Boards and Committees

The Town of Milton relies on its citizens to volunteer their time and expertise by serving on various boards and committees. These boards and committees give input and recommendations on matters that affect the entire community.

Vacancies

Vacancies arise when the term of the committee expires or a board or committee member resigns. Vacancies will be posted on this web page.  An application form is to be completed when applying for a vacancy.

Boards and Committees Application Form

The following application form is to be completed when applying for a vacancy.

Committee of Adjustment and Consent 

Committee of Adjustment and Consent

The Committee of Adjustment and Consent is composed of five Milton residents. The Committee meets once each month to consider applications for minor variances, land division, and  extensions, enlargements or variations of existing, legal non-conforming uses. For more information, contact 905-878-7252, ext. 2315.

Terms of Reference

Community Fund Advisory Committee 

Community Fund Advisory Committee

The mandate of the Community Fun Advisory Committee (CFAC) is to advise and assist Town staff with the Milton Community Fund, award programs (including but not limited to the Senior of the Year Award) and provide input on specific subject matter such as cycling routes, trail routes, and policy or program development.

Terms of Reference

Compliance Audit Committee 

Compliance Audit Committee

In accordance with the Municipal Elections Act, 1996 (the "Act"), the Town of Milton has established a Compliance Audit Committee.

The purpose of this Committee is to review and respond to compliance audit applications from voters who are entitled to vote in an election and who believe that a candidate has contravened a provision of the Act relating to election campaign finances. For more information, contact Town Clerk, 905-878-7252, ext. 2132.

Terms of Reference 

Compliance Audit Committee for the Town of Milton

Administrative Practices & Procedures

The Town of Milton will recruit and select Committee members.  In the event the Town receives an application for a compliance audit or a report on apparent contribution contravention is prepared, the Town Clerk will be solely responsible for meeting administration and covering all costs associated with the Committee, including audits, and legal proceedings, if required.

1.  Definitions

“Act” means the Municipal Elections Act, 1996, S.O. 1996, c. 32, as amended from time to time.

“Applicant” means the individual who submitted the Application requesting a Compliance Audit.

“Application” means an application by an Applicant for a Compliance Audit in respect of a Candidate’s or Registered Third Party’s election campaign finances.

"Auditor” means a person appointed by the Committee, licensed under the Public Accounting Act, 2004, to conduct a Compliance Audit of a Candidate's or Registered Third Party’s election campaign finances pursuant to subsection 88.33(1) or subsection 88.35(1) of the Act.

"Auditor's Report" means a report prepared by an Auditor for the Committee pursuant to subsection 88.33(12) of the Act.

“Candidate” means a person who was a registered candidate in the 2018 municipal election or any subsequent by-election during the 2018-2022 term and whose election campaign finances are the subject of an Application.

“Clerk” means, as the context provides, the Clerk of the Town of Milton.

“Clerk’s Report” means a report prepared by the Town Clerk pursuant to subsection 88.34(2) or subsection 88.36(2) of the Act.

“Committee” means the Compliance Audit Committee established pursuant to subsection 88.37(1) of the Act.

"Compliance Audit" means an audit of a Candidate's or Registered Third Party’s election campaign    finances conducted by an Auditor appointed by the Committee.

“Contributor” means an individual, corporation or trade union who made a contribution to a Candidate or Registered Third Party in the 2018 municipal election or any by-election conducted during the 2018-2022 term.

“Council” means, as the context provides, the Council of the Town of Milton.

“Eligible Elector” means an elector who is entitled to vote in an election in the Town of Milton.

“Local Municipality” means, as the context provides, the Town of Milton.

“Registered Third Party” means an individual, corporation or trade union registered as a third party advertiser in the 2018 municipal election or any by-election conducted during the 2018-2022 term whose election campaign finances are the subject of an Application.

“Town” means, as the context provides, the Town of Milton.

“Town Clerk” means, as the context provides, the Clerk of the Town of Milton.

