or a body having at least two members of whom at least 50 per cent are members of its council, individuals appointed by its council, or a combination thereof (Municipal Act, 2001, ss. 9, 10, 11 & 23.2 (1)).

A single tier municipality may provide any service or thing that the municipality considers necessary or desirable for the public (Municipal Act, 2001, s. 10 (1)).

A single-tier municipality may pass bylaws respecting the governance structure of the municipality and its committees and other local boards (Municipal Act, 2001, s. 10 (2)).

The powers of the City to establish or dissolve standing committees, to appoint chairs and vice chairs of standing committees, and to assign functions to standing committees were assigned to the mayor (Municipal Act, 2001, s. 284.8 (1)).

On July 12, 2023, the mayor delegated to council the mayor's power to establish or dissolve standing committees, to appoint chairs and vice-chairs of standing committees and to assign functions to standing committee.

Council considers it necessary and desirable for the public to establish committees, subcommittees and working groups for the purposes of providing advice to council on certain matters.

Therefore, council enacts:

1.1 This bylaw may be cited as the Committee Bylaw.

1.2 In this bylaw:

City means The Corporation of the City of Kingston;

Clerk means the person appointed by the City as clerk and includes the clerk's designate;

Council means the council of the City;

Council Procedural Bylaw means City of Kingston Bylaw Number 2021-41, A Bylaw to Provide Rules for Governing the Order and Procedures of the Council of The Corporation of the City of Kingston, and to Repeal Bylaw Number 2010-1, Council Procedural Bylaw, as Amended, in its Entirety;

Committee means any advisory or other committee or similar entity established by council or the head of council, as the case may be, and includes a standing committee but does not include the Committee of the Whole, a subcommittee or a working group;

City of Kingston means the geographic area of the City of Kingstion;

Committee of the Whole means a quorum of members of council sitting as a committee of the whole council;

Main motion means a motion that is not incidental to a committee proceeding;

Mayor means the head of council;

Motion means a proposal, moved by a member of council or a committee, and seconded by another member of council or a committee, as the case may be, to adopt, amend or otherwise deal with a matter before council or the committee;

Municipal Act, 2001 means the Municipal Act, 2001, S.O. 2001, c.25;

Planning Act means the Planning Act, R.S.O. 1990, c. P.13;

Resident means a person who carries on a business in the City of Kingston, is a permanent resident of the City of Kingston, is a temporary resident having a permanent dwelling within the City of Kingston, or is a temporary resident having resided in the City of Kingston for at least one year, and who is a Canadian citizen or has acquired permanent resident status and has not subsequently lost that status under the Immigration and Refugee Protection Act, S.C. 2001, c. 27;

Standing committee means a committee that consists solely of members of council;

Subcommittee means an entity established by a committee to advise the committee on matters related to its functions; and

Working group means an entity established by council to assist council to perform its duties.

1.3 For the purposes of interpreting this bylaw:

  1. a reference to any legislation, regulation, or bylaw or to a provision thereof includes a reference to any legislation, regulation or bylaw enacted, made or passed in substitution thereof or amendment thereof;
  2. any reference to legislation includes all of the regulations made thereunder; and
  3. "include", "includes" and "including" indicate that the subsequent list is not exhaustive.

2.1 The clerk is responsible for the administration of this bylaw.

2.2 Where this bylaw provides that the clerk may do an act, the clerk may, when doing the act, seek and consider information or documents from any person, and may consult with other City employees, legal counsel, or other advisors, all as the clerk considers necessary.

2.3 Where this bylaw provides that the clerk may do an act, it may be done by a person authorized by the clerk to do the act.

2.4 In the event of a conflict between this bylaw and the Council Procedural Bylaw, this bylaw prevails.

2.5 Except as otherwise provided for in this bylaw, all committees must conform to the rules governing the procedures of a meeting of council as outlined in the Council Procedural Bylaw.

2.6 When council or the mayor, as the case may be, establishes or dissolves or changes a committee, a subcommittee, or a working group, the clerk must recommend that council pass a bylaw to amend the schedules to this bylaw, as the clerk considers appropriate.

3.1 Council may:

  1. establish or dissolve a committee;
  2. appoint a chair of a committee;
  3. appoint a vice-chair of a committee;
  4. appoint one or more members of a committee; or
  5. assign one or more functions to a committee.

3.2 If the mayor revokes the delegation to council of the power to establish or dissolve standing committees, to appoint chairs and vice-chairs to standing committees, or to assign functions to standing committees, then:

  1. the mayor may, and council must not, :
    1. establish or dissolve a standing committee;
    2. appoint chairs and vice-chairs of a standing committee; and
    3. assign functions to a standing committee;
    as the case may be.

3.3 When council or the mayor, as the case may be, is considering whether to establish a committee, council or the mayor, in addition to any other factors it wishes to consider, must have regard to:

  1. the well-being and interests of the public and the City;
  2. the financial integrity of the City;
  3. any legislative requirements;
  4. council's strategic priorities;
  5. the appointment of a chair and vice-chair of the committee;
  6. the functions to be assigned to the committee;
  7. composition of the members of the committee;
  8. when the committee's term will commence;
  9. if and when the committee's term will end; and
  10. if and how the services of City staff will be provided to the committee.

3.4 When the mayor or council, as the case may be, establishes a committee, the mayor or council must:

  1. assign one or more functions to the committee;
  2. provide for when the committee's term will commence;
  3. provide for if or when the committee's term will end; and
  4. provide for the committee ‘s reporting relationship with council.

3.5 When the mayor or council, as the case may be, establishes a committee, the mayor or council may provide for the qualifications of persons who may be appointed members of the committee.

3.6 When council or the mayor, as the case may be, is considering whether to assign functions to an already established committee, council or the mayor, in addition to any other factors it wishes to consider, must have regard to:

  1. the functions currently assigned to the committee; and
  2. the factors enumerated in section 3.3.

3.7 When council or the mayor, as the case may be, is considering whether to dissolve a committee, council or the mayor, in addition to any other factors it wishes to consider, must have regard to:

  1. the well-being and interests of the public and the City;
  2. the financial integrity of the City;
  3. any legislative requirements;
  4. council's strategic priorities;
  5. the functions assigned to the committee;
  6. if or when the committee's term has ended;
  7. if and how the services of City employees have been provided to the committee; and
  8. how efficiently and effectively the committee has performed the functions assigned to it.

3.8 If neither council nor the mayor have appointed a chair of the committee, the committee must appoint one of its members the chair of the committee.

3.9 If neither council nor the mayor have appointed a vice-chair of the committee, the committee may appoint one of its members the vice-chair of the committee.

3.10 Upon the expiry of a committee member's term and the appointment of a successor, the committee member's appointment to the committee is deemed to be revoked by council or the mayor, as the case may be.

4.1 If a committee decides a main motion in the positive, the committee must promptly report such to council by making a positive recommendation and council may debate and may vote on a motion to deal with the matter in accordance with the Council Procedural Bylaw.

4.2 If a committee decides a main motion in the negative, the committee must promptly report such to council by making a negative recommendation and council may debate and may vote on a motion to deal with the matter in accordance with the Council Procedural Bylaw.

4.3 If a committee decides a main motion as a tie, the committee must promptly report such to council by making no recommendation and council may debate and vote on a motion to deal with the matter in accordance with the Council Procedural Bylaw.

4.4 A committee may defer any matter for a period not exceeding in the aggregate 90 days, following which the committee must promptly report the matter to council with no recommendation and council may debate and vote on a motion to deal with the matter in accordance with the Council Procedural Bylaw.

4.5 Unless otherwise provided in this bylaw, the clerk must prepare and deliver the agenda for all committee meetings with the order of business listed in the following order:

  1. meeting to order;
  2. approval of the agenda;
  3. confirmation of minutes;
  4. disclosure of pecuniary interest;
  5. delegations;
  6. briefings;
  7. business;
  8. motions;
  9. notices of motion;
  10. other business;
  11. correspondence;
  12. date of next meeting; and
  13. adjournment.

