Committees and Boards

The Terms of Reference, meeting schedules, agendas, and minutes are available on the Russell Township website. 

Russell County OPP Detachment Board 

The Terms of Reference, meeting schedules, agendas, and minutes are available on the Town of Hawkesbury website. 

Hawkesbury OPP Detachment Board

1. Purpose

The Nation Municipality Heritage and Culture Steering Committee, also known as the Municipal Heritage Committee (MHC), as an advisory committee of Council, is representative of the community and, as such, is recognized as a vehicle for coordinating the inventory with regards to buildings, sites and landmarks of heritage value.

2. Mandate

The overarching role of the MHC is to identify and inventory the sites, landmarks and buildings within The Nation Municipality which are considered by the community to have important historical or architectural value.

As such, the mandate of the MHC is defined as:

• 2.1. Historical or architectural value: Recommend a framework through which sites, buildings and landmarks are identified and recognized by the community as having an historical or architectural value as part of The Nation’s heritage.
• 2.2. Inventory: The MHC will create an inventory of the sites, landmarks and buildings of architectural value, and provide a description such as historical data that support their selection within the established framework.
• 2.3. Mapping: Map out sites, landmarks, buildings that are recognized as having heritage value and recommend ways in which they can be identified by the public and tourists alike, including signage.
• 2.4. Promotion and Education: Recommend ways in which The Nation can better promote its heritage and culture and encourage community members to become story tellers while engaging in heritage days.

3. Membership

The MHC should be composed of people who represent The Nation Municipality and who demonstrate a strong commitment to the promotion and preservation of our heritage. A cross section of people are chosen in order to bring to the committee relevant technical and professional expertise as well as strong advocacy, communication and organization skills.

• 3.1. Committee members will be appointed by The Nation Council.
• 3.2. The term of a committee member is four years coinciding with the terms of the Council that has made the appointment.
• 3.3. Additional members may be appointed throughout the four years for the duration of the term.
• 3.4. The committee must have a minimum of five members
• 3.5. A councillor will also be appointed.
• 3.6. A committee member may apply for reappointment for any numbers of consecutive or non-consecutive terms.
• 3.7. One member will be chosen by a vote of the committee at the first meeting of each new year to chair the meetings for that year. The Committee will also, at this time, select a vice-chair for the same duration.
• 3.8. A municipal staff person will hold the position of recording secretary to the committee. Members of municipal staff do not have a vote on the committee.

4. Meetings

• 4.1. The committee will meet a minimum of three times a year. Additional meetings may be held as required at the call of the Chair.
• 4.2. The date and time of the regular meetings will be established at the first meeting of the year.
• 4.3. Meetings will have a formal agenda, however, the Chair is encouraged to create an informal atmosphere to encourage the exchange of ideas from appointed members and affiliates.
• 4.4. A majority (50%+1) of Council appointed committee members will constitute a quorum.

5. Remuneration

Committee members are not remunerated for their work, but will be compensated for travel expenses to and from meetings, site visits or training as required. Efforts and contributions of committee members will be acknowledged at The Nation Volunteer Gala.

6. Duties and responsibilities

• 6.1. The Chair
  The Chair is responsible for ensuring the smooth and effective operation of the committee and its role. This will include responsibility for:
  • Calling the meetings
  • Creating an agenda in consultation with the municipal staff designate(s).
  • Chairing the meetings
  • Reviewing reports from other committee members and affiliates in consultation with the municipal staff designate(s) for inclusion on the agenda.
  • The Chair does not have a vote unless there is a tie.
  • In absence of the Chair, these responsibilities will be undertaken by a committee member designated as a vice-chair.
• 6.2. Members
  Membership on the MHC is a position of responsibility and requires strong commitment to the Mandate & Terms of Reference. NHC members are required to:
  • Attend all scheduled meetings. Members who miss 2 or more meetings in a year without cause will be removed from the committee. Members are required to notify the Chair or the designated municipal staff liaison if they are unable to attend a meeting.
  • Read and understand all information supplied to them.
  • Conduct some research on heritage sites to highlight their value as markers through our history.
  • Make site visits to properties to be included in the inventory list.
  • Promote the heritage resources, architectural preservation and the role of the MHC within their respective wards.
  • Contribute input into committee reports to Council.
  • Undertake training as required to effectively perform their role as a committee member (expenses to be covered through the MHC budget).
  • Be familiar with municipal, provincial and federal legislation that applies to architectural preservation.
  • Publicly support the recommendations of the MHC.
• 3.3. Municipal Staff
  Municipal staff will be responsible for carrying out the following functions with respect to the committee:
  • Assisting the chair in the creation of an agenda
  • Taking minutes at MHC meetings
  • Maintaining an up-to-date record of previous MHC meetings, attachments and reports
  • Distribution minutes of previous meetings and the agenda for the upcoming meeting at least one week prior to the next scheduled meeting.
  • Acting as a resource for the committee during meetings that may include presenting background reports, distribution of government information pertaining to the mandate of MHC etc.
  • Undertaking an orientation with MHC members at the first meeting after Council’s selection of the committee.
  • Facilitate the recommendations of the MHC through the creation of reports.
  • Members of municipal staff do not have a vote on the committee.

7. Reports to Council

As a committee of Council, the Municipal Heritage Committee is responsible for making recommendations to Council based on its mandate. These recommendations are conveyed to Council via two processes:

• 7.1. The Council representative can represent the MHC’s issues and recommendations to Council.
• 7.2. Minutes from the MHC meetings are included in Council information packages.

8. Code of conduct

The Municipality is committed to providing and maintaining a working environment that is based on respect for the dignity and rights of everyone in the organization. It is the municipality’s goal to provide a healthy and safe work environment that is free from any form of harassment or violence. All members and employees will refrain from personal harassment and conflict behaviour, including offensive remarks or other actions that create intimidating, hostile or humiliating working conditions as per the municipality’s Respect in the Workplace Policy.