2.  Authority

2.1      Subsection 88.37(16) of the Act provides that the Clerk of the municipality shall establish administrative practices and procedures for the Committee and shall carry out any other duties required under this Act to implement the Committee’s decisions.

3.  Orientation Session

3.1      Once a Compliance Audit request isreceived, the Town Clerk will schedule an orientation session for Committee members, which all members must attend.

4.  Appointment of Chair

4.1      At its first meeting, the Committee shall appoint one of its members to act as Chair of the Committee.

5.  Notice of Committee Meetings

5.1      The Town Clerk shall give notice of all Committee Meetings. Notice shall be given, as the context requires, to the Applicant for Compliance Audit, the affected Candidate, Registered Third Party or Contributor, as applicable, the Auditor, where an Audit Report is being considered, and the public.

6.  General Meeting Procedure

6.1      A quorum of the Committee shall be the majority of the members.

6.2      Decisions of the Committee shall be by resolution and a majority vote of the Committee members present is required to pass a resolution.

6.3      Members wishing to speak may do so when recognized by the Chair.

6.4      People wishing to address the Committee may do so when recognized by the Chair.

6.5      If the Chair is absent from any meeting of the Committee, the members present shall choose an Acting Chair to carry out the duties of the Chair at such meeting.

6.6      No person shall take photographic, audio or video recordings of any meeting of the Committee unless permission has been granted by the Chair.

6.7      The Chair may expel any person from a meeting of the Committee if the person engages in ay unreasonable, offensive or improper conduct, including but not limited to engaging in behaviour that can be considered to be aggressive, threatening, intimidating, violent, harassing, defamatory, frivolous or vexatious.

6.8      The Town Clerk will prepare minutes of each meeting, ensuring that the minutes constitute a complete record of what was before the Committee.  Meeting minutes will be provided to Committee members as soon as they are available, and posted on the Town’s website .  Minutes shall briefly outline the substance of items listed on the agenda, including submissions by the Applicant and the Candidate or Registered Third Party as applicable, reports, motions, resolutions decisions and any other actions taken. 

6.9      The costs of the Committee, including meeting costs, per diems and mileage for Committee members, audit costs, legal costs of the Committee and other Committee expenditures will be paid by the Town.

6.10    Pursuant to subsection 88.33(5.1) and subsection 88.34(9.1) of the Act, meetings of the Committee shall be open to the public but the Committee may deliberate in private.

6.11    The Committee may conduct a portion of any of its meetings in private if such portion of a meeting is being held for the purpose of communications that are subject to solicitor-client privilege.

7.  Requests for Compliance Audit

7.1      Filing an Application for a Compliance Audit

7.1.1   An Eligible Elector may file an Application with the Town Clerk, in writing, including reasons and any supporting documentation, if the elector believes on reasonable grounds that a Candidate or Registered Third Party has contravened a provision of the Act relating to election campaign finances.

7.1.2   The Application must be made within 90 days after the latest of,

(i)  the filing date under section 88.30 of the Act;

(ii) the date the Candidate or Registered Third Party filed a financial statement, if the statement was filed within 30 days after the applicable filing date under section 88.30 of the Act;

(iii) the Candidate’s or Registered Third Party’s supplementary filing date, if any, under section 88.30 of the Act;

(iv) the date on which the Candidate's or Registered Third Party’s extension, if any, under subsection 88.23(6) or 88.27(3), respectively, of the Act expires.

7.1.3   Any Application that does not meet the legislative deadline for submission will not be presented to the Committee for review.

7.2      Review of an Application for a Compliance Audit

7.2.1   Within 10 days after receiving the Application, the Town Clerk shall:

(i)  set the time and place for a Committee meeting, ensuring that it is within 30 days of the date of the Committee’s receipt of the Application; and

(ii) forward a copy of the Application to the Committee.

