Terms of Reference

  1. Purpose
  2. Membership
  3. Responsibilities of Council Members
  4. Chair
  5. Deputy Chair
  6. Confidentiality
  7. Conflict of Interest
  8. Committees
  9. Presiding Officer
  10. Frequency of Meetings
  11. Notice of Meeting
  12. Organizational Meeting
  13. Attendance
  14. Motion
  15. Voting
  16. Secretariat
  17. Minutes of Meetings
  18. Change of Terms of Reference
  19. Other Matters

I. Purpose

  1. The purpose of the Council as outlined in the Premier's Council on the Status of Persons with Disabilities Act Section 3, is to
    1. Advise, report to and make recommendations to the government on matters relating to the opportunity for full and equal participation of persons with disabilities in the life of the province
    2. Encourage public discussion through public consultation on all matters relating to the status of persons with disabilities
    3. Prepare communication packages containing information respecting disabilities and persons with disabilities
    4. Identify and review current and emerging issues and policies at all levels of government affecting and concerning the status of persons with disabilities
    5. Review the provision of funding, services and programs to persons with disabilities
    6. Make referrals and recommendations to and consult and collaborate with all levels of government, government agencies, volunteer associations, businesses, universities and other persons on matters affecting and concerning the status of persons with disabilities
  2. The Council shall carry out any activity including or in addition to those referred to above that the Premier and/or the Minister considers appropriate
  3. The Council in carrying out the activities referred to above may
    1. Receive and hear petitions and suggestions respecting the status of persons with disabilities from individuals and groups
    2. Undertake research on matters relevant to the status of persons with disabilities
    3. Appoint subcommittees consisting of members and other persons who are not members of the Council
    4. Publish from time to time such reports, studies and recommendations as the Council considers necessary

II. Membership

Council members are appointed under Section 4 of the Premier's Council on the Status of Persons with Disabilities Act as follows

  1. The Council shall consist of not more than 15 members appointed by the Lieutenant Governor in Council
  2. Not more than two of the members of the Council may be members of the Legislative Assembly
  3. The Lieutenant Governor in Council may appoint one of the members to chair the Council
  4. A person appointed to the Council holds office for a term of not more than three years as prescribed in the appointment
  5. The members of the Council may be paid
    1. Remuneration at a reasonable rate prescribed by the Lieutenant Governor in Council, and
    2. Their reasonable traveling, living and other expenses incurred in the course of their duties as members in accordance with an order respecting expenses made by the Lieutenant Governor in Council
  6. A member of the Council continues to hold office after the expiry of the member's term of office until
    1. Reappointed
    2. A successor is appointed, or
    3. A period of three months has expired, whichever occurs first
  7. A member of the Council is eligible for reappointment within the maximum terms as set by the Mandate and Roles document

III. Responsibilities of Council Members

Council members' responsibilities include to

  1. Attend and participate in Council and some non-Council meetings
  2. Be familiar with the Premier's Council on the Status of Persons with Disabilities Act (1988)
  3. Be knowledgeable about broad issues related to persons with disabilities
  4. Contribute to discussion on issues and positions
  5. Be familiar with, and bring forward to the Council, disability related issues in his or her own community
  6. Establish and maintain relationships with persons with disabilities, local jurisdictions and other stakeholders, including local government Members of Legislative Assembly
  7. Communicate Council, rather than individual, positions and values when speaking outside Council meetings
  8. Advise the Chair of activities relating to Council business
  9. Be accountable to other board members as a collective entity
  10. Be accountable to the Chair
  11. Support and assist in the strategic and business planning process for the Council

IV. Chair

  1. The Chair of the Council shall be a community member and through an Order in Council, will be appointed under Section 4.3 of the Premier's Council on the Status of Persons with Disabilities Act
  2. The Chair has primary responsibility for ensuring the Council prepares strategic and operational plans and implements actions to achieve its priorities under the Council’s mandate
  3. The Chair will focus on building relationships with and engagement of the disability community, stakeholders and the public on matters concerning persons with disabilities

V. Deputy Chair

  1. The Deputy Chair shall be a Member of the Legislative Assembly
  2. The Deputy Chair has primary responsibility for establishing and maintaining an effective relationship between Council and government
  3. The Deputy Chair will act on behalf of the Chair when requested or required

VI. Confidentiality

  1. Members shall swear or affirm an Oath of Confidentiality at the beginning of their terms
  2. The business of the Council shall be kept confidential, unless otherwise determined by the Council
  3. Members shall perform their official duties and arrange their private affairs in such a manner that public confidence and trust in the integrity, objectivity and impartiality of the Council are preserved and enhanced
  4. The Council is required to meet the conditions of the Freedom of Information and Protections of Privacy Act (FOIP). All documents and records may, under certain conditions, be released to the public and the Council must follow strict standards for the collection, use and disclosure of information
  5. If a breach of confidentiality should come to light, it will be dealt with on a case-by-case basis by the Chair, Minister or Minister’s designate
  6. A breach of confidentiality could result in termination