4.6 A committee member may introduce new business at a committee meeting by giving the clerk a notice of motion in accordance with the following:

  1. the notice of motion must have a mover and a seconder; and
  2. the notice of motion must be received by the clerk at least nine days before the date of the meeting on which the new business will be introduced and listed on the agenda.

4.7 The chair of a committee may, at any time, call a special meeting of the committee by directing the clerk to issue a notice of special meeting and giving the members of the committee at least 24 hours' notice.

4.8 At committee meetings that are open to the public, following the introduction of an agenda item and receiving comments from staff with questions from committee members and members of the public, as appropriate, the chair must ask if a motion is forthcoming. If a motion is proposed, the committee may debate and vote on the motion in accordance with the Council Procedural Bylaw.

4.9 A maximum of five delegations may address a committee meeting.

4.10 A delegation may address a committee meeting with respect to a matter on the agenda or a matter directly related to the functions assigned to the committee.

4.11 If a delegation wishes to address a committee meeting with respect to a matter on the agenda, it must register with the clerk at least one day before the date of the meeting at which the delegation wishes to address the committee.

4.12 If a delegation wishes to address a committee meeting with respect to a matter directly related to the functions assigned to the committee but not on the agenda, it must register with the clerk at least seven days before the date of the meeting at which the delegation wishes to address the committee.

5.1 A committee may:

  1. establish or dissolve a subcommittee to assist the committee in carrying out its functions;
  2. appoint members of a subcommittee; and
  3. request that a subcommittee provide advice respecting the following matters related to the committee's functions:
    1. legislative requirements;
    2. changes in council's strategic priorities;
    3. consultation with the public;
    4. research and advice from City employees on policies and programs; and
    5. any other municipal issue.

5.2 When a committee is considering whether to establish a subcommittee, the committee, in addition to any other factors it wishes to consider, must have regard to:

  1. the committee's function;
  2. the advice to be requested from the subcommittee;
  3. composition of the members of the subcommittee;
  4. when the subcommittee's term will commence; and
  5. if and when the subcommittee's term will end.

5.3 When a committee establishes a subcommittee, the committee must:

  1. request that the subcommittee provide the committee with advice on one or more matters related to the committee's functions;
  2. appoint one or more members of the establishing committee to the subcommittee;
  3. appoint one or more non-members of the establishing committee to the subcommittee;
  4. provide for when the subcommittee's term will commence;
  5. provide for if or when the subcommittee's term will end;
  6. provide for procedures governing the calling, place and proceedings of the subcommittee's meetings; and
  7. provide for the subcommittee's reporting relationship with the committee.

5.4 A committee may not appoint a person to a subcommittee if doing so would result in at least 50 per cent of the members of the subcommittee being also members of council or local boards.

5.5 A subcommittee must make its activities open to the public.

5.6 All members of a subcommittee must govern themselves according to the rules and procedures set out in the City's "Policy on Council/Staff Relations", "Member Code of Conduct" and "Respect in the Workplace Policy".

6.1 Council may:

  1. establish or dissolve a working group to assist council in carrying out its duties;
  2. appoint members of a working group; and
  3. request that a working group provide advice respecting the following matters related to the council's duties:
    1. legislative requirements;
    2. changes in council's strategic priorities;
    3. consultation with the public;
    4. research and advice from City employees on policies and programs; and
    5. any other municipal issue.

6.2 When council is considering whether to establish a working group, council, in addition to any other factors it wishes to consider, must have regard to:

  1. the duties of council;
  2. the assistance to be requested from the working group;
  3. composition of the members of the working group;
  4. when the working group's term will commence; and
  5. when the working group's term will end.

6.3 When council establishes a working group, council must:

  1. request that the working group provide council with assistance with one or more duties of council;
  2. appoint two or more members of the working group;
  3. when appointing members of the working group, appoint one or more City staff as a liaison of the working group;
  4. provide for when the working group's term will commence;
  5. provide for when the working group's term will end;
  6. when providing for when the working group's term will end, provide that the working group's term will not extend beyond the term of council;
  7. provide for procedures governing the calling, place and proceedings of the working group's meetings; and
  8. provide for the working group's reporting relationship with council.

6.4 Council must not appoint a person to a working group if doing so would result in at least 50 per cent of the members of the working group being also members of council or local boards.

6.5 A working group must make its activities open to the public.

6.6 All members of a working group must govern themselves according to the rules and procedures set out in the City's "Policy on Council/Staff Relations", "Member Code of Conduct" and "Respect in the Workplace Policy".

7.1 If a court of competent jurisdiction declares any provision, or any part of a provision, of this bylaw to be invalid, or to be of no force and effect, it is the intention of council in enacting this bylaw that each and every provision of this bylaw authorized by law be applied and enforced in accordance with its terms to the extent possible according to law.

8.1 City of Kingston Bylaw Number 2010–205, A Bylaw To Define The Mandate And Meeting Procedures For Committees Established By The Corporation Of The City Of Kingston, is repealed.

8.2 A person who held a position as a member of a committee immediately before this bylaw came into force will continue in that position unless the person's appointment is revoked, as the case may be, by council or the mayor.

8.3 This bylaw will come into force and take effect on January 1, 2024.

This Bylaw had Three Readings and was Passed on November 21, 2023

Bylaw Number  Date 
Bylaw 2024-103 January 9, 2024
Bylaw 2024-145 March 5, 2024
Bylaw 2024-170 April 16, 2024
Bylaw 2025-1 December 17, 2024

Schedules

Reporting To: council.

Composition: six members of council.

Term of Appointment: annually.

Functions: the Administrative Policies Committee must consider policies, programs or other matters related to the following council duties:

  • financial services, including accounting, taxation, purchasing and other related policies;
  • facility management for City-owned or leased facilities, including fleet services and asset management;
  • human resources and organizational development matters;
  • communications and customer experience, including the City website and public engagement;
  • information systems & technology;
  • bylaw enforcement & licensing;
  • performance management and standards;
  • corporate policies, both internal and external;
  • Kingston Airport; and
  • accessibility.

Council also hereby appoints the Administrative Policies Committee as a committee of management for Rideaucrest Long-Term Care Home, pursuant to subsection 135 (1) of the Fixing Long-Term Care Act, 2021, S.O. 2021, c. 39, Sched 1.

Regular Meeting Frequency: every two months.

Reporting To: council.

Composition: six members of council.

Term of Appointment: annually.

Functions: the Arts, Recreation & Community Policies Committee must consider policies, programs or other matters related to the following council duties:

  • accessibility;
  • animal control, including enforcement;
  • culture, history and the arts, including community cultural development and cultural vitality;
  • community programs including recreation, cultural programs and special events, health and safety, social services, school crossing guards, policing;
  • day care;
  • cemeteries;
  • community grant programs;
  • emergency planning and community health and safety;
  • fire services;
  • general bylaw enforcement;
  • health & safety;
  • social housing, including seniors and nursing homes;
  • social services, including Ontario Works and children's services and programs; and
  • long term residential care and seniors' issues.

Regular Meeting Frequency: every two months.

Reporting To: council.

Composition: six members of council.

Term of Appointment: annually.

Functions: the Environment, Infrastructure & Transportation Policies Committee must consider policies, programs or other matters related to the following council duties:

  • environmental issues, including brownfields, LEED program, household hazardous waste, and partners in climate protection;
  • transportation, including public transit, bicycling, including paths, bridges and structures;
  • energy supply including conservation, potential energy sources, and gas;
  • engineering;
  • sewers and sewage treatment plant, and groundwater;
  • parking, including revenue, parking lots and meters;
  • roads and streets, including design and construction, sidewalks, including maintenance, and signalization;
  • snow removal;
  • utilities including water and storm water management;
  • solid waste, including collection and disposal; recycling; waste management; and
  • delegated the responsibility of public meetings in accordance with the Municipal Act, 2001 – Ontario Regulation 244/02(12) regarding the bylaw for imposing fees or charges for the use of a waste management system and following public meetings shall make recommendations to Council with regard to fees and charges.