7.3  Submissions

7.3.1    The Applicant and Candidate or Registered Third Party, as applicable, shall have the opportunity to submit any and all documentation to the Town Clerk at least five (5) days prior to the meeting for circulation with the agenda.

7.4. Agenda

7.4.1    At least three (3) days before the meeting date, the Town Clerk shall circulate the agenda including a copy of the Application, the Candidate’s or Registered Third Party’s financial statement, materials and any written submissions, to the Committee, the Applicant, and to the Candidate or Registered Third Party, as applicable.

7.4.2    The agenda shall be posted on the Town’s website at least three (3) days before the meeting date.

7.5  Conduct of Committee Meeting

7.5.1   The business of the initial meeting shall be taken up in the following order, unless otherwise decided by the Committee:

(i)   Opening Statement by the Chair

(ii)  Opportunity for the Applicant or their agent to address the Committee

(iii) Opportunity for the Candidate or Registered Third Party, as applicable, or their agent, to address the Committee

(iv) Committee Deliberation

7.5.2   The Chair will read an opening statement outlining the procedure and format of the meeting and request that the Applicant and Candidate or Registered Third Party, as applicable, identify themselves.

7.5.3   Where the agenda includes consideration of more than one Application, each Application will be heard by the Committee in its entirety in accordance with the foregoing provisions before consideration of the next Application and when all of the Applications have been heard, the Committee shall deliberate in respect of the Applications. 

7.5.4   The Applicant or their agent will have an opportunity to address the Committee.  Members may question the Applicant or their agent on the Application or presentation through the Chair.   The Applicant or their agent is not permitted to question the Candidate.

7.5.5   The Candidate or their agent or the Registered Third Party or their agent will have an opportunity to address the Committee, and may respond to the content of the Application.   Members may question the Candidate or their agent or the Registered Third Party or their agent through the Chair.  The Candidate or their agent or the Registered Third Party or their agent is not permitted to question the Applicant.

7.5.6   Delegations from persons other than the Applicant or their agent, the Candidate or their agent or the Registered Third party or their agent are not permitted.

7.6      Committee Decisions Regarding the Application

7.6.1   In accordance with subsection 88.33(8) of the Act, within 30 days after receiving the Application, the Committee shall consider the Application and decide whether to grant or reject the Application.

7.6.2   The Committee shall provide brief written reasons for its decision.  Notwithstanding the foregoing, the Committee may, after deliberation, provide its decision orally with brief written reasons to follow, provided the brief written reasons are provided within the timeframe set out in section 7.6.1 herein.

7.6.3   The Town Clerk shall forward a copy of the Committee’s decision, including brief written reasons, to the Applicant and the Candidate or Registered Third Party, as applicable, at the mailing address provided to the Town Clerk and Committee decisions, including brief written reasons, will also be posted on the Town’s website.

7.6.4   If the Committee decides to grant the Application it shall, in accordance with the Act, by resolution, appoint an Auditor to conduct a Compliance Audit of the Candidate’s or Registered Third Party’s election campaign finances and such appointment can be made at the same meeting where the Application was considered or at a subsequent meeting, at the discretion of the Committee.

7.7 Appeal of the Committee’s Decision

7.7.1   The Committee’s decision may be appealed to the Ontario Superior Court of Justice within 15 days after the decision is made and the court may make any decision the Committee could have made.

8.   Consideration of Auditor’s Report

8.1 Auditor

8.1.1   The Auditor shall promptly conduct an audit of the Candidate's or Registered Third Party’s, as applicable, election campaign finances to determine whether they have complied with the provisions of the Act relating to election campaign finances and shall prepare a report outlining any apparent contravention by the Candidate or Registered Third Party, as applicable.

8.1.2   For the purposes of the audit, the Auditor:

(a)    will be provided access, at all reasonable hours, to all relevant books, papers, documents or things of the Candidate or Registered Third Party, as applicable, and of the Town; and

(b)    has the powers set out in section 33 of the Public Inquiries Act, 2009 and section 33 applies to the audit.  

