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HomeMy WebLinkAboutKIN 91 069 Est Kin Fish Derby THE CORPORATION Of THE TOWN Of KINCARDINE . BY-LAW BY-LAW NO. 1991-69 A BY-LAW TO ESTABLISH AN AD-HOC 1992 FISH KINCARDINE SALMON KINCARDINE SALMON DERBY COMMITTEE IN THE TOWN OF KINCARDINE. WHEREAS Kincardine Town Council wishes to establish a 1992 Fish Kincardine Salmon Derby Committee to manage the 1992 Fish Kincardine Salmon Derby Committee; NOW THEREFORE the Council for The corporation of the Town of Kincardine ENACTS as follows: 1. That an ad-hoc 1992 Fish Kincardine Salmon Derby Committee be hereby established. Furthermore, the name of the committee and the derby may be amended by inserting the name of the major corporate sponsor at the beginning of the name. 2. This committee will be responsibilities; charged with the following 2.1 Oversee and coordinate the 1992 Salmon Derby within approved budgets Kincardine Town Council; Fish Kincardine and policies of 2.2 Promote public support for the 1992 Fish Kincardine Salmon Derby; 2.3 Coordinate the efforts of different local groups and organizations to implement this project; 2.4 To report to Kincardine Town Council through the Council representatives on the committee on a regular basis and to provide written minutes of their meetings to the clerk; 2.5 on the The Committee will not have any authority to behalf of the Town but may recommend to Town execution of contracts and agreements; contract Council 2.6 The Tourist computer Town will Hospitality program for make available Centre and the derby; office space the Town's at the existing . 2.7 The Committee will provide a complete budget to Town Council for approval prior to spending or committing any funds for the derby and will not exceed the approved expenditure levels without prior approval of Town Council ; 2.8 The terms of reference for the 1992 Fish Kincardine Salmon Derby Committee are attached as Schedule "A"; 2.9 The 1992 Fish Kincardine Salmon Derby will present a final report to Council within 60 days of the completion of the Derby. .. ./2 . . By-law No. 1991-69 Page 2 3. Be members of this committee shall be appointed by resolution of Council from time to time. This Committee shall exist until such time as the final report of the 1992 Fish Kincardine Salmon Derby has been accepted by Town Council. 5. This by-law shall come into full force and effect upon its final passage. 4. 6. This by-law may be cited as the "1992 Fish Kincardine Salmon Derby Establishment By-law". READ a FIRST and SECOND TIME this 5th day of September, 1991 READ a THIRD time and FINALLY PASSED this 19th day of September, 1991. ¿¡v/w J cSfh (¡¿,/i, Mayor " BY-LAW 1991 - 12 SCHEDULE "A" . 1991 FISH KINCARDINE SALMON DERBY COORDINATOR TERMS OF REFERENCE MISSION: To co-ordinate, organize and promote the 1991 Fish Kincardine Salmon Derby within the guidelines outlined in the terms of reference as recommended by the Kincardine Town Council. To ensure that the event attains a high profile within the community and in the area. The derby must make a profit. The coordinator should encourage volunteer help both before and after the derby in order to reduce the operational costs to the Town and maximize the profit available for the fish enhancement program. BACKGROUND: The Town of Kincardine, a municipality of approximately 6,000 people is in the south west corner of Bruce County and on the shores of Lake Huron. The major sources of employment are the Bruce Nuclear Power Development (BNPD) located nearby in Bruce Township, the service industry required to provide goods and services to the people that work at BNPD and tourism. The Town of Kincardine by virtue of its waterfront location is a hot spot for tourists, recreational boaters and especially sport fishermen. Lake Huron waters provide a clean and very productive habitat to lure fishermen to try for those "big ones", while the town provides parking and boat launching facilities, fishing charters and many other services to accommodate the fishermen. Fishing has always been a popular pastime in this area, but for those fishing in Kincardine's derby it can also result in big prizes. This year marks the sixth year that Kincardine has hosted the Fish Kincardine Salmon Derby. Major prizes are awarded to the winner in the contest category of prize salmon, trout and walleye caught. In addition to these major prizes, daily prizes and hidden weight prizes are awarded and specialty events are held throughout the derby. All proceeds go towards the fish enhancement program which is already in place to conserve and replenish fish stocks in Lake Huron. OBJECTIVES: The objectives of the project are as follows: a) ensure that the 1991 Fish Kincardine Salmon Derby is a well organized event; who's primary purpose is to promote the Town of Kincardine as a tourist destination; b) ensure that there is an attractive sponsored prize package; c) that each registrant is aware of water safety recommendations; d) that the derby realizes a profit which will provide funding for the fish enhancement program; .. THE OPERATION OF THE DERBY: The coordinator hired by accomplish the following: Kincardine Town Council will be required to i) prepare a report detailing the operation of the derby, addressing such items as the prospective coordinator's interpretation of the requirements of the derby, together with a description of the approach planned to facilitate carrying out the operation of the derby, promotion, sponsorships, and advertising, the day to day ... ./2 -page two- .~ organization of the event, emergency procedures and water safety information should be included; ii) a promotional package designed to ensure the event attains, and maintains a high profile within the community and the area; iii) work with a committee appointed by Kincardine Town Council who will be available to assist with the coordination and the day to day operation of the derby. There will representatives from Council, the BIA, the Chamber of Commerce, the Tourist Development Committee, the Water Rescue Unit and interested citizens appointed to this committee; iv) arrange for a sponsored prize package, the total value of which should not be less than $60,000; v) contact with prior derby sponsors and attract new sponsorships; vi) prepare an advertising flyer, paid by sponsorship, and arrange for a mailing of the flyer to last year's registrants. This flyer should be available by March lOth, 1991; vii) preparation of a detailed operational budget and profit projection for the event; viii) recommendations to Kincardine Town Council of a reasonable prize package and an estimate of costs involved thereof; ix) set