Committee Membership: What the Rules Actually Say
When a municipality creates committees, there are two key documents that govern how they operate:
- the Procedural By-law, which sets out how meetings and committees function, and
- the Terms of Reference, which define the purpose, structure, and membership of individual committees.
In South Algonquin, only the Economic Development committee has terms of reference. When present, these documents work together to define how committees are formed—and who has authority over their membership.
What kinds of committees exist?
Under the Township’s Procedural By-law, Council has the authority to establish committees “from time to time by resolution,” with membership determined at the time they are created. These committees generally fall into two categories:
- Committee of the Whole
A Committee of the Whole is not a separate body. It is simply all members of Council meeting together as a committee. In this format, discussions are often less formal, items can be reviewed in detail before coming back to a regular Council meeting for a final decision. Importantly, no external members sit on Committee of the Whole – it is entirely made up of elected officials
- Special (Advisory) Committees of Council
The Economic Development Committee (EDC) falls into this category. These are committees created by Council made up of a mix of Council members, and appointed community representatives
The Procedural By-law confirms that:
- Council establishes these committees
- Council determines their membership
Where the Economic Development Committee fits
The Economic Development Committee operates as a Council-established advisory (special) committee, distinct from Committee of the Whole, with a defined mandate and mixed membership including Council and appointed public representatives. Its role is to:
- provide advice and recommendations
- support economic development priorities
- report back to Council
It does not operate independently—it exists under Council’s authority.
Who appoints committee members?
Terms of Reference explain the goals, membership and operation of the committee. The Terms of Reference confirm that members are appointed by Council, and vacancies are filled by Council. This reflects a consistent structure: Committees advise. Council decides.
What qualifies someone to serve?
The Terms of Reference set out the selection criteria. In this case, members are chosen based on their “expertise, experience, dedication and commitment.” The committee includes:
- members of Council
- one South Algonquin Business Alliance representative
- up to four Council-appointed citizen members
Notably:
- the document does not define “citizen member” as a resident
- it does not reference eligibility under the Municipal Elections Act
Is residency required?
The current Terms of Reference do not include a clause requiring members to reside in the Township. Where municipalities intend to require residency, that requirement is typically stated explicitly. In this case, no such wording appears.
How can a member be removed?
The Terms of Reference outline a defined process: the committee may recommend expulsion, and Council may remove a member. Examples of grounds include:
- legislative breaches
- conflict of interest
- disruption of committee work
- other legal issues
There is also an attendance provision:
- a member who misses three consecutive meetings without excuse may be removed, with Council filling the vacancy
What role does staff play?
Staff support the committee administratively. This includes preparing agendas, recording minutes, coordinating meetings. The Terms of Reference identify staff as providing secretariat support. The documents do not assign staff authority to appoint or remove members.
Putting it together
Across both the Procedural By-law and the Terms of Reference:
- Council creates committees
- Council determines membership
- Council removes members (with limited defined processes)
- Committees provide advice, not decisions
- Staff support the process, but do not control membership
Why the distinction matters
Understanding the difference between Committee of the Whole (all of Council), and advisory committees with appointed members helps clarify where authority sits. In both cases, decision-making authority remains with Council. Advisory committees extend Council’s reach—but they do not replace it.
Bottom line
The Township’s framework is clear:
- Committees of Council—whether internal or advisory—operate under Council’s authority
- Membership decisions are a governance function, not an administrative one
- The written Terms of Reference provide the primary guide for eligibility and removal
Understanding those documents is essential for interpreting how committee decisions are made—and how they should be made.