Regular Meeting Frequency: every two months.

Reporting To: council.

Composition: six members of council.

Term of Appointment: annually.

Functions: the Nominations Committee may make recommendations to council regarding the appointment of members of the public to committees and local boards in accordance with the City's "Public Appointment Policy".

Regular Meeting Frequency: annually.

Reporting To: council.

Composition: six members of council.

Term of Appointment: annually.

Functions: the Planning Committee may consider policies, programs or other matters related to certain council duties the Planning Act, including:

  • applicant initiated development applications under the Planning Act, including draft plans of condominium, final plans of condominium, draft plans of subdivision, Official Plan amendments, Community Improvement Plan amendments, and zoning bylaw amendments;
  • municipally initiated applications under the Planning Act, including draft plans of subdivision, Official Plan amendments, Community Improvement Plan amendments, and zoning bylaw amendments;
  • land use policy documents, including the Official Plan and five-year reviews, urban design guidelines and studies, secondary planning studies, area-specific studies, and community improvement plans;
  • long-term planning studies, such as those related to urban growth, population projections, natural heritage, archaeology, etc.;
  • amendments to bylaws passed under the Planning Act, including the Kingston Zoning Bylaw (Bylaw Number 2022-66), Site Plan Control Bylaw (Bylaw Number 2010-217), Community Benefits Charge Bylaw (Bylaw Number 2023-143), Parkland Conveyance Bylaw (Bylaw Number 2022-145) and interim control bylaws;
  • planning fees;
  • delegated the duty to hold community meetings;
  • delegated the duty to hold public meetings pursuant to the Planning Act;
  • delegated the duty to hold information meetings for site plan control applications;
  • Brownfields (Community Improvement Project Plans program administration); and
  • updates to the Civic Addressing and Road Naming Bylaw (Bylaw Number 2005-98).

Regular Meeting Frequency: twice per month.

Reporting To: council.

Composition:

  • up one member of council;
  • one representative from the Kingston Arts Council;
  • one representative from the board of directors of the Kingston and Area Association of Museums, Art Galleries and Historic Sites;
  • three to five professional artists, creatives, arts or cultural workers, and museum or archives workers;
  • up to three residents who demonstrate relevant experience or knowledge, abilities and skills related to the functions of the committee; and
  • one resident between the ages of 15 and 24.

Term of Appointment: two-year terms in accordance with the Public Appointment Policy.

Functions: to provide information and advice to City staff and council on matters related to arts and culture, and tangible and intangible cultural heritage that intersect with City policies, programs, spaces, and services, including the following:

  • ensure that arts and culture, and tangible and intangible cultural heritage sectors are appropriately represented in City policies and programs and representative of the needs of residents;
  • provide input into the development of arts and culture and tangible and intangible cultural heritage-related strategies, policies and programs;
  • advise City staff and council on the impact, actual and potential, of City priorities, plans, policies, programs and regulations on the arts and cultural heritage sectors;
  • act as the City's museums advisory committee and provide input and communications to council regarding cultural heritage programming and exhibitions at the two City-owned museums, Kingston City Hall National Historic Site and the Market Wing Cultural Space, and the development and maintenance of the civic artifact collection;
  • provide recommendations respecting cultural tourism, commemorations, education and community arts and heritage programming, and to ensure these are inclusive and foster a caring and inclusive community; and
  • act as representatives on and suggest resident representatives to serve on the following subcommittees: Art in Public Places Subcommittee, Local Music Subcommittee, Mayor's Arts Awards Nominations Subcommittee, Poet Laureate Subcommittee.

Regular Meeting Frequency: up to six times per year.

Reporting To: council.

Composition:

  • two members of council;
  • up to five residents who are part of an equity deserving population, including:
    • Indigenous communities, including First Nations, Metis and Inuit;
    • newcomers (recent immigrants and refugees);
    • racialized persons;
    • persons with disabilities;
    • linguistic minorities;
    • women;
    • youth; and
    • people from 2SLGBTQIA* communities;
  • up to four residents who represent one of the following classes of organizations or groups:
    • multi-cultural services and ethno-cultural;
    • youth;
    • justice and legal services;
    • newcomer settlement;
    • gender-based;
    • 2SLGBTQIA*;
    • faith-based;
    • Indigenous community;
    • persons with disabilities; and
    • social justice; and
  • One resident between the ages of 15 and 24.

Term of Appointment: two-year terms in accordance with the Public Appointment Policy.

Functions: to provide guidance to City staff and council in the development of policies, programs and other matters aimed at reducing barriers in the workplace at the City and fostering diversity and inclusion in all areas of the organization, both internal and external, while being guided by the vision and principles in the Workplace Inclusion Charter, which aims to create and promote safe spaces for equity deserving populations.

These functions include:

  • with the support of the Workplace Inclusion Charter team, assess the City's current employment practices and determine needs;
  • invite input by a broader representation of community members who face systemic barriers and others with relevant experience, including subject matter experts;
  • review and consider current institutional practices, programs and projects through an Indigeneity, Inclusion, Diversity, Equity and Accessibility lens to identify barriers and opportunities for improvement;
  • review best practices from other municipalities;
  • provide advice on best practices regarding facilitation of more inclusive-culturally competent service provision for equity deserving or equity seeking populations;
  • provide advice with respect to the development, maintenance and refinement of policies, programs and other matters that facilitate an inclusive and equitable work environment;
  • identify both training and action-oriented opportunities for City staff and council with aims to foster cultural awareness and sensitivity and to create and promote more diverse, inclusive and safe spaces for equity deserving and equity seeking populations;
  • identify short, medium, and long-term recommendations for council's consideration;
  • develop an annual action plan to perform the functions of the committee in partnership with City staff; and
  • actively foster greater inclusion of equity deserving and equity seeking populations in the City of Kingston.

Regular Meeting Frequency: up to six times per year.

Reporting To: council.

Composition:

  • two members of council;
  • one representative from the County of Frontenac;
  • one representative from the Kingston Home Builders' Association;
  • one representative from the Homeless Community Impact Committee (as by the United Way KFL&A)
  • six residents, with preference given to:
    • members of the Indigenous community;
    • individuals with lived or living experience of homelessness;
    • individuals with lived or living experience as a tenant of social/affordable housing;
    • youth;
    • veterans; and
    • members of 2SLGBTQIA* ; and
  • one resident between the ages of 15 and 24.

Term of Appointment: two-year terms in accordance with the Public Appointment Policy.

Functions: through onboarding education and training, members of the committee must work to ensure that there is a comprehensive understanding of housing services, and affordable housing and homelessness issues, initiatives, and developments, including the following:

  • provide advice to council on housing, publicly assisted affordable housing and homelessness policies and funding opportunities;
  • provide advice regarding the implementation of the 10 Year Municipal Housing and Homelessness Plan and other municipal housing strategies, policies and directives; and
  • develop an annual action plan to perform the functions of the committee.

Regular Meeting Frequency: up to six times per year. One regular meeting of the committee must be for the purpose of bringing together organizations that specifically provide support to the housing and homelessness sector to make presentations to committee.

Reporting To: council.

Composition:

  • two members of council;
  • nine residents; and
  • one resident between the ages of 15 and 24.

Term of Appointment: two-year terms in accordance with the Public Appointment Policy.

Functions: to draw on knowledge within the City of Kingston community to provide advice and information to council and City staff when requested to do so. The committee must seek out experts in environmental matters from community institutions, authorities and practitioners, and representatives of the public to collaborate on specific projects designed to support the environmental aspects of council's strategic priorities and related community plans.

