Niagara Road 12 Landfill Site Citizen's Liaison Committee - Terms of Reference as Amended 2009

Preamble

The Niagara Road 12 Citizen Liaison Committee was formed in 1994 by the Board of Management that was administered by Towns of Grimsby, Lincoln, Pelham and the Township of West Lincoln. The goal of the Citizen Liaison Committee was to assist the Board of Management in its efforts to evaluate and implement a Solid Waste Disposal Site that was consistent with Provincial policies, at the preferred Niagara Road 12 candidate site located on Concession Road #7 in the Township of West Lincoln. The Niagara Road 12 Landfill Site opened in October 1995.

On January 1, 1997, Niagara Region assumed jurisdiction for the Niagara Road 12 Landfill Site. The primary focus and the purpose of the Citizen Liaison Committee remains consistent with the original Terms of Reference for the Citizen Liaison Committee.

Goal

To assist Niagara Region in its efforts to operate the Niagara Road 12 Landfill Site.

Mandate

The Citizen Liaison Committee is a "Citizens" Committee established by the former Board of Management. It reports to Regional Council through the Waste Management Planning and Steering Committee and the Planning and Development Committee and Public Works Committee on matters related to the operation of the landfill site. The primary focus of the Citizen Liaison Committee is to address impacts of the Niagara Road 12 landfill site on the surrounding community and the solutions to those impacts to be proposed by the Niagara Region. In addition, the Citizen Liaison Committee shall address public education and shall comment on the day-to-day activities at the Niagara Road 12 Landfill Site.

Purpose

The purpose of the Citizen Liaison Committee is to:

  1. Review and comment on study results and reports, plans and other related documents regarding the Niagara Road 12 Landfill Site.
  2. Provide a route for ongoing public input into Niagara Region studies that could impact on the operations and use of the Niagara Road 12 Landfill Site.
  3. Examine operations at the Niagara Road 12 Landfill Site and provide comments related to those operations, the monitoring program and closure and end use plans.

Composition

  1. The Citizen Liaison Committee shall be composed of up to seven residents of the area immediately surrounding the landfill site, in the Township of West Lincoln and in the Town of Grimsby, together with four municipal representatives: one each from the Township of West Lincoln, Town of Grimsby, Town of Pelham and the Town of Lincoln.
  2. The Citizen Liaison Committee's membership shall be approved by Council every term of Regional Council. The criteria to be used by Niagara Region for selection shall be:
    1. representation from citizens living near the landfill, directly affected by the operation of the waste disposal site;
    2. representation from the organizations and ratepayers' groups that have expressed an interest in becoming involved in the Citizen Liaison Committee, and;
    3. elected representatives from each of the four above noted municipalities.
  3. In the event that a Citizen Liaison Committee member is to be replaced, the new member will be nominated by the Citizen Liaison Committee in accordance with composition requirements of the Terms of Reference and shall be based on the criteria set out in 4.2 above. This decision must be ratified by Niagara Region Council through the Waste Management Planning and Steering Committee and the Planning and Development Committee and Public Works Committee.

Officers

The Chairperson and one Vice Chairperson will be elected by the Citizen Liaison Committee at the first meeting of each year. The Chairperson shall be elected from the area residents who are members of the Citizen Liaison Committee. The majority of members of the current membership must be present at the meeting at which the officers are elected.

Regional Staff Liaison and Support Services

  1. The Niagara Region staff liaison to the Committee will provide administrative, procedural, and/or technical assistance to the Citizen Liaison Committee. The Staff Liaison will coordinate involvement of the four Municipalities and outside agencies, as necessary, and direct Citizen Liaison Committee Minutes to the Waste Management Planning and Steering Committee and the Planning and Development Committee and Public Works Committee.
  2. The Staff Liaison will coordinate all requests for the Citizen Liaison Committee's advice, including requests from the four Municipalities, through the Citizen Liaison Committee's agenda. Citizen Liaison Committee responses to such requests shall also be co-ordinated by the Staff Liaison, either directly or through a report to the Waste Management Planning and Steering Committee and the Planning and Development Committee and Public Works Committee.
  3. Secretarial and other available support services to prepare minutes and agendas will be provided by Niagara Region.
  4. Study consultants may be asked to attend Citizen Liaison Committee meetings at the discretion of Niagara Region.
  5. The Citizen Liaison Committee shall have an operating budget to be used for valid Citizen Liaison Committee purposes as detailed in the budget approved by Niagara Region for the current year. The Citizen Liaison Committee shall submit a budget request each year to Niagara Region. The maximum funding available in any calendar year is $6,000.
  6. There shall be no compensation payable to the members of the Citizen Liaison Committee for time expended.

Meetings

  1. The Citizen Liaison Committee shall meet up to four times per year. The Majority of the members of the current membership, as of the date of the meeting, shall constitute a quorum.
  2. A meeting schedule shall be prepared for one year (when possible), and will be forwarded to the Waste Management Planning and Steering Committee and the Planning and Development Committee and Public Works Committee for information. Additional meetings may be scheduled at the discretion of the Citizen Liaison Committee.
  3. The location of meetings shall be at the Niagara Road 12 Landfill Site, or at other locations, as designated by the Citizen Liaison Committee.
  4. The meetings of the Committee and any of its Sub-Committees shall be open to the public.
  5. The Chairperson shall not vote except in the case of a tie vote, in which case, the Chairperson shall cast the deciding vote.
  6. The Citizen Liaison Committee meetings will be governed by Niagara Region's Procedural By-Law No. 120-2010. A by-law governing the Proceedings of the Regional Council and its Committees, the Conduct of its Members and the Calling of Meetings as amended.

Minutes and Agendas

Staff will prepare Citizen Liaison Committee meeting agendas. Citizen Liaison Committee meeting minutes will be prepared by staff and forwarded to each Citizen Liaison Committee member at least five days prior to the meeting at which the minutes are to be adopted. Members will advise staff in advance of any amendments that they believe are required to the minutes. Staff will then submit the minutes to the Waste Management Planning and Steering Committee and the Planning and Development Committee and Public Works Committee for information and action as appropriate.

Amendments to the Terms of Reference

The majority of the current membership of the Citizen Liaison Committee must be present at the meeting at which any proposed amendments to the Terms of Reference are submitted for endorsement by the Citizen Liaison Committee. Proposed amendments to the Terms of Reference must be submitted to Regional Council through the Waste Management Planning and Steering Committee and the Planning and Development Committee and Public Works Committee for ratification before adoption.

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