8.1.3    The Auditor shall submit a copy of the Auditor’s Report to,

(a)    the Candidate or Registered Third Party, as applicable;

(b)    the Town Clerk; and

(c)    the Applicant.

8.2  Committee Meeting to Consider Auditor’s Report

8.2.1   Within 10 days after receiving the Auditor’s Report, the Town Clerk shall:

(i)     set the time and place for a Committee meeting, ensuring that it is within 30 days of the date of the Committee’s receipt of the Auditor’s Report; and

(ii)    forward a copy of the Auditor’s Report to the Committee; and

(iii)   give notice of the meeting to the Candidate or Registered Third Party, as applicable, the Applicant and the public.

8.3    Submissions

8.3.1   The Applicant or their agent and Candidate or their agent or Registered Third Party or their agent, as applicable, shall have the opportunity to submit any and all documentation to the Town Clerk at least five (5) days prior to the meeting for circulation with the agenda.

8.4.     Agenda

8.4.1    At least three (3) days before the meeting date, the Town Clerk shall circulate the agenda including a copy of the Auditor’s Report, the Candidate’s or Registered Third Party’s written submissions, to the Committee, the Applicant, and to the Candidate or Registered Third Party, as applicable.

8.4.2    The agenda shall be posted on the Town’s website at least three (3) days before the meeting date.

 8.5      Conduct of Committee Meeting

8.5.1   The business of the initial meeting shall be taken up in the following order, unless otherwise decided by the Committee:

(i)         Opening Statement by the Chair

(ii)       Presentation of the Auditor’s Report by the Auditor

(iii)      Opportunity for the Applicant or their agent to address the Committee

(iv)      Opportunity for the Candidate or Registered Third Party, as applicable, or their agent, to address the Committee

(v)       Committee Deliberation

8.5.2   The Chair will read an opening statement outlining the procedure and format of the meeting and request that the Applicant and Candidate or Registered Third Party, as applicable, identify themselves.

8.5.3   The Auditor will have an opportunity to present an overview of the Auditor’s Report and the conclusions reached therein. Committee members may ask questions of the Auditor, through the Chair.

8.5.4   Where the agenda includes consideration of more than one Auditor’s Report, each Auditor’s Report will be received in accordance with the foregoing provisions by the Committee in its entirety before receipt of the next Auditor’s Report and when all of the Auditor’s Reports have been received, the Committee shall deliberate in respect of the Auditor’s Reports.

8.5.5   The Applicant or their agent will have an opportunity to address the Committee.  Members may question the Applicant or their agent on the Auditor’s Report or presentation through the Chair.   The Applicant or their agent is not permitted to question the Candidate or the Auditor.

8.5.6   The Candidate or their agent or the Registered Third Party or their agent will have an opportunity to address the Committee, and may respond to the content of the Auditor’s Report.   Committee members may question the Candidate or their agent or the Registered Third Party or their agent through the Chair.  The Candidate or their agent or the Registered Third Party or their agent is not permitted to question the Applicant or the Auditor.

8.5.7   Delegations from persons other than the Applicant or their agent, the Candidate or their agent or the Registered Third party or their agent are not permitted.

8.6  Committee Decisions Regarding the Auditor’s Report

8.6.1   In accordance with subsection 88.33(17) of the Act, within 30 days after receiving the Auditor’s Report, the Committee shall consider the Auditor’s Report and if the report concludes that the Candidate or Registered Third Party, as applicable, appears to have contravened a provision of the Act relating to election campaign finances, the Committee shall decide whether to commence a legal proceedings against the Candidate or Registered Third Party, as applicable, for the apparent contravention.  

8.6.2   The Committee shall provide brief written reasons for its decision.  Notwithstanding the foregoing, the Committee may, after deliberation, provide its decision orally with brief written reasons to follow, provided the brief written reasons are provided within the timeframe set out in section 8.6.1 herein.