The committee must provide advice and information to council through the compilation and provision of an annual State of the Environment (SOE) report that provides an account of various measures of local environmental performance, examines trends and provides commentary on challenges and opportunities to prevent the degradation of and to restore and sustain our environmental assets.

The committee must, when requested to do so by council or within the context of preparing an annual environmental report:

  • assist and advise on environmental aspects of council strategic priorities;
  • assist and advise on environmental issues, action plans or policies; and
  • identify and prioritize important and emerging environmental issues through stakeholder consultation, research and systematic analysis.

The committee must assist City staff in the evaluation of Kingston Community Climate Action Fund grants against the established criteria.

Regular Meeting Frequency: up to four times per year.

Project Teams: committee members may organize into project teams in accordance with the subject areas of the SOE report to conduct the following work:

  • provide feedback to staff on the core and secondary metrics for each of the subject areas of the SOE;
  • suggestions for possible data sources for the metrics; and
  • input on the commentary that is associated with each of the metrics.

Reporting To: council.

Composition:

  • two members of council; and
  • seven residents that represent a cross-section of local interests and perspectives and that demonstrate an understanding and appreciation of Kingston's heritage properties.

Term of Appointment: two-year terms in accordance with the Public Appointment Policy.

Functions: council must consult with the committee on matters as required either by the Ontario Heritage Act, as specified through the passing of a bylaw, the City's Official Plan, Bylaw Number 2013-141, A Procedural Bylaw for Heritage, and as follows:

  • identification of built heritage resources by undertaking ongoing research and evaluation of properties and areas for protection under the Ontario Heritage Act, and making recommendations for updates to the municipal register of heritage properties respecting properties listed in accordance with council direction;
  • protection of built heritage resources through recommendations respecting properties of significant cultural heritage value or interest to be protected by designation in accordance with the council direction; content of the designation bylaw in accordance with the requirements of the Ontario Heritage Act; amendments to, or requests to repeal all, or part of, a heritage designation bylaw; and bylaws to establish easements or covenants with owners of real property for conserving properties of cultural heritage value or interest;
  • make recommendations to define a study area for a future heritage conservation district as well as the approval of heritage conservation district plans and any amendments to district plans; and
  • make recommendations regarding applications to alter (where the application is likely to affect the property's heritage attributes as set out in the designation bylaw) or demolish affecting Part IV designated heritage properties or applications to demolish or remove any building or structure on property within a heritage conservation district.

The committee must provide recommendations related to the development, implementation and/or review of policy respecting:

  • the City's Official Plan;
  • the Kingston Archaeological Master Plan;
  • council's strategic priorities;
  • the incorporation of accessibility issues into heritage buildings and structures; and
  • the development of municipal heritage conservation guidelines and significance criteria, and municipal heritage policies, plans and programs.

The committee must:

  • champion all aspects of Kingston's cultural heritage resources, tangible, intangible and natural;
  • use best efforts to develop working relationships with owners of heritage-designated properties; and
  • contribute to the development of new content for the City's Heritage Resource Centre.

Accordingly, committee membership must possess a diversity of skills, experience and qualifications including interest in and knowledge of:

  • building restoration;
  • architectural building conservation;
  • heritage building renovation;
  • heritage architectural and design practices;
  • heritage trades and construction practices;
  • cultural heritage;
  • architectural history;
  • historical research;
  • heritage property ownership;
  • local land use planning policies and regulations; and
  • the Ontario Heritage Act.

Reporting To: council.

Composition:

  • one member of council;
  • 14 residents, including persons with disabilities; and
  • one resident between the ages of 15 and 24.

Term of Appointment: two-year terms in accordance with the Public Appointment Policy.

Functions: to ensure the City meets the requirements to establish an accessibility advisory committee as detailed in Section 29 of the Accessibility for Ontarians with Disabilities Act, 2005, including:

  • advise council in each year about the preparation, implementation, and effectiveness of its Multi-Year Accessibility Plan;
  • review in a timely manner the site plans and drawings described in section 41 of the Planning Act;
  • provide advice to council on the accessibility for persons with disabilities to a building, structure or premise, or part of a building, structure or premise:
    • that council purchases, constructs or significantly renovates;
    • for which council enters into a new lease;
    • that a person provides as municipal capital facilities under an agreement entered into by the Council, in accordance with Section 110 of the Municipal Act, 2001;
  • provide advice to council regarding the City's purchase of goods or services through the City's procurement process for the use of the City, its employees or the public in order to assist council to meet its obligation to have regard to the accessibility for persons with disabilities to the goods and services;
  • consult with and advise City staff and council regarding accessibility issues as requested;
  • perform all other functions that may be specified in the regulations; and
  • serve on project teams as described in the Accessible Consultation Process Policy.

The committee may establish and maintain the following project teams:

  • site plan review: responsible for reviewing site plan and drawings as described in section 41 of Planning Act. This project team may also, upon City staff request, provide feedback on City projects of built environment interest; and
  • awareness & education: responsible for assisting in the selection of award winners for the Celebrating Accessibility Awards, organizing of the awards ceremony, and in the creation of public awareness and education campaigns related to accessibility. This project team may also, upon City staff request, provide feedback on City programs or services that relate to accessibility.

Regular Meeting Frequency: up to six times per year.

Legislative Authority: the City's Property Standards Bylaw established the Appeals Committee as the City's property standards committee (Building Code Act, s. 15.6).

Composition: two members of council and three residents.

Term of Appointment: two-year terms in accordance with the Public Appointment Policy.

Functions: to hear appeals commenced under the Property Standards Bylaw and to hear appeals, applications or requests under any other bylaw provided for in Bylaw Number 2015-159, the Appeals Committee Procedure Bylaw.

The committee must hold hearings in accordance with Bylaw Number 2015-159, this law, and the Statutory Powers Procedure Act, R.S.O. 1990, c. S.22.

Regular Meeting Frequency: monthly.

Legislative Authority: council may constitute and appoint a committee of adjustment for the municipality (Planning Act, s. 44 (1)).

Composition:

  • no less than three but no more than five residents;
  • two members of council.

Term of Appointment:

  • members must hold office for the term of the council that appointed them, unless their appointment is revoked earlier;
  • subject to the following, members may serve on the committee for a maximum of two complete council terms;
  • if a member is appointed for a term that is less than a complete council term, the member may serve on the committee for that incomplete council term and up to two additional complete council terms; and
  • members must hold office in accordance with subsection 44 (4) of the Planning Act.

Functions: consider applications under the Planning Act related to minor variances from the provisions of the City's Zoning Bylaw, permissions for extensions, enlargements or variations of existing legal non-conforming uses, interpretation of uses that are defined in general terms, and consent requests from an owner of land who wishes to sell, convey, or transfer an interest in part of their land.

Committee Executive:

  • the committee must appoint a city staff member to be secretary-treasurer and a city staff member to be deputy secretary-treasurer, to whom the secretary-treasurer may delegate some or all of the powers and duties of the secretary-treasurer and who may exercise all of the powers and perform all of the duties of the secretary-treasurer in the absence of the secretary-treasurer;
  • the committee must appoint a member to be chair of the committee at the first meeting in each year of committee term;
  • the committee must appoint a member to be vice-chair at the first meeting in each year of committee term, and the vice-chair may exercise all of the powers and perform all of the duties of the chair in the absence of the chair;
  • in the event the chair and vice-chair are both absent, the clerk must call for the committee to appoint a member to be acting chair for the meeting, who may exercise all of the powers and perform all of the duties of the chair in the absence of the chair and vice-chair;
  • the committee may elect to alternate the chair and vice-chair appointments among the members each year during the committee term, and the committee may establish the order of rotation the first meeting in each year of the committee term; and
  • for clarity, the chair and vice-chair may exercise all of the powers of a member, including voting.

