Committees & Commissions

Committees

Finance and Audit Standing Committee

Purpose

  1. To review the City’s financial processes and liaise on behalf of Council with the City’s external auditor
  2. To oversee the City’s financial reporting and disclosure processes
  3. To monitor choice of accounting policies and procedures
  4. To oversee hiring, monitor performance and ensure independence of the City’s external auditor
  5. To meet with the City’s external auditor at the start of the annual audit and again at the end of the audit prior to the presentation of the audit to Council, to discuss concerns or issues relating to the financial management of the City
  6. To monitor internal control and auditing processes and oversee the performance of the internal audit function
  7. To oversee regulatory compliance and ethics
  8. To consult with City management on risk management policies and practices
  9. To review accounts payable cheques on a routine basis, and ensure that the Accounts Payable Cheque Register is available to other members of Council for review at City Hall
  10. To address matters of Human Resources and Purchasing
  11. To make a report to Council in October of each year, which report shall include:
    1. a summary of the activities of the Committee over the past year;
    2. the number of times the Committee met;
    3. the number of times a meeting was cancelled due to lack of Quorum;
    4. the number of recommendations made to Council; and
    5. the number of items referred to the Committee by Council

Composition

As voting members (Chair to be elected by the committee):

  • The Mayor
  • Two (2) members of Council appointed by the Mayor

In a non-voting advisory capacity:

  • Chief Administrative Officer
  • Director of Finance and IT

Terms

As per Council Committee Policy

Meetings

  • Quarterly; and
  • At the beginning of the Audit process; and
  • At the end of the audit process; and
  • At the call of the Chair

Police Standing Committee

Purpose

  1. To review and advise Council on all aspects of the City’s financial and organizational relationship with the Merritt detachment of the Royal Canadian Mounted Police.
  2. To consult with the Officer in Charge of the Merritt RCMP Detachment regarding the Detachment’s operational performance and budget utilization.
  3. To determine, in consultation with the OIC, municipal priorities, operational outcomes and appropriate budgetary allocation to the Merritt RCMP detachment.
  4. To liaise, in conjunction with the Merritt RCMP detachment, with community groups on matters pertaining to policing.
  5. To consider policing-related issues referred by Council.
  6. To consider items referred to Council by the RCMP or the Chief Administrative Officer.
  7. To consider items related to community policing.
  8. To make a report to Council in October of each year, which report shall include:
    1. a summary of the activities of the Committee over the past year;
    2. the number of times the Committee met;
    3. the number of times a meeting was cancelled due to lack of Quorum;
    4. the number of recommendations made to Council; and
    5. the number of items referred to the Committee by Council

Composition

As voting members (Chair to be elected by the committee):

  • The Mayor
  • Two (2) members of Council appointed by the Mayor

In a non-voting advisory capacity:

  • Chief Administrative Officer
  • Director of Finance and IT
  • OIC, Merritt Detachment, or his/her designate

Terms

As per Council Committee Policy

Meetings

  • Quarterly; and
  • At the call of the Chair

Policy Review Standing Committee

Purpose

  1. Review existing policies to determine if they are outdated, unused, or in need of amending
  2. Create new policies as requested by Council
  3. Make recommendations to Council for the rescinding, amending, or creation of City policies
  4. To make a report to Council in October of each year, which report shall include:
    1. a summary of the activities of the Committee over the past year;
    2. the number of times the Committee met;
    3. the number of times a meeting was cancelled due to lack of Quorum;
    4. the number of recommendations made to Council; and
    5. the number of items referred to the Committee by Council

Composition

As voting members (Chair to be elected by the committee):

  • The Mayor
  • Two (2) members of Council appointed by the Mayor

In a non-voting advisory capacity:

  • Chief Administrative Officer
  • Director of Corporate Services

Terms

  • As per Council Committee Policy; or
  • At the pleasure of Council

Meetings

Once every three (3) months or more frequently if required

BC PNP Select Committee

Purpose

The purpose of the BC PNP Committee is to review and make referrals to the Province regarding the applications of entrepreneurs seeking to immigrate to Canada and establish businesses in Merritt as part of the BC Provincial Nominee Program, Entrepreneur Immigration Pilot.

Composition

As voting members (Chair to be elected by the committee):

  • One (1) members of Council
  • One member from Nicola Valley Community Futures
  • One member from the Merritt and District Chamber of Commerce

In a non-voting advisory capacity:

  • City of Merritt Manager of Tourism and Economic Development
  • Mae Ketter, Nicola Valley Community Futures

Mandate

The BC PNP Committee will prioritize those applications which provide the greatest value and opportunity for the citizens of the City of Merritt by considering the following factors:

  • The total amount invested by the entrepreneur;
  • The number of jobs created;
  • The City’s need for the business proposed.