8.6.3   The Town Clerk shall forward a copy of the Committee’s decision, including brief written reasons, to the Applicant and the Candidate or Registered Third Party, as applicable, at the mailing address provided to the Town Clerk and Committee decisions, including brief written reasons, will also be posted on the Town’s website.

9.    Consideration of Clerk’s Report

9.1   In accordance with subsection 88.34(1) and subsection 88.36(1) of the Act, the Town Clerk shall review contributions reported on the financial statements submitted by Candidates and Registered Third Parties respectively to determine whether any Contributor appears to have exceed the contribution limits set out in the Act.

9.2   In accordance with subsection 88.34(2) and subsection 88.36(2) of the Act, the Clerk shall prepare a report identifying each Contributor to a Candidate or Registered Third Party, respectively, who appears to have contravened any of the contribution limits set out in the Act, and     

(a)   If the Contributor’s total contribution to a Candidate appears to exceed the limit under section 88.9 of the Act or to a Registered Third Party appears to exceed the limit under section 88.13 of the Act, the Clerk’s Report shall set out the contributions made by that Contributor to the Candidate or Registered Third Party, as applicable; and

(b)    If the Contributor’s total contributions to two or more Candidates for office on the same council or two or more Registered Third Parties in the same municipality appear to exceed the limit under section 88.9 or section 88.13, respectively, the Clerk’s Report shall set out the contributions made by that Contributor to all Candidates for office on the same council or to all Registered Third Parties in the same municipality, as applicable.

9.3   Once prepared, the Town Clerk shall forward each Clerk’s Report to the Committee.

9.4   Committee Meeting to Consider Clerk’s Report

9.4.1   Within thirty (30) days after the Committee receives the Clerk’s Report, the Town Clerk shall:

(i)     set the time and place for a Committee meeting, ensuring that it is within 30 days of the date of the Committee’s receipt of the Auditor’s Report; and

(ii)    give notice of the meeting to the Contributor, the applicable Candidate(s) or applicable Registered Third Party(ies) and the public.

9.5   Submissions

9.5.1   The Contributor or their agent, the applicable Candidate(s) or their agent or applicable Registered Third Party(ies) or their agent shall have the opportunity to submit any and all documentation to the Town Clerk at least five (5) days prior to the meeting for circulation with the agenda.

9.6   Agenda

9.6.1    At least three (3) days before the meeting date, the Town Clerk shall circulate the agenda including a copy of the Clerk’s Report, the applicable Candidate’s or applicable Registered Third Party’s written submissions, to the Committee, the Contributor, and to the applicable Candidate(s) or applicable Registered Third Party(ies).

9.6.2    The agenda shall be posted on the Town’s website at least three (3) days before the meeting date.

9.7   Conduct of Committee Meeting

9.7.1   The business of the initial meeting shall be taken up in the following order, unless otherwise decided by the Committee:

(i)      Opening Statement by the Chair

(ii)     Presentation of the Clerk’s Report by the Town Clerk

(iii)    Opportunity for the Contributor or their agent to address the Committee

(iv)    Opportunity for the applicable Candidate(s) or Registered Third Party(ies) or their agent, to address the Committee

        (a) Where there is more than one applicable Candidate or Registered Third Party, they shall be entitled to make submissions in descending alphabetical order of last name.

(v)    Committee Deliberation

9.7.2   The Chair will read an opening statement outlining the procedure and format of the meeting and request that the Contributor and applicable Candidate(s) or applicable Registered Third Party(ies) identify themselves.

9.7.3   The Town Clerk will have an opportunity to present an overview of the Clerk’s Report and the conclusions reached therein. Committee members may ask questions of the Town Clerk, through the Chair.

9.7.4   Where the agenda includes consideration of more than one Clerk’s Report, each Clerk’s Report will be dealt with by the Committee in its entirety before consideration of the next Clerk’s Report and when all of the Clerk’s Reports have been received, the Committee shall deliberate in respect of the Clerk’s Reports.

