Khalsa School/Community Liaison Committee

Terms of Reference

Authorization:

Schedule D, Section 11 (iv) of the Executed Site Plan Agreement between the Khalsa Community School and The Corporation of the City of Brampton (dated March 18, 2018, and registered as instrument no. PR3354579) sets out the following:

“a School/Community Liaison Committee (the"Committee") shall be established and regular meetings held to provide the school and community a forum to engage in ongoing communication and discussion on the operation of the school and its impact on the surrounding neighbourhood. The composition and rules of the Committee shall be agreed to by the School and City both acting reasonably, and shall be comprised of no less than 6 members three of whom shall be appointed by the School and three of whom shall be appointed by the City on an annual basis;”

These terms of reference are prepared to establish and guide the Khalsa School/Community Liaison Committee (the “Committee”).

The Committee is being created for the purpose of facilitating discussion on matters that were at the core of the Ontario Municipal Board hearing out of which these site plan terms were agreed upon (namely: issues generally related to transportation of students to and from the site for school or other permitted functions and any associated issues such as littering, trespassing, and parking on the street).

References in this terms of reference to the “School” shall mean the Khalsa School. References to the “City” shall mean the City of Brampton. The School and City agree to review the purpose and effectiveness of the Committee no later than 5 years after its establishment.


Composition:

The Committee shall be comprised of no less than six (6) members.

If six (6) members, three (3) shall be appointed by the School and the remaining three (3) members shall be appointed by the City. If more than six (6) members, there shall be an equal amount of members appointed by the School and the City.

The Committee shall appoint a Chair from its membership, who shall be a member appointed by the School. The Committee shall appoint a Vice-Chair, who shall be a member appointed by the City. The Committee shall also appoint a Recording Secretary.


Term of Office:

Committee members shall be appointed on an annual basis, except for the initial appointments starting in 2020 running until December 31, 2021.

Existing members may be re-appointed if no successor members are identified by either the School or City.


Meetings:

Meetings of the Committee shall be held at least quarterly, or more frequently at the call of the Chair. Meetings will be held in the evening and shall be open to the public. Quorum for the Committee to convene a meeting shall be a majority of the members, with at least one appointed member from the School and City in attendance.

The Chair will lead the meeting, and in the absence of the Chair, the Vice-Chair will lead the meeting. Meetings shall be led in an impartial and neutral manner providing an opportunity for all appointed members to participate. The Recording Secretary shall keep meeting notes or minutes of the meeting start and end time, members in attendance, summary of agenda items discussed and record of decisions made by the Committee.


Member Qualifications and Selection:
  • School Member Qualifications and Selection:
    • TBD by School
  • City Member Qualifications and Selection:
    • City members must reside with the neighbourhood surrounding the School within the following boundaries:
      • North Park Drive to the north
      • Bramalea Road to the east
      • Williams Parkway to the south
      • Dixie Road to the west
    • Be open minded and respectful of different perspectives, opinions.
    • Be able to attend all meetings.
    • Be able to communicate with other residents in person, by phone, and by email in order to solicit or receive any comments/concerns that are to be raised at the meetings.
  • The City members shall be selected by the following method: TBD

Committee Mandate:

The Committee is being created for the purpose of facilitating discussion on matters that were at the core of the Ontario Municipal Board hearing out of which these site plan terms were agreed upon (namely: issues generally related to transportation of students to and from the site for school or other permitted functions and any associated issues such as littering, trespassing, and parking on the street).

In addition to exchanging information, concerns, etc., the Committee may be a useful tool in resolving complaints/comments between Khalsa and the surrounding neighbourhood. The City of Brampton has no direct involvement in this Committee, except for appointing the City members. Any complaints/comments that require City clarification or involvement are to be handled through normal channels (e.g., 311 call and complaint) and cannot be expected to be resolved through the Committee.

The City appointed members will bring forward to each meeting any questions or concerns that they or members of the neighbourhood have about the School.

The School appointed members can similarly voice any concerns that they, their students (or parents/guardians of those students) have regarding any activities happening in the neighbourhood as well as provide the community with updates regarding activities at the School that may have an impact on the neighbourhood.


Committee Procedures:

The Committee will follow informal meeting procedures to facilitate consensus-based decision-making. Informal meeting procedures for City of Brampton citizen-based advisory committees are attached to this terms of reference for guidance on meeting process and conduct.

The Committee may establish sub-committees on specific subjects within the mandate of the Committee, so long as at least one (1) member from the School and City is a member of the sub-committee. All sub-committees shall report their work, findings and recommendations to the Committee.

A meeting agenda shall be prepared for each meeting which sets out the date, location, time and agenda items for the meeting. Meeting agendas, and any supporting materials, shall be provided to the Committee members at least one (1) week in advance of the meeting date.

The location of the meetings is to be determined by the Committee.

The meeting agenda shall include the following business items:

  1. Call to Order
  2. Approval of the Minutes
  3. Delegations
  4. Business Items
  5. New Business
  6. Public Question Period
  7. Adjournment
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