~ TERMS of REFERENCE ~
For adoption - April 2002

COUNCIL OPERATION

The Breadalbane Municipal Council conducts its normal operations through:

1. meetings of the Council held as required and/or at least on the first Wednesday of every "odd numbered" month- ie. January, March, May, July, September, November;
2. meetings of working Committees composed of appointed Councilors & volunteer residents, held as required and/or at least on the first Wednesday of every  "even numbered" month- ie. February, April, June, August, October, December; and
3. public meetings with residents which include:
• required annual general meeting in March of each year which is required under the PEI Municipalities Act;
• special meetings, as necessary, called at the discretion of Council.

Meetings of Council & the various Committees are open to all residents of Breadalbane.

COUNCIL ORGANIZATION

1. Each Councilor holds a seat (as either Committee Chair, Committee Vice-Chair, or Committee Secretary) on several Committees to which they are appointed annually by the Chair of the Council.
2. Each Committee operates independently and in accordance with the Committee's prearranged composition, objectives & responsibilities.
3. Each Committee is accountable to the Council, as a whole, and to other Committees, as required, to ensuring an accountable & efficient operation which is responsive to the needs & desires of the Community.
4. Each Committee presents a written update & progress report to the Council at every Council meeting.

COMMUNICATIONS COMMITTEE
TERMS OF REFERENCE
Municipality of Breadalbane

The Communications Committee is appointed in January of each year of Council's operation and is responsible for the following:

A. COMPOSITION of COMMUNICATIONS Committee

1. The Communications Committee shall be comprised of three (3) members from the Council. They shall be appointed by the Chair of the Council who shall designate one (1) member to be Chair, one (1) member to be Vice-Chair, and one (1) member to be Secretary.
2. In addition, there shall be a maximum of three (3) residents selected by Council as members of the Communications Committee.
3. The quorum for the Committee shall be three (3), at least two (2) of whom shall be from Section A.1 above.

B. OBJECTIVES of COMMUNICATIONS Committee

The Communications Committee shall supervise the communications & public-relations affairs of the Municipality with the following objectives:

1. To provide communications & public-relations advice and information to the Council so that the Council can fulfill its obligations pursuant to Municipalities Act of Prince Edward Island.
2. To ensure that communications & public-relations of the Municipality are conducted in a professional, effective and businesslike manner.
3. To ensure that the maximum impact is obtained from all communications & public-relations messages.
4. To ensure that long-range planning and forecasting are undertaken to enable informed decisions on major communications & public-relations matters.

C. RESPONSIBILITIES of COMMUNICATIONS Committee

Without limiting the generality of the responsibilities of the Communications Committee in communications & public-relations matters, it shall have the following responsibilities:

1. To provide advice to the Chair of Council, and to advise Council, on all communications & public-relations matters affecting the Municipality.
2. To receive, review & approve communications & public-relations materials & submissions relating to the Municipality prior to presentation to Council.
3. To prepare an annual communications budget forecast & spending plan for submission to the Finance Committee and Council.
4. To determine whether proposed communications & public-relations materials & submissions are necessary and to recommend accordingly to Council.
5. To monitor the communications & public-relations status of specific activities or projects as the need to monitor is determined from time to time by Council.
6. To advise the Council on specific matters relating to emergency communications & public-relations needs.
7. To make decisions on behalf of Council on communications & public-relations policies and practices in accordance with Council directives and decisions.
8. To review on behalf of the Council all communications & public-relations materials, submissions, contracts, agreements, or other instruments involving the communications & public-relations affairs of the Municipality which are to be presented to Council and to make recommendations to the Council regarding appropriate action.
9. To assume such other responsibilities as from time to time may be delegated by the Council including but not restricted to: the monthly column in the Northern Star; periodic flyers & notices delivered to residents' mailboxes; annual Breadalbane Day festivities; and, the Christmas Lighting contest.