Conduct of Meetings:

  • the committee must hear the applicant and every other person who desires to be heard on the application, and the committee may adjourn the hearing or reserve its decision;
  • the committee meets on a monthly basis and the normal hour to call the meeting to order is 5:30 p.m., subject to minor and reasonable variations as considered by those members present due to unforeseen circumstances or to ensure a quorum for the meeting;
  • the chair must ensure that each meeting proceeds as follows:
    • the chair calls the meeting to order;
    • the chair calls for declaration of pecuniary interests;
    • the chair calls for any requests for adjournment/deferral of an application or any requests for withdrawal of an application; and
    • the secretary-treasurer calls each application in the order in which it appears on the agenda or otherwise at the secretary-treasurer and committee's discretion;
  • the chair must ensure that the hearing of each application proceeds as follows:
    • the secretary-treasurer, the clerk, or the assigned planner presents the application;
    • the applicant and/or their agent is permitted to present the application and provide additional information and/or comments, provided that the applicant and/or their agent may have a maximum of five (5) minutes to present the nature of the application to the committee and any presentations beyond such maximum time period will be at the discretion of the committee;
    • the committee may ask questions of the applicant and/or their agent at any time during or after the presentation;
    • the chair must seek public input on the application, provided that each person giving public input must state their name and address for the record and limit their submissions to five minutes each and any presentations beyond such maximum time period will be at the discretion of the committee;
    • following three clear requests by the chair for further comments and/or submissions from the public, the committee chair closes the public portion of the meeting;
    • the applicant and/or their agent is permitted to respond to any comments or questions received by members of the public;
    • the chair asks the members of the committee for a motion for disposition of the application;
    • upon a motion by a committee member, the chair asks for a remaining member to second the motion;
    • the chair permits discussion on the motion;
    • the chair calls for a vote by the committee on the motion and each member of the committee, when requested by the chair, indicates by show of hands, their position on the motion;
    • the majority decision of the committee on the motion constitutes the decision of the committee;
    • the chair announces the decision of the committee; and
    • the written decision of the committee is signed at the end of the meeting by all those concurring in the decision and the secretary-treasurer prepares and issues a copy of the decision in accordance with the provisions of the Planning Act.

Agenda Package:

  • the secretary-treasurer must use reasonable efforts to deliver, via email or as otherwise permitted under the Planning Act, an agenda package to the committee and the applicant or their agent at least 10 days prior to the date of the committee meeting, which agenda package must include: the agenda; the planner's report and recommendation, including conditions (if applicable) for each application; and a copy of all public correspondence received as of the date of the agenda package;
  • the secretary-treasurer must make copies of any additional correspondence or materials received by the secretary-treasurer following delivery of the agenda
  • thereafter receipt as is practicable;
  • The clerk must not provide the agenda package to the public until it has been delivered to the committee and the applicant or their agent.

Consent Applications:

Notwithstanding anything to the contrary, applications for consent pursuant to section 53 of the Planning Act are subject to the same public meeting and notice requirements as applications for minor variances pursuant to section 45 of the Planning Act, subject to any council requirements for such consent applications processed under Bylaw Number 2006-75, "A Bylaw to Delegate Various Planning Approvals to Staff and to Adopt Certain Procedures for the Processing of Planning Applications Subject to Delegated Authority". The foregoing public meeting and notice requirements do not apply to applications for consent for a power of sale/foreclosure or for consent for validation of title.

Filing of Documents, Correction of Errors:

  • in accordance with section 44 (10) of the Planning Act, the secretary-treasurer must keep on file minutes and records of all applications and decisions thereon and of all other official business of the committee, and section 253 of the Municipal Act, 2001, S.O. 2001, c.25, applies with necessary modifications; and
  • in accordance with section 21.1 of the Statutory Powers Procedure Act, R.S.O. 1990, c.S.22, the secretary-treasurer may at any time correct a typographical error, error of calculation or similar error made in its decision or order.

Written Requests for Deferral, Etc.

A communication in writing from the applicant or their agent requesting a deferral of hearing, a request to close the file, or to proceed in the absence of the applicant or the agent, may be dealt with in the absence of the applicant or the agent.

Fees

Fees for committee matters are established by council through Bylaw Number 2005-10, "A Bylaw to Establish Fees and Charges to be Collected by The Corporation of the City of Kingston". In accordance with subsection 69 (2) of the Planning Act, the committee, in processing an application may reduce the amount of or waive the requirement for the payment of a fee in respect of the application where the committee is satisfied that it would be unreasonable to require payment in accordance with the above-noted bylaw.

Discretionary Dispute Resolution

In accordance with section 65 of the Planning Act, the committee may, if they consider it appropriate, at any time before a decision is made under the Planning Act, use mediation, conciliation or other dispute resolution techniques to attempt to resolve concerns or disputes in respect of any application or matter and may lay an item on the table (defer) for future decision in order to provide the parties an opportunity to resolve disputed situations. Where a legal dispute is identified, such as a boundary dispute or other matter, the committee may lay the item on the table (defer) until the legal issue is resolved by the parties and written proof is provided to the secretary-treasurer of the resolution.

Public Information:

Pursuant to section 1.0.1 of the Planning Act, the clerk must make information and material that is required to be provided to the committee under the Planning Act available to the public.

Regular Meeting Frequency: monthly.

Legislative Authority: in accordance with the provisions of subsection 8 (1) of the Planning Act, R.S.O. 1990, c.P.13.

Reporting To: Planning Committee

Composition: eight residents who represent the following areas or interests:

  • one representative of the rural area;
  • one representative of the Kingston West urban area;
  • one representative of the Kingston Central urban area;
  • one representative of the Kingston East urban area;
  • one representative of the Indigenous community;
  • one representative of the institutional community;
  • one representative of Kingston Economic Development Corporation; and
  • one representative of the business community.

Term of Appointment: term of council.

Functions: to provide an opportunity for resident perspectives on planning matters. Planning Advisory Committee members should demonstrate an informed interest in planning and development, including planning legislation, land use planning, growth management, the conservation of natural or cultural heritage resources, transportation planning, brownfields remediation, open space planning, economic development, and/or the provision of public and social services.

The committee's role is consultative and is to provide advice to the Planning Committee through staff with respect to land use planning matters or projects which include:

  • City-initiated amendments to the Official Plan and/or zoning bylaw(s) with broad application to the City of Kingston;
  • legislated updates to the Official Plan together with any updates of the major studies that support Official Plan updates;
  • Planning Act reform, updates to the Provincial Policy Statement and/or other proposed land use policy changes/legislation or initiatives introduced by the Province that affect planning matters in the City of Kingston; and
  • major City-initiated land use planning projects.

The Planning Advisory Committee must consider and provide advice on similar broad land use planning matters generally affecting the City of Kingston as may be directed by

council, the Planning Committee and/or the Director of Planning Services. For clarity, the Planning Advisory Committee is not a decision-making committee of council and it is not responsible in any way for the review of development applications made pursuant to the Planning Act. The Planning Advisory Committee activity must be reported to the Planning Committee through circulation of meeting notes and through content summarized within staff reports.

Regular Meeting Frequency: quarterly, with no less than two meetings per year.

Legislative Authority: section 18 of Ontario Regulation 119/03, made under the Municipal Act, 2001, provides that a municipality may establish a court of revision.

Composition: three council members.

Term of Appointment: annually.

Functions: before the City imposes a special charge for the undertaking of a work as a local improvement, the City must set a time and a place for the hearing by the Court of Revision of objections against the proposed local improvement roll and of the municipality's proposed revisions to the proposed local improvement roll.

The Court of Revision must conduct hearings in accordance with Ontario 119/03.

Regular Meeting Frequency: as required.

Legislative Authority: subsection 97 (1) of the Drainage Act, R.S.O 1990, c. D.17, provides that a court of revision must consist of three or five members appointed by council.