9.7.5   The Contributor or their agent will have an opportunity to address the Committee.  Members may question the Contributor or their agent on the presentation through the Chair.   The Contributor or their agent is not permitted to question the Town Clerk or the applicable Candidate(s) or Registered Third Party(ies).   

9.7.6   The applicable Candidate(s) or their agent or the applicable Registered Third Party(ies) or their agent will have an opportunity to address the Committee, and may respond to the content of the Clerk’s Report.   Committee members may question the applicable Candidate(s) or their agent or the applicable Registered Third Party(ies) or their agent through the Chair.  The applicable Candidate(s) or their agent or the applicable Registered Third Party(ies) or their agent is not permitted to question the Contributor or the Town Clerk.

9.7.7   Delegations from persons other than the Contributor or their agent, the applicable Candidate(s) or their agent or the applicable Registered Third Party(ies) or their agent are not permitted.

9.8    Committee Decisions Regarding the Clerk’s Report

9.8.1   In accordance with subsection 88.34(8) and subsection 88.36(2) of the Act, within 30 days after receiving the Clerk’s Report, the Committee shall consider the Clerk’s Report and shall consider it and decide whether to commence a legal proceeding against a Contributor for an apparent contravention.  

9.8.2   The Committee shall provide brief written reasons for its decision.  Notwithstanding the foregoing, the Committee may, after deliberation, provide its decision orally with brief written reasons to follow, provided the brief written reasons are provided within the timeframe set out in section 9.8.1 herein.

9.8.3   The Town Clerk shall forward a copy of the Committee’s decision, including brief written reasons, to the Contributor at the mailing address provided to the Town Clerk and Committee decisions, including brief written reasons, will also be posted on the Town’s website.

10.    Matters Not Dealt With in These Procedures

10.1    If the practices and procedures set out herein do not provide for a practice or a procedural matter, the practice or procedure shall be determined by the Town Clerk in conjunction with the Chair, at their sole discretion.   

 

Downtown Business Improvement Area 

Downtown Business Improvement Area

The Downtown Business Improvement Area (DBIA) is responsible for the improvement, beautification and maintenance of municipally owned lands, buildings and structures in a designated downtown business area. For more information, contact 905-876-2773.

Milton Hydro Distribution Inc. Board of Directors 

Milton Hydro Distribution Inc. Board of Directors

The Board of Directors oversees Milton Hydro Holdings Inc. and its subsidiaries to protect the investment of the Shareholder and establish and maintain financial and capital structure. The Board will ensure a corporate environment of strong internal controls, fiscal accountability, high ethical standards and compliance with all applicable laws and regulations. For more information, contact 905-878-7252, ext. 2164.

Milton Youth Advisory Committee  

Milton Youth Advisory Committee 

The Milton Youth Advisory Committee encourages youth to participate and have a voice in the Milton community to foster a positive image for all young people. For more information, contact 905-878-7252, ext. 2611.

Terms of Reference

Milton Accessibility Advisory Committee 

Milton Accessibility Advisory Committee

This Committee was created under the authority of the Ontarians with Disabilities Act, 2001. The members advise and assist the Town in promoting and facilitating a barrier-free community for citizens of all abilities (universal accessibility), including persons with disabilities. For more information, contact 905-878-7252, ext. 2109.

Terms of Reference

 
Milton Public Library Board 

Milton Public Library Board

The Milton Public Library Board's mandate is to provide a comprehensive and efficient public library service that reflects the community's unique needs. For more information, contact 905-875-2665, ext. 3260.

Terms of Reference

Mattamy National Cycling Centre Management Committee 

Mattamy National Cycling Centre Management Committee 

This committee will strive to ensure that the facility operates as a cycling first facility, while recognizing and providing for the non-cycling uses of the facility, and achieves/maintains financial viability. For more information, contact (905) 878-7252 ext. 2581.

Terms of Reference will be available shortly.