FACILITIES COMMITTEE
TERMS OF REFERENCE
Municipality of Breadalbane

The Facilities Committee is appointed in January of each year of Council's operation and is responsible for the following:

A. COMPOSITION of FACILITIES Committee

1. The Facilities Committee shall be comprised of three (3) members from the Council. They shall be appointed by the Chair of the Council who shall designate one (1) member to be Chair, one (1) member to be Vice-Chair, and one (1) member to be Secretary.
2. In addition, there shall be a maximum of three (3) residents selected by Council as members of the Facilities Committee.
3. The quorum for the Committee shall be three (3), at least two (2) of whom shall be from Section A.1 above.

B. OBJECTIVES of FACILITIES Committee

The Facilities Committee shall supervise & oversee the maintenance & repair of all facilities owned & operated by the Municipality with the following objectives:

1. To provide facilities advice and information to the Council so that the Council can fulfill its obligations pursuant to Municipalities Act of Prince Edward Island.
2. To ensure that the facilities of the Municipality are operated safely, maintained properly, & repaired expeditiously in a professional, effective and businesslike manner.
3. To ensure that maximum utilization is obtained for all of Municipal facilities.
4. To ensure that long-range planning and forecasting are undertaken to enable informed decisions on major facilities matters.

C. RESPONSIBILITIES of FACILITIES Committee

Without limiting the generality of the responsibilities of the Facilities Committee in these matters, it shall have the following responsibilities:

1. To provide advice to the Chair of Council, and to advise Council, on all facilities matters affecting the Municipality.
2. To receive, review & approve facilities proposals, projects & submissions relating to the Municipality prior to presentation to Council.
3. To prepare an annual facilities' budget forecast & spending plan for submission to the Finance Committee and Council.
4. To propose, review & determine whether facilities' projects & submissions are necessary and to recommend accordingly to Council.
5. To monitor the status of specific facilities' activities or projects as the need to monitor is determined from time to time by Council.
6. To advise the Council on specific matters relating to emergency facilities' needs.
7. To monitor & enforce facilities' rental policies & usage procedures in accordance with Council directives and decisions.
8. To review on behalf of the Council all facilities' proposals, projects, materials, submissions, contracts, agreements, or other instruments involving the facilities of the Municipality which are to be presented to Council and to make recommendations to the Council regarding appropriate action.
9. To assume such other responsibilities as from time to time may be delegated by the Council including but not restricted to: the community park & playground equipment; the multi-sport court including nets & related equipment; the community walking trail; and, the community Centre building, grounds, & parking lot.
10. Ensure that proper equitable & fair tendering procedures are provided annually for snow clearing & grass cutting.

FINANCE COMMITTEE
TERMS OF REFERENCE
Municipality of Breadalbane

The Breadalbane Municipal Council shall appoint a Finance Committee in January of each year of operation in accordance with the following terms:

A. COMPOSITION of FINANCE Committee

1. The Committee shall be comprised of three (3) members from the Council. They shall be appointed by the Chair of the Council who shall designate one (1) member to be Chair and one (1) member to be Vice-Chair.
2. The Municipal Administrator shall serve as a non-voting Secretary of this Committee.
3. In addition, there shall be two (2) ex-officio members as follows:
   a. The Chair of the Municipal Council
   b. The Vice-Chair of the Municipal Council
4. The quorum for the Committee shall be three (3), at least two (2) of whom shall be from Section A.1. above.

B. OBJECTIVES of FINANCE Committee

The Finance Committee shall supervise the fiscal affairs of the Municipality with the following objectives:

1. To provide financial advice and information to the Council so that the Council can fulfill its obligations pursuant to Municipalities Act of Prince Edward Island.
2. To ensure that the financial transactions of the Municipality are conducted in an effective and businesslike manner.
3. To ensure that maximum revenue can be obtained from monies available for investment.
4. To ensure that long-range planning and forecasting are undertaken to enable informed decisions on major financial matters.