VII. Conflict of Interest

  1. Members have an obligation to act in a manner that will bear the closest public scrutiny, an obligation that is not fully discharged by simply acting within the law
  2. Members shall not knowingly take advantage of, or benefit from, information that is obtained in the course of their official duties and responsibilities and that is not generally available to the public
  3. Members shall not act, after they leave the Council, in such a manner to take improper advantage of their previous position with the Council
  4. Members are encouraged to arrange and conduct their private affairs in a manner that will prevent real, potential or apparent conflicts of interest from arising
  5. Potential conflict of interest situations will be declared by the individual as soon as possible during Council meeting, task force, or committee discussions, and will be noted in writing and maintained on file
  6. Members shall absent themselves from discussions or decision making at Council meetings if there is a potential conflict of interest and this shall be recorded in the minutes of Council meetings
  7. Members shall not step out of their official roles to assist private entities or persons in their dealings with the government where this would result in preferential treatment to any person
  8. If a conflict of interest should come to light, the Council will deal with it on a case-by-case basis by the Chair, Minister or Minister’s designate
  9. Conflict of interest could result in termination

VIII. Committees

  1. Standing committees can be formed by the Council by a motion passed by a majority vote
  2. Ad hoc committees may be constituted by appointment of the Chair or as determined by the Council
  3. Appointment of members to represent the Council on an outside committee shall be the responsibility of the Council through the Chair

IX. Presiding Officer

  1. The presiding officer during meetings of the full Council shall be the Chair of the Council
  2. In the absence of the Chair at the meeting or at the discretion of the Chair, the Deputy Chair shall preside

X. Frequency of Meetings

  1. In accordance with Section 6.2 of the Premier's Council on the Status of Persons with Disabilities Act, the Council shall meet no less than four times a year
  2. Council shall determine the time, date and location of meetings, excluding extraordinary meetings
  3. Teleconferences may be considered as a full meeting where the majority of Council members are in attendance

XI. Notice of Meeting

  1. Written notice of full Council meetings shall be given one week in advance of the meeting
  2. The Chair may call extraordinary meetings of Council on one week’s notice; an extraordinary meeting being a meeting of the full Council called in addition to the four meetings as stated above

XII. Organizational Meeting

  1. The last full Council meeting prior to the Government of Alberta’s fiscal year end shall be the organizational meeting
  2. The organizational meeting will include a review of the strategic plan, and the updating of the business plan for the upcoming fiscal year

XIII. Attendance

  1. Attendance at Council meetings shall be restricted to Council members, their attendants/interpreters as required and the staff of the Secretariat of the Council
  2. Attendance by persons other than those named in the point above must be at the invitation of the Chair
  3. Members shall notify the Chair at least three days in advance of a meeting if unable to attend
  4. In the event a member misses three committee meetings or two full Council meetings in a row without the approval of the Chair, the matter will be dealt with on a case-by-case basis by the Chair and could result in termination

XIV. Motion

  1. Except as otherwise provided in this or any other by-law, a motion put before the full Council shall be decided by a majority of members in attendance
  2. In accordance with Section 6.3 of the Premier's Council on the Status of Persons with Disabilities Act, a majority of the members appointed constitutes a quorum at a meeting of the Council
  3. By a raised hand, and/or verbal direction, the member shall be recognized to make a motion
  4. Any motion at a meeting of the Council, except a motion for adjournment, requires an additional Council member to second the motion
  5. The Chair shall restate the motion to the Council
  6. Members may move to amend a pending motion by striking out and/or inserting words or paragraphs

XV. Voting

  1. Following the members’ debate of the motion, the Chair shall ask for the affirmative votes and then the negative votes
  2. Only members of the Council shall vote
  3. Each member shall be entitled to one vote; no vote shall be made by proxy
  4. Every member in attendance must vote except in a case where the members is in conflict of interest
  5. Voting shall be by a show of hands, and/or a verbal announcement, unless a secret ballot is requested by a Council member
  6. The Chair shall announce the results of the voting

XVI. Secretariat

The Secretariat will provide all support required to plan and record all meetings of the Council

XVII. Minutes of Meetings

Minutes of full Council and standing committee meetings shall be recorded and copies shall be distributed to all Council members within two weeks of the meeting date

XVIII. Change of Terms of Reference

Council Terms of Reference may be changed or amended by the Minister

XIX. Other Matters

Robert’s Rules of Order shall govern the Council in procedural matters