Composition: three council members.

Term of Appointment: annually.

Functions: to hear appeals made by an owner of land assessed for drainage works in accordance with the grounds set out in subsection 52 (1) of the Drainage Act, R.S.O 1990, c. D.17.

The Court of Revision – Drainage Act Requirements must conduct hearings in accordance with the Drainage Act, R.S.O 1990, c. D.17.

Regular Meeting Frequency: as required.

Legislative Authority: section 88.37 of the Municipal Elections Act, 1996, S.O. 1996, c. 32, Sched., requires the City to establish a compliance audit committee before October 1 of an election year for the purposes of the Municipal Elections Act.

Composition: the committee must be composed of three (3) members and must not include:

  • employees or officers of the City or a local board;
  • members of the council or a local board;
  • any persons who are candidates in the election for which the committee is established; and
  • any persons who are registered third parties in the City of Kingston.

In appointing members to the committee, council and the Nominations Committee must have regard to the following eligibility criteria:

  • accounting and audit – accountants or auditors with experience in preparing or auditing the financial statements of municipal candidates;
  • academic – college or university professors with expertise in political science or local government administration;
  • legal; or
  • other individuals with knowledge of the campaign financing rules in the Municipal Elections Act, 1996.

Term of Appointment: the Election Compliance Audit Committee must serve for a that is the same as the term of office of the council or local board that takes office in 2022 and must therefore serve in the instance of any by-election that may take place during that time. The term of office for the individual members of the committee is the same as the term of the committee.

Functions: to address applications requesting an audit of a candidate's or a third-party advertiser's election campaign finances and to address reports from the clerk requesting a review of contributions to a candidate's or third-party advertiser's campaign.

The committee must:

  • within 30 days of receiving an application under subsection 88.33 (4) of the Municipal Elections Act, 1996, consider it and decide whether it should be granted or rejected;
  • the committee must give its decision to grant or reject the application, and brief written reasons for the decision, to the candidate, the clerk, the secretary of the local board, if applicable, and the applicant;
  • if the committee decides to grant the application, it must appoint an auditor to conduct a compliance audit of the candidate's election campaign finances in accordance with section 88.33 of the Municipal Elections Act, 1996;
  • within 30 days of receiving an auditor's report under subsection 88.33 (14) of the Municipal Elections Act, 1996, consider it and, if the report concludes that the candidate appears to have contravened a provision of the Municipal Elections Act, 1996 relating to election campaign finances, decide whether to commence a legal proceeding against the candidate for the apparent contravention; and
  • within 30 days of receiving a report under subsections 88.34 (4) or (7) of the Municipal Elections Act, 1996, consider it and decide whether to commence a legal proceeding against a contributor for an apparent contravention within 30 days of receiving a report subsection 88.36 (4) of the Municipal Elections Act, 1996, consider it and decide whether to commence a legal proceeding against a contributor for an apparent contravention.

To avoid a conflict of interest, any auditor or accountant appointed to the committee must agree in writing to not undertake the audits or preparation of the financial statements of any candidates in the election for which the committee is established or any third-party advertiser registered in the City of Kingston. If any member fails to comply with this requirement, the member's appointment to the committee is deemed have been revoked by council.

Committee Chair

The committee must appoint a member as chair at its first meeting.

Role of Clerk or Secretary of the Local Board

The clerk or the secretary of the local board, as the case may be, must establish administrative practices and procedures for the committee and must carry out any duties required under the Municipal Elections Act, 1996, to implement the committee's decisions.

Staffing and Funding

Staff from the clerk's office must provide administrative support to the committee. Council or the local board, as the case may be, must otherwise pay all costs in relation to the committee's activities.

Compensation

Compensation for members of the Kingston Election Compliance Audit Committee (2022–2026) will be $220 per meeting attended, including any orientation meeting(s) that may be held. There will be no additional compensation for mileage.

Committee Meetings

All meetings of the committee must be open to the public and the clerk must give reasonable notice of the meetings to the applicable candidate, third party advertiser or contributor, as the case may be, the clerk, the secretary of the local board (if applicable), the applicant and the public. The clerk may use the City's website to give notice of the meetings to the public.

Regular Meeting Frequency: as required.

Reporting To: Arts and Culture Advisory Committee.

Composition:

  • at least two members of the Arts Advisory Committee; and
  • seven to nine residents, as follows:
    • two artists active in the community that can include one emerging artist and/or student artist;
    • three other art professionals (curators, gallery directors, administrative, executive and/or artistic directors, arts programmers, educators, conservators, etc.) who have a thorough knowledge of contemporary visual and/or public art, and who are established in the arts community;
    • one urban designer (architects, landscape architects, designers or ▪ others);
    • one developer recognized by the community;
    • one member of the business community; and
    • one general member of the community.

The subcommittee must be chaired by a member who is a member of the Arts Advisory Committee.

Term of Appointment: annual, with no member to serve more than three consecutive terms.

Advice Requested: to support the implementation of the City's Public Art Program that facilitates the creation of contemporary public art by emerging and established artists through commissions and artist collaborations and contributes to developing a vibrant public realm in the City of Kingston and enhances a sense of community across the City of Kingston, in the downtown, suburban, rural, and natural areas.

The subcommittee is responsible for:

  • reviewing processes, policies, plans related to the City's Public Art Program, including the renewal of the Public Art Master Plan, updates to the Public Art Policy, and the public art proposed for sites, developments or projects falling with the City's responsibility, in order to make recommendations to staff;
  • acting as a resource to staff, City departments and agencies, the arts community, partners including developers, and residents;
  • advising on the development and implementation of maintenance for the public art collection and for accessioning and de-accessioning of works associated with the Public Art Policy and Civic Collections Policy in coordination with the Kingston Heritage Programs Committee;
  • reviewing donation requests for public art in order to make recommendations to staff;
  • providing expertise, fair advice and guidance to staff on matters involving public art;
  • raising awareness and understanding of the importance of public art in the City of Kingston;
  • reviewing, nominating and approving individuals to be members of Art Selection Juries; and
  • advising City staff as to the changing conditions and impact of broader policies, programs, and regulations on the Kingston arts sector.

Regular Meeting Frequency: as required.

Reporting To: Kingston Heritage Properties Committee.

Composition: four residents.

Term of Appointment: annually.

Advice Requested: to research information to support the designation of properties under the Ontario Heritage Act or the listing of properties on the City's Heritage Properties Registry.

The subcommittee is responsible for:

  • supporting owners of heritage properties through information sharing and education;
  • supporting roundtable events where matters of interest to heritage property owners can be discussed; and
  • sharing ideas regarding approaches to heritage property management and conservation.

Regular Meeting Frequency: as required.

Reporting To: Arts and Culture Advisory Committee.

Composition: five to seven residents with a range of expertise and perspectives relevant to the local music scene, including musicians, presenters and broadcasters as well as people who play supporting roles related to the local music scene through production and promotion.

The subcommittee must be chaired by a member of the Arts and Culture Advisory Committee and include at least three members of the Arts and Culture Advisory Committee, one of whom is a member of council. Members may include appointees who are not members of the Arts and Culture Advisory Committee.

Term of Appointment: annually.

Advice Requested: to support the successful delivery of YGK Music, an annual program designed to promote local music and musicians through curated playlists to be made available online on the City website and Visit Kingston website, through the City's call waiting system, and through various City-owned properties, where appropriate. The subcommittee will be responsible for following the selection process as defined and for working with City staff to create the curated playlists for distribution.

The subcommittee will be responsible for:

  • following the selection process as defined and for working with City staff to create the curated playlists for distribution:
    • Kingston Sounds:
      • reviewing and listening to all submissions and selecting 20 musicians to be featured; and
      • curating the Kingston Sounds playlist to be inclusive of contemporary (rock, pop, dance, electronic, hip-hop and indie music) and traditional (classical, jazz, blues, folk and world music) genres.
    • Music on Hold:
      • reviewing and listening to all submissions and selecting 10 musicians to be featured; an
      • curating the Music on Hold playlist to feature instrumental music, including jazz and classical; and
  • helping to develop support material about the artists to be featured for the purposes of public education and artist promotion.