Terms

The term of this committee will run with the City’s involvement in the BC PNP program, which pilot is scheduled to end on December 31, 2021, subject to extension.

Meetings

  • Monthly, as required; and
  • At the call of the Chair

Policy

  • The Committee will appoint a Chair at its first meeting.
  • Agendas will be set by the Chair, in consultation with the Manager of Tourism and Economic Development.
  • Council for the City of Merritt expressly delegates authority to the BC PNP Committee to make referrals to the Province on behalf of the City.
  • The Committee shall report the following information to Council, once quarterly:
    • The number of applications received.
    • The number of applications for which referrals were provided.
    • A summary of the businesses proposed by applicants for which referrals were provided.

Youth Advisory Select Committee

Purpose

  1. To inform Council about important matters affecting youth;
  2. To act as a positive advocate for youth and youth initiatives;
  3. To proactively consider policies, strategies, and proposals which the Committee believes could improve the lives of youth in Merritt;
  4. To actively seek input from youth on matters delegated to the Committee by Council;
  5. To provide leadership experience for youth.

Composition

As voting members, seven residents of the Nicola Valley, age 14-24 (or turning 14 in the year of application), as follows:

  • Two students from Merritt Secondary School (“MSS”)
  • One student from Nicola Valley Institute of Technology (“NVIT”)
  • Four members appointed ‘At Large’.

In the event that the City is unable to secure sufficient representation from students at MSS or NVIT, these positions may be advertised and filled ‘At Large’.

In a non-voting advisory capacity:

  • One member of City Council
  • One School District #58 Trustee
  • Committee Clerk
  • City Staff, as directed by Council

Terms

The term of membership for all voting members will be for the 12-month period from October 1st to September 30th.

Meetings

  1. The first Committee meeting will be chaired by the appointed member of City Council, and at that meeting the Committee must elect a chair for the remainder of the year from among the voting members.
  2. The number of meetings of the Youth Advisory Committee will be determined by the Committee.
  3. Agendas will be set by the Chair and prepared by the Committee Clerk.
  4. Minutes of Youth Advisory Committee meetings will be recorded by the Committee Clerk.
  5. Persons who are not members of the Youth Advisory Committee may attend any open meetings of the Committee.
  6. Where applicable, the Committee will operate in accordance with the “Council Committee Policy” and the “Code of Conduct for Council & Committee Members”.

Age-Friendly and Accessibility Advisory Committee

Purpose

The purpose of the Age-Friendly and Accessibility Advisory Committee is to advise City Council on matters related to the achievement of an age-friendly and accessible City, including the following focus areas set out by the World Health Organization (“WHO”) Global Age-Friendly Cities Framework:

  • Outdoor spaces and buildings;
  • Transportation;
  • Housing;
  • Social Participation;
  • Respect and Social Inclusion;
  • Civic Participation and Employment;
  • Communication and Information; and
  • Community Support and Health Services

Composition

The Advisory Committee shall consist of between seven and nine (7-9) voting members:

  • Two to three (2-3) members of Council, appointed by the Mayor;
  • A minimum of three (3) individuals over age 55 who have an active interest and awareness of the concerns of residents in their age group and persons with disability;
  • Individuals who by reason of age or disability, have firsthand experience with accessibility challenges in the City;
  • Individuals of any age who are involved or have experience in one or more of the eight age-friendly categories identified by the WHO.

In a non-voting advisory and support capacity:

  • Chief Administrative Officer;
  • Depending on the current initiatives of the Committee, the Chief Administrative Officer has authority to invite other City staff to provide support;
  • Committee Clerk

Duties

  • To review the results of the “Our Merritt: Age-Friendly Action Plan” and prioritize, oversee, promote and encourage implementation of that plan;
  • To develop a coordinated approach between local government, citizens, service providers, and community organizations to make the community more age-friendly and accessible;
  • To encourage the community to view policies, projects and programs with an age-friendly and accessibility lens;
  • To monitor funding available for age-friendly or accessibility initiatives, encourage local government or other eligible agencies to apply for this funding, and provide input on funding applications;
  • To monitor changes to age-friendliness and accessibility, with consideration of the impact on people of all generations and abilities;
  • To review and analyze any items directed to the Committee by Council, for the purpose of making recommendations regarding promoting age-friendliness accessibility;
  • To make recommendations to community groups and organizations, including Council on a regular basis to continue age-friendly and accessibility initiatives; and
  • Members of this Committee are expected to be involved in committee activities for approximately ten (10) hours per month, which may include evenings and weekends.

Reporting

The Committee will arrange to report to Council, on at least a semi-annual basis, though the Committee may make arrangements to come before Council more often to meet the needs of the Committee.

Terms

The Term of Committee member appointments will coincide with the term of Council.

Meetings and administration

  1. At the first Committee meeting, members will appoint a Chair by vote.
  2. The Age-Friendly and Accessibility Advisory Committee will meet a minimum of four times per year, or more frequently at the call of the Chair.