C. RESPONSIBILITIES of FINANCE Committee

Without limiting the generality of the responsibilities of the Finance Committee in financial matters, it shall have the following responsibilities:

1. To advise the Council on all financial matters affecting the Municipality.
2. To receive and review the audited financial statements of the Municipality prior to presentation to the Council.
3. To provide advice to the Chair of the Municipal Council on financial matters.
4. To prepare & approve an overall annual operating budget forecast of anticipated revenues, estimated expenses, & spending plan before submission to the Council.
5. To determine whether revised Committee budgets are necessary and to recommend accordingly to the Council.
6. To monitor the financial status of specific activities, projects and Committee as the need to monitor is determined from time to time by the Council.
7. To advise the Council on specific matters relating to emergency financial needs.
8. To make decisions on behalf of the Council on investment policies and practices in accordance with Council directives and decisions.
9. To review on behalf of the Council all Committee budgets & spending plans, contracts, agreements, deeds or other instruments involving the financial affairs of the Municipality which are to be presented to the Council and to make recommendations to the Council regarding appropriate action.
10. To assume such other responsibilities as from time to time may be delegated by the Council.

RESOURCES COMMITTEE
TERMS OF REFERENCE
Municipality of Breadalbane

The Resources Committee is appointed in January of each year of operation and is responsible for the following:

A. COMPOSITION of RESOURCES Committee

1. The Resources Committee shall be comprised of three (3) members from the Council. They shall be appointed by the Chair of the Council who shall designate one (1) member to be Chair, one (1) member to be Vice-Chair, and one (1) member to be Secretary.
2. In addition, there shall be a maximum of three (3) positions selected by Council as members of the Resources Committee, of which one (1) position may be filled by a "non-resident" Director from the Board of the Friends of the Breadalbane Library.
3. The quorum for the Resources Committee shall be three (3), at least two (2) of whom shall be from Section A.1 above.

B. OBJECTIVES of Resources Committee

The Resources Committee shall supervise & oversee the operational affairs of, but not limited to, the Branch Library & CAP site (Community Access Program) for the Municipality with the following objectives:

1. To provide resources advice and information to the Council so that the Council can fulfill its obligations pursuant to Library & CAP agreement(s) with the respective Prince Edward Island organizations.
2. To ensure that operations of all resources, including the Branch Library & CAP site,  within the Municipality are conducted in a professional, effective and businesslike manner.
3. To ensure that the all resources, the Branch Library & CAP site are achieving their full potential & optimal utilization.
4. To ensure that long-range planning and forecasting are undertaken to enable informed decisions on major Resources & CAP matters.

C. RESPONSIBILITIES of RESOURCES Committee

Without limiting the generality of the responsibilities of the Resources Committee in resource management matters, it shall have the following responsibilities:

1. To provide advice to the Chair of Council, and to advise Council, on all resources matters affecting the Municipality.
2. To receive, review & approve resource programs, materials, & submissions relating to the Municipality prior to presentation to Council.
3. To prepare an annual resources budget forecast & spending plan for submission to the Finance Committee and Council.
4. To determine whether proposed resource programs & submissions are necessary and to recommend accordingly to Council.
5. To monitor the status of specific resource activities (including Library and CAP projects) as the need is determined from time to time by Council.
6. To advise the Council on specific matters relating to emergency resource(s) needs.
7. To make decisions on behalf of Council on resource policies and practices in accordance with Council directives and decisions.
8. To review on behalf of the Council all resource materials, submissions, contracts, agreements, or other instruments involving the resources affairs of the Municipality which are to be presented to Council and to make recommendations to the Council regarding appropriate action.
9. To assume such other responsibilities as from time to time may be delegated by the Council including but not restricted to: staffing for the CAP site; making recommendations for CAP computer equipment maintenance, repair and/or replacement; liaising with the Friends of the Breadalbane Library and their fund-raising activities.

COUNCIL -  Operation, Organization & Procedures  :  TOP
COMMITTEES -  Communications  :  Facilities  :  Finance  :  Resources