Regular Meeting Frequency: as required.

Reporting To: Arts and Culture Advisory Committee.

Composition: five to seven residents with a range of expertise and perspectives, who are respected, knowledgeable and representative of a spectrum of artistic practices.

The subcommittee must be chaired by a member of the Arts and Culture Advisory Committee and include at least three members of the Arts and Culture Advisory Committee, one who is a member of council. Members may include appointees who not members of the Arts and Culture Advisory Committee.

Term of Appointment: annually, with no member allowed to serve more than two consecutive years and each year, the subcommittee may include up to two members who served in the previous year.

Advice Requested: to identify and select award recipients in accordance with the program criteria as defined.

The subcommittee is responsible for:

  • selecting receipts of the Creator Award (up to three per year), Arts Champion Award (up to one per year) and Limestone Arts Legacy Award (up to one per year); and
  • providing a short-written statement (80 to 150 words) identifying and briefly describing the reason for each award.

Meeting Frequency: as required.

Other Information:

Creator Award

Creator Award recipients are living individual artists. Active creative collectives and arts organizations are also eligible. Recipients must reside and/or work in and be active in the City of Kingston at the time of the award. As Creator Award program administrators, the City's Arts & Culture Services Department and Kingston Arts Council programs and employees are not eligible for consideration.

Creator Award recipients must:

  • create works of art of outstanding artistic merit and achievement;
  • create art of a distinctive, powerful artistic voice or character;
  • create art that offers vivid expression of the civic context;
  • create art that enriches and inspires the City of Kingston art scene;
  • be an active, contributing and respected member of the artistic community; and
  • bring a distinguished profile to Kingston's arts presence and influence beyond the region.

Recognition may be for recent achievement, for a body of work produced over years, or for lifetime achievement. Creator Awards must, over time, recognize high achievement in a range of art forms and reflect diverse cultures active in the City of Kingston.

Arts Champion Award

Arts Champion Award recipients are living individuals, non-arts organizations or businesses that advance the arts in the City of Kingston.

Arts Champion Award recipients must:

  • make an extraordinary contribution to the arts in the City of Kingston through sustained volunteer efforts in arts advocacy, operations, education, philanthropy, sponsorship and/or creative leadership;
  • through their actions, inspire others to contribute to and participate in the arts; and
  • have a strong record of increasing the health, profile and impact of the arts.

To sustain the value of this award, the subcommittee may or may not give this award in any given year.

Limestone Arts Legacy Award

Limestone Arts Legacy Award recipients are individuals of the City of Kingston's artistic past who have made a substantial, lasting contribution to advancing the arts in the City of Kingston. This is a posthumous award.

Limestone Arts Legacy Award recipients must have:

  • made a profound impact on the arts in the City of Kingston though sustained contributions as artists and/or arts leaders;
  • created new transformative initiatives in the arts; and
  • enlivened and inspired the cultural environment of the City of Kingston, increasing participation, creation and/or appreciation of the arts.

To sustain the value of this award, the subcommittee may or may not give this award in any given year.

Reporting To: Arts and Culture Advisory Committee.

Composition: three to five residents, which may include the outgoing Poet Laureate, writers, publishers, book sellers, teachers, librarians, journalists, and/or any member the public with suitable knowledge of poetry, and must include at least one member of the Arts and Culture Advisory Committee.

Term of Appointment: term of council.

Advice Requested: to deliberate and identify a candidate for Poet Laureate in accordance with the eligibility and appointment criteria.

The subcommittee is responsible for:

  • deliberating and identifying a candidate in accordance with the eligibility and appointment criteria as defined;
  • working with City staff to confirm the willingness of their candidate to serve in this role and has the authority, on behalf of council, to appoint the Poet Laureate they have selected; and
  • providing a short-written statement (80 to 150 words) highlighting the reasons for their selection.

Regular Meeting Frequency: as required.

Other Information:

In order to be eligible for Poet Laureate, candidates must:

  • hold a record of high achievement in poetry demonstrated by peer and/or public recognition.
  • have published a minimum of one book of poetry (not including self-publication), and other publications that display literary excellence.
  • live and/or work in the City of Kingston. If the Poet Laureate leaves the City of Kingston permanently or is absent for a period greater than one year during their term, the subcommittee will be deemed to revoke the Poet Laureate's appointment.
  • be willing to fulfill the responsibilities of the position.

Appointment Criteria:

  • the quality and character of the poet's work;
  • significant contribution to poetry and the literary life of the City of Kingston;
  • knowledge and understanding of Kingston indicating a capacity to capture the life, times and place in poetry; and
  • personal qualities and stature to effectively fulfill the ambassadorial duties of the Poet Laureate.

Reporting To: council.

Composition:

  • the Countryside District member of council and one additional member of council;
  • two rural residential residents;
  • two rural agricultural residents; and
  • one resident who carries on a rural business (farm or non-farm).

Term of Appointment: two-year appointments in accordance with the Public Appointment Policy.

Assistance Requested: to represent the interests of the City of Kingston's rural residents and businesses, including farms, as they relate to rural community, business development and agricultural matters.

The working group must examine issues of interest or impact to the rural community, including:

  • local food and local food production;
  • municipal services/infrastructure;
  • use of public land;
  • environmental issues;
  • rural economic development opportunities;
  • emergency services, access to health and social services and service delivery in rural areas; and
  • proposed or existing federal or provincial legislation, policies and programs.

The working group must give advice as required on issues of interest or impact to the rural community, businesses and agricultural field including:

  • municipal studies, plans, bylaws and proposed projects that may have potential rural implication;
  • development of policies and programs;
  • implementation of federal and provincial legislation and programs;
  • strategies to improve the delivery of municipal services, programs and information and ways in which these strategies can meet the needs of rural residents; businesses and agriculture; and
  • rural land stewardship programs or proposed projects of the city in relation to the Kingston Solar (LP) Community Benefit Fund.

The working group must receive feedback from the rural community and provide advice to City staff regarding the disbursement of funds from the Kingston Solar (LP) Community Benefit Fund.

The working group must provide feedback to the Rural Economic & Community Development Manager regarding the Rural Kingston Economic Strategy and Council strategic priorities.

The working group must review and recommend appropriate means and methods of communicating City information to rural residents, businesses and the agriculture field, including the promotion of two-way communication with the City.

Regular Meeting Frequency: no less than four times per year.

Reporting To: council.

Composition:

  • one member of Alderville First Nation to be requested for selection by Chief and members of Council of the Alderville First Nation and brought forward through the Nominations Committee of the City for affirmation and appointment;
  • one member of the Mohawks of the Bay of Quinte to be requested for selection by Chief and members of Tyendinaga Mohawk Council and brought forward through the Nominations Committee of the City ;
  • three Indigenous residents to be brought forward through an open nominations process and then selected by Indigenous residents through a culturally supported selection process facilitated by First Peoples Group, and the three members will then be brought forward through the Nominations Committee of the City for affirmation and appointment;
  • three residents with interest in assisting to build inclusive history, with an understanding of the shared responsibility of reconciliation, and a commitment to fostering equity, diversity and inclusion in the history and stories Kingston shares as a community, and these working group members will be appointed through the City's nominations process which includes public notice, the review of applications by the Nominations Committee and final approval made by council.

Term of Appointment: until the end of 2022 or until the final recommendations have been presented to council, at which time council is deemed to dissolve the working group.