Airport Advisory Committee

Purpose

The Airport Advisory Committee will advise and make recommendations to Council on matters related to the Merritt airport. The committee will facilitate participation from local government, city staff, business and community interests in matters associated with the development of the Merritt Community Airport and the areas surrounding the airport.

Composition

5-7 voting members, comprised of:

  • One (1) member of Council appointed by the Mayor
  • Commercial users at the airport
  • Recreational and commercial pilots
  • Members at large with an interest in advancing the airport and surrounding

In a non-voting advisory capacity:

  • Chief Administrative Officer
  • Tourism and Economic Development Manager
  • Manager of Public Works & Engineering

The Committee will encourage the participation of:

  • Emergency services that are stationed at or use the airport: Air Ambulance, Forestry and BC Wildfire Service
  • A representative of owners of lands surrounding the airport

Duties

  • To inform Council on matters concerning the short and long-term of the Merritt Community Airport and surrounding areas.
  • To report directly to Council as per the Council’s vision for the airport
  • To develop opportunities to support the financial self-sufficiency of the airport including researching ways to increase revenue and decrease expenses.
  • To advise Council on issues related to the Airport as they arise.
  • To set out clear goals for the Committee for the term.
  • To liaise with other committees or organizations with overlapping roles and responsibilities.
  • To encourage and support events that promotes the community and commercial involvement in the airport.
  • To act as airport ambassadors.
  • To advise and work with Council to ensure timely maintenance of existing facilities.
  • To advise Council on an annual plan to prioritize capital and maintenance issues at the airport.

Reporting

The Committee will arrange to report to Council, on at least a semi-annual basis, though the Committee may make arrangements to come before Council more often to meet the needs of the Committee.

Terms

  • As per Council Committee Policy ;or
  • At the pleasure of Council

Meetings and administration

  1. At the first Committee meeting, members will appoint a Chair by vote.
  2. The Age-Friendly and Accessibility Advisory Committee will meet a minimum of four times per year, or more frequently at the call of the Chair.

Commissions

Heritage Commission

Purpose

  •  Advising Council on heritage matters, which are from time to time referred to the Commission by Council
  • Making recommendations to Council respecting the recognition of heritage buildings or structures within the City of Merritt
  • Formulating recommendations for policies regarding heritage matters for consideration by Council
  • Promoting public awareness of heritage within the City of Merritt

Composition

As voting members (Chair to be elected by the committee):

  • One (1) members of Council appointed by the Mayor
  • One (1) member of the Nicola Valley Heritage Society
  • One (1) member of the Merritt Senior Citizens Association
  • One (1) member of the Nicola Valley Museum Archives Society
  • Two (2) members from the Greater Merritt community at large.

Terms

  • The Commission members are appointed by Council for a two year term.
  • The Council representative on the Commission will provide recommendations for appointment by Council.
  • Minutes shall be taken of all meetings of the Commission and, following their adoption, circulated to Council.
  • The Commission shall be presided over by a Chair selected from the Commission who shall be elected annually.

Meetings

The Commission shall meet a minimum of four times per calendar year.

Volunteer for a committee

The City of Merritt has struck a number of committees tasked with providing Council with information and recommendations on a wide variety of issues. Members serving on the committees are Council members and volunteers from the community, seeking to make a difference.

The City of Merritt is looking for dedicated volunteers to be involved:

Merritt Economic Development Committee

The City of Merritt is seeking interested persons to sit on the Merritt Economic Development Committee. The purpose of the committee is to advise Council on matters pertaining to economic development, downtown revitalization, investment, business attraction, and long-term economic sustainability. The committee will facilitate participation from local government, city staff, business and community members in matters associated with the Merritt Economic Development Action Plan.

Please read the following Terms of Reference to become familiar with the expectations of committee members. Meetings will be held at minimum quarterly, or more frequently at the call of the Chair. Committee applications will be accepted until July 10th, 2020, with the first meeting to be held in August.

Interested committee applicants can complete an Application Form to volunteer or send a letter indicating their name, address, telephone and email contact with the reason they would like to serve on this committee.

Completed applications can be sent to Sean Smith, City of Merritt Director of Corporate Services at ssmith@merritt.ca.

For More Information Contact:
Sean Smith, Director of Corporate Services
City of Merritt
Telephone: 250-378-8634
ssmith@merritt.ca

Do you want to be involved?

Application forms are available here or can be picked up at City Hall. Committees typically meet once per month and most committee meetings are in the evening. So if you have the time and the interest, pick up an application form today.

Completed applications should be submitted at City Hall to Sean Smith, Director of Corporate Services.

For more information:

Contact Director of Corporate Services Sean Smith  at (250) 378-8634 or by email at ssmith@merritt.ca