out the basis and rationale for any costs to the Town of Kincardine in a clear and thorough written report which may be made public information; xi) prepare a presentation to Council and to the public and answer any questions that may arise; xii) arrange for registration tickets to be printed; xiii ) ensure that detailed registrants, the prize entered information; computer records are maintained of all package, prize winners, and fish weighed and xiv) arrange for ticket outlet locations; xv) organize sponsor/media day activity and reception, and the prize giving ceremony; xvi) liaise with the Water Rescue Unit and prepare a list of water safety recommendations to be distributed to all derby registrants; xvii) discussions with the Town's manager of public works arrangements for traffic barriers, garbage collection, and water hook-up; concerning receptacles and xviii ) discussions with the manager of the PUC concerning hydro hook-up; ""'" ... xix) discussions with CKNX, Molson's and any other major sponsor concerning their requirements during the derby; xx) make arrangements for the operation of a beer tent, if required during the derby, including such items as liquor licence applications and permits and staffing; xxi) coordinate arrangements for the operation of the weigh station and the fish cleaning station at the harbour during the derby; .. ./3 xxi) .' xxii) xxiii) xxiv) -page three- set up and operate the satellite office at the harbour during the derby; arrange adequate volunteer staffing during the derby; the coordinator shall provide periodic press releases for the media; the coordinator shall provide press releases during the derby, a wrap-up press release and interviews to the media as required; xxv) the coordinator will prepare a final report for consideration by Council; xxvi) xxvii) xxviii) xxix) the coordinator should at the end of the derby provide a list of names, addresses and phone numbers of sponsors, advertisers, charters, suppliers and volunteers etc. to ensure easy transition for the 1992 derby. be responsible for proper distribution and enforcement of the Council approved rules and regulations for the derby; the derby will run from 12:00 a.m. May 17th to 1:00 p.m. on May 26th, 1991; the final report will recommend appropriate measures for the operation of the next year's derby xxx) the Report, once presented, will be the property of The Corporation of The Town of Kincardine. INFORMATION SOURCES The coordinator shall examine such information as is required to operate the derby, but Council expects the coordinator to consider, at a minimum, the following: a) financial information provided by the treasurer related to past derbies; b) discussions with past members of the derby committee, the Lake Huron Fishing Club and the Town's tourist consultant; c) discussions with the Town's clerk-administrator, who will provide primary supervision of the derby; g) records and minutes of past derbies. SUBMISSION OF A PROSPECTIVE COORDINATOR PROPOSAL: The Town expects the prospective coordinator to submit a proposal to the Clerk-Administrator's office by 5:00 p.m. on January 25th, 1991. The Town will decide who will be hired as coordinator of the 1991 Fish Kincardine Salmon Derby based in part on the merits of the individual's proposal. tíìIIÞ. PROPOSAL CONTENTS: Each applicant submitting a proposal shall set out a lump sum proposed contract fee for the coordination of the derby in accordance with above terms of reference and which costs shall not be exceeded. It will also include, but not necessarily be limited to tentative project timing, budget, specific improvements, and a listing of the applicant's past promotional, and or event coordination experience. The proposal should include a work plan, the overall agenda, key decision points, timing, meetings with staff, the volunteer committee, and Council; .../4 -page four- . REPORTS: The coordinator will provide twenty-five copies of their final report. ADMINISTRATION: Final approval of the proposal rests with Kincardine Town Council. Council will be advise and assist with derby. establishing a the coordination staff and volunteer derby committee to and the day to day operation of the The coordinator will be expected to attend all meetings with the derby committee and two meetings with Town Council (including the public meeting). The coordinator will be expected to be the main spokesperson for the derby and will be expected to give promotional interviews concerning the derby to the newspapers, and the media. In the event of a mishap or accident, the coordinator will immediately contact the Town's mayor or the clerk-administrator. The coordinator will prepare a statement for release to the press. However, no statements, information or comments are to be released without prior consent of the Town's mayor or the clerk-administrator. The coordinator will be the sole spokesperson from the derby committee. The coordinator will be expected to be available during the derby to supervise the day to day running of the event. The coordinator shall circulate agendas and keep minutes for all meetings. RESOURCES AVAILABLE TO COORDINATOR: The coordinator will have the following resources provided by the Town of Kincardine: a) a fish derby committee appointed by the Town of Kincardine Council; b) the tourist hospitality staff for clerical duties, to administer registrations and to assist with the operation of the derby; c) an updated computer program designed specifically for the derby; d) materials, supplies, utilities and services provided by the Town in their approved budget. EVALUATION OF PROPOSALS: Each proposal will be evaluated by Council on the following: a) the coordinator's understanding of the terms of reference and the scope of the project; b) the approach used to fullfil the terms of reference; "C) d) the experience, expertise and organization of the consultant; and; costs and timing. Each applicant may be invited to interviews in Kincardine conducted by the staff committee, the mayor, a member of council and the clerk-administrator. At the interview, the applicant should be prepared to make a verbal presentation of approximately twenty minutes outlining the proposed method of executing the study. Following the interviews, Council may select a preferred applicant. ... ./5 · -., .. -page five- AWARD OF CONTRACT: The terms of proposal study shall be carried out under the terms of reference and any and accepted by Council. a simple contract only including the items contained in the applicant's The Town may accept any of the proposals they receive or may accept none at all as they see fit in their absolute discretion.