Assistance Requested: The working group must consider the history and legacy of Sir John A. Macdonald in the City of Kingston and develop interpretive text that addresses issues specific to that history and legacy that can be shared across various platforms, on-site at Kingston City Hall, online through the City's website, on interpretive panels located in relation to local landmarks managed by the City and at other locations as appropriate. The working group must be available to advise council on matters related to the history and legacy of Sir John A. Macdonald in the City of Kingston where appropriate and requested.

The working group must participate in the community working sessions providing feedback and ideas on the future interpretive use of the location in City Park where the statue of Sir John A. Macdonald was previously located. The working group must also consider the output of engagement and consultation with Indigenous community members around the potential future installation of the Sir John A. Macdonald statue at the Cataraqui Cemetery and if appropriate draft interpretive text to assist with the contextualizing of the statue in this location.

The working group must also offer suggestions to council on additional ways that the history and legacy of Sir John A. Macdonald in Kingston could be shared through interpretive installations, educational programming and/or at community events.

The working group must represent diverse perspectives and work to build consensus, with membership coming from the City of Kingston community including Indigenous non-Indigenous community members. The working group must also include two additional members representing the Alderville First Nation and the Mohawks of the of Quinte. The working group must support the City's efforts in taking meaningful steps to address issues of systemic racism and the negative impacts of colonial policies and practices in the histories that are shared about the City of Kingston and the lands on which it is located.

City staff in the Heritage Services Department will provide administrative support such as meeting coordination including circulating agendas and taking minutes, as well as provide advice on strategic documents such as the Cultural Heritage Strategy, Kingston Commemorations Strategy, and Civic Collections and Municipal Museums Policy. Facilitation support will be provided by First Peoples Group. The working group may request outside technical and advisory support as needed to fulfill its mandate, such requests for supplemental support will be facilitated by City staff and First Peoples Group, as appropriate.

The working group must:

  • critically review the existing text on the City's website, interpretive materials as well as on plaques and panels located adjacent to local landmarks managed by the City and related to Sir John A. Macdonald (complete);
  • develop interpretive text that addresses issues specific to the history and legacy of Sir John A. Macdonald in the City of Kingston that can be shared across various platforms and that adds to and balances the ways local history is written, interpreted and shared (draft text to be completed by end of 2021); and
  • participate in the working sessions with the general public focused on interpretive ideas for the prior location of the statue in City Park (fall/winter 2021);
  • develop a set of guiding principles to be referenced by City staff when developing future content that represents and interprets local history (spring 2022);
  • make suggestions to council for additional ways that the history and legacy of Sir John A. Macdonald in the City of Kingston could be shared through interpretive installations, educational programming and/or at community events moving forward (spring/summer 2022);
  • consider the output of engagement and consultation with Indigenous community members around the potential future installation of the Sir John A. Macdonald statue at the Cataraqui Cemetery and if appropriate draft interpretive text to assist with the contextualizing of the statue in this location (by end of 2022);
  • consider the feedback received as part of the projects Engage for Change and Your Stories, Our Histories (ongoing); and
  • consider the diverse demographics and backgrounds of residents as well as adjacent Nations and Indigenous communities (ongoing).

Regular Meeting Frequency: The working group meeting format and associated work planning will be supported by First Peoples Group (until end of Q1, 2022) and City staff from the Heritage Services Department. The working group must meet as required, both in-person and virtually.

Reporting To: Council.

Composition:

  • two members of council;
  • City administration;
  • city bylaw enforcement staff;
  • an administrative representative (non-student) from each of Queen's University, St. Lawrence College and the Royal Military College;
  • a representative from the Queen's University Alma Mater Society who represents undergraduate students;
  • a representative from the Society of Graduate and Professional Students of Queen's University who represents graduate students;
  • a representative from the student government at St. Lawrence College known as Student Association who represents college students;
  • a representative from the student government from the Royal Military College of Canada who represents college students; and
  • one landlord or property manager.

Term of Appointment: two-year appointments in accordance with the Public Appointment Policy, with student representatives having one-year appointments due the nature of their studies.

Assistance Requested: to represent the interests of the town-gown community as they relate to the member organizations.

The working group must examine issues of interest or impact to the City, member post-secondary organizations and the community including:

  • housing;
  • economic development;
  • experiential learning opportunities;
  • community involvement and off campus student activities;
  • health and safety; and
  • public education on shared initiatives and priorities.

The working group must give advice as required on issues of interest or impact to City, member post-secondary organizations and the community including:

  • improving communications across the working group member organizations
  • identifying opportunities and concerns related to campus/community interactions, solutions and outcomes;
  • increasing accountability of students and landlords with respect to off campus behaviors and their impact on the community;
  • addressing community quality of life concerns;
  • developing recommendations to enhance town gown relations; and development of policies and programs.

The City's Manager of Intergovernmental Relations will provide administrative support such as meeting coordination including circulating agendas and taking notes. The working group may request outside technical and advisory support as needed to fulfill its mandate, such requests for supplemental support will be facilitated by City staff.

Regular Meeting Frequency: no less than four times per year.

Reporting To: council

Composition:

  • one member of council;
  • no less than two and no more than four residents who are members of the Francophone community, with consideration given to including at least one resident who is a representative of the newcomer Francophone community;
  • a representative from the Association canadianne-français de l'Ontario Conseil regional des Mille-Iles (ACFOMI);
  • a representative from the Conseil des écoles catholiques du Centre-Est;
  • a representative from the Conseil des écoles publiques de l'Est de l'Ontario;
  • a representative from the Centre culturel Frontenac;
  • a representative from the Réseau de Soutien à l'Immigration Francophone de l'Est de l'Ontario;
  • a representative from the Queen's University Club Francophone;
  • a representative from the Kingston Military Family Resource Centre or the administration of the Canadian Forces Base Kingston; and
  • a representative from a French-language childcare service provider located in Kingston.

Term of Appointment: remaining term of council, expiring November 14, 2026.

Assistance Requested: to represent the interest of the Francophone community in Kingston in general, and as they relate to the organizations represented on the working group.

The term of the working group will expire on November 14, 2026, with a final staff brought to the 2026-2030 term of Council in Q1 2027. The goal for the term is for city staff to bring together the various communities that represent the Francophone community so that the community can represent and advocate independently for its concerns to the appropriate levels of government.

The working group must examine issues of interest or impact to the City, member organizations, and the community including:

  • trends, policies, projects and initiatives within Kingston's Francophone communities that can contribute to the social, economic and cultural vitality of Kingston;
  • opportunities for the City to work with Francophone communities to promote existing French-language programming and events and increase the availability of dedicated French-language programming; and
  • increasing access to City services in French for members of the local Francophone communities as well as Francophone visitors to Kingston.

The working group must give advice as required on issues of interest or impact to City, member organizations, and the community including:

  • increasing collaboration between the City and Francophone organizations to publicize existing French programming and events and produce City communications content in French, especially emergency services messaging;
  • advising on the need for dedicated French language programming via City recreation, social services, and cultural programs and through partner organizations;
  • examining City initiatives, events and policies through a Francophone lens; and
  • inviting outside agencies and organizations to engage in discussion with the working group to share information and provide feedback regarding the needs of the Francophone community in service provision.

Staff from the City Clerk's Department and Community Development and Wellbeing Department will provide administrative support such as meeting coordination including circulating agendas and taking notes. The working group may request outside technical and advisory support as needed to fulfill its mandate, such requests for supplemental support will be facilitated by City staff.

Where possible, the working group will conduct its business in French, including but not limited to the production of meeting agendas, notes, and documents in both English French. Meeting proceedings may occur in French, with recognition that some meeting participants may require proceedings in English.

Regular Meeting Frequency: no less than four times per year.

The City of Kingston acknowledges that we are on the traditional homeland of the Anishinabek, Haudenosaunee, and the Huron-Wendat, and thanks these nations for their care and stewardship over this shared land.

Today, the City is committed to working with Indigenous peoples and all residents to pursue a united path of reconciliation.

Learn more about the City's reconciliation initiatives.

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