Terms of Reference
1.0 Mandate
1.1 The Kawartha Highlands Signature Site Park Management Advisory Board (the Board) is established by the Minister of Natural Resources (the Minister) under authority of an Order-in-Council. Members are appointed under authority of Orders-in-Council. The Board may provide recommendations to the Minister on future Board member appointments.
1.2 The Board shall provide advice to the Minister with respect to the planning and management of the Kawartha Highlands Signature Site Park (the Park), including:
1.3 At the request of the Minister, the Board will also provide advice on other matters.
2.0 Operation of the Board
2.1 The Board shall consist of a Chair and 8-10 members appointed for a term of normally 3 years. Initial appointments will be for a one, two or three year term so that membership of the Board changes on a staggered basis for continuity.
2.2 Board members are expected to attend regularly and to participate consistent with the provisions, spirit and intent of the Kawartha Highlands Signature Site Charter (June 2003) and the Kawartha Highlands Signature Site Park Act, 2003. If a Board member does not meet this expectation, his/her appointment to the Board may be forfeited.
2.3 The Board may request a replacement member if an appointed member is unable to continue his/her full term or fulfill his/her expected role. New members will be appointed not more than once a year. Members will not have alternate representatives.
2.4 Chair will be selected by the majority of members appointed at one time (after the initial appointment). The tenure for Chair will be two years, at which time a new Chair will be selected. The position of Vice Chair may be established in the same manner.
2.5The Board will attempt to reach consensus on all recommendations. It is understood that there may be certain circumstances which require casting a vote.The quorum at meetings shall be a majority of members appointed at any time, excluding the Chair. The Chair has the same voting privileges as any other member. The Board may appoint subcommittees, but reports of subcommittees shall be subject to the approval of a quorum of the Board as a whole.
2.6 The Ministry of Natural Resources (the Ministry) shall provide support and liaison to the Board, including provision of a secretariat function, and shall assign additional staff resources to support the Board as required. One assigned staff person shall be an ex-officio member of the Board and may participate in Board discussions.
2.7Other Ministry staff may be called upon as required to make presentations to the Board, provide information, and answer questions.
2.8 The Board will provide appropriate opportunities for public and Aboriginal participation when undertaking their mandate.
2.9 Where appropriate and possible, information should be shared with the public. The Board’s intent should be to keep the public informed on a regular basis where appropriate.
2.10 The Board shall meet 6 times per annum. The Chair may call additional meetings up to 12 per annum, should Board activity require. Additional meetings beyond those previously noted must be approved by the District or Park Zone Manager to ensure costs are kept within an approved budget.
2.11 Minutes shall be kept of all meetings and copies of Board approved minutes shall be sent to the Minister and the Managing Director of Ontario Parks as soon as practical after each meeting.
2.12 Board members shall be subject to Management Board and Ministry directives regarding confidentiality, conflict of interest, and workplace discrimination and harassment. Members must be aware of potential conflict of interest and must declare such during their tenure on the Board. Members finding themselves in conflict must declare a potential conflict and remove themselves from participating in all associated committee discussions.
2.13 The Board must ensure that they operate within their approved allocation. The Board may provide advice regarding priorities for capitol expenditures.
3.0 Recommendations
3.1 Recommendations from the Board to the Minister shall be in writing. The rationale for recommendations along with pros and cons, and any reservations, shall be noted.
3.2 Recommendations from the Board must meet the spirit and intent of the Kawartha Highlands Signature Site Charter (June 2003) and contribute to the realization of the Vision for the Park.
3.2 Recommendations of the Board may become public information, and should be written as if this will be the case.
3.3 The Freedom of Information and Protection of Privacy Act (FIPPA) provides the public with a right of access to government held information and to the protection of the privacy of individuals. The Board and the ministry agree that these rights must be preserved and the Board agrees that no personal information will be disclosed without proper authority.
4.0 Communications
4.1 As an agent of the Ministry, the Board must respond to the public and Aboriginal groups in the same way that the Ministry would be expected to. The Board and its members should keep a record of correspondence received and respond appropriately in a timely manner. Inquiries that would more properly be dealt with by the Ministry shall be forwarded to either the District Manager (Bancroft) or the Park Zone Manager as appropriate.
4.2 The Ministry shall approve general communications of the Board, such as news releases or public participation opportunities. Minutes of Board meetings will not be shared with the public without Ministry review and approval.
5.0 Remuneration and Expenses
5.1 Board members will not be remunerated for time spent on Board related business.
5.2 Board members shall be eligible for reimbursement of expenses incurred on Board business. Eligible expenses include travel, meals, accommodation, and other out of pocket expenses.
5.3 Expenses must be submitted on a Travel Expense Invoice with relevant receipts and documentation attached, to the assigned Ministry staff person.
5.4 The Board will not undertake any expenditure, contracts for service or financial commitments related to the mandate of the Board without the express written approval of the appropriate authority within the Ministry.
