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HomeMy WebLinkAboutKIN 84 4604 Communit Prog./Rec . . CORPORATION OF THE TOWN OF KINCARDINE BY-LAW NO. 460~ BEING A BY-LAW to authorize the carrying on of a Community Program of Recreation within the meaning of the regulations under the Ministry of Culture and Recreation Act and to provide for the establishment, operation and maintenance of Community Centres pursuant to the Community Recreation Centres act and the regulations made thereunder. 1. The Council of the Corporation ENACTS as follows: (a) Pursuant to Regulations made under the Ministry of Culture and Recreation Act, a Community Program of Recreation is hereby established for the residents of the Municipality. (b) Pursuant to the Community Recreation Centres Act and the regulations made thereunder, Community Centres are hereby established for the residents of the Municipality. (c) The said Community Program of Recreation, and the said Community Centres shall be directed, managed and controlled on behalf of the Council of the Corporation by a Committee known as the Kincardine and District Community Centre Recreation Board. 2. The Board shall be appointed annually by the Councils of the Town of Kincardine and the Township of Kincardine. (a) Two members of the Council of the Corporation of the Town of Kincardine (b) One member of the Council of the Township of Kincardine (c) Four residents of the Town of Kincardine who are qualified to be elected as members of Council. (d) Two residents of the Township of Kincardine who are qualified to be elected as members of Council. 3. (e) Appointment of Council members shall be for a three-year term. Non-Council members in regard to section 2(c) shall be appointed for a two year term - two members appointed in one year and two members in the alternating years. Non- Council members in regard to Section 2(d) above shall be appointed for a two-year term. The appointment of the said Community Centre Recreation Board shall be made at the first regular meeting of the Council in December of each year or as soon thereafter as it is expedient. The members shall hold office until their successors shall have been appointed, provided that all members shall hold office during the pleasure of the Council of the Corporation. Subject to the approval of Council, the said Board shall formulate policies, rules and regulations for and relating to the administration of the Community Centre and Recreation programs. At the first open meeting of the said Board, after the inaugeration of Council, the said Board shall elect a Chairman from among its members and such other officers as may be required. The Board shall submit to the,Council a monthly report of its activities and other such reports as may be required from time to time. The said Board may appoint as it deems necessary such committees to act in an advisory capacity to the Baord. In carrying out the provisions of this By-law the said Board shall at all times be the agent of the Town of Kincardine and while acting bonafide within the limits of the authority of this By-law neither the Board nor any member thereof shall incur any liability by reason of anything done or left undone by the Board, provided however that nothing in this paragraph contained shall authorize or empower the Board to incur any debt, liability or obligation for which the Town of Kincardine shall become liable without having previously obtained the consent of the Council of the Corporation of the Town of Kincardine. The said Board shall, at the request of Council, submit a budget to the Council for their ....2 - 2 - approval and make a complete report of the! operations during the preceding year. The Budget shall be detailed as required by the Treasurer of the Municipality. 4. The Bank Account of the said Board shall be consolidated with the general bank account of the Town of Kincardine. The signing officer for the Bank Account shall be either the Clerk-Administrator or Deputy Clerk & Treasurer, and the Mayor or Reeve. The books and the accounts of the said Board shall be kept by the Treasurer of the Municipality. The Secretary for the Board shall be appointed by the Clerk- Administrator. . (a) . (b) (c) 5. The the said Board may incur expenditures to the extent provided in annual approved budget or as approved by Council. 6. The said Board may prescribe fees for admittance and rentals to any part of the Community Centre and to Recreational programs. 7. The said Board may solicit or receive any gifts or bequests of money or services or any donation which may be applied to income for either the temporary or permanent use for facilities, equipment, program or other recreational purposes. 8. The hiring of the Director of Recreation and Facilities Manager shall be the responsibility of the Council óf the Town of Kincardine. The hiring of all other Full-time staff at the Community Centre shall be the responsibility of the Board and their recommendation for hiring shall be forwarded to Kincardine Town Council for approval. 9. The said Board may hire additional part-time workers on a paid or voluntary basis and shall be responsible for assigning the duties and responsibilities of such persons. 10. The Board shall conduct, encourage and assist the programs or recreation which will meet the needs and interests of the inhabitants of the Municipalities. Such programs shall include the social, cultural and physical aspects of recreation as applied to all ages both male and female. The Board shall, at all times, promote the facilities and amenities which are available for recreation. 11. The more detailed policies of the Board are outlined in Appendix "A" which forms part of this By-law. 12. That By-law 4473 be and the same is hereby repealed. 13. This by-law shall come into force and effect on the date of its final passing subject to the approval of the Minister of Culture and Recreation. READ a FIRST and SECOND time this 17th day of May , 1984. ~~ . ~& ?;fA~- . er READ a THIRD TIME and FINALLY PASSED this 17thday of May , 1984. ~~.~ ayor . ~~ .- ~ -/ - . c;- . . APPENDIX "A" KINCARDINE & DISTRICT CCMMUNITY CENTRE RECREATION BOARD POLICIES A. Meetings and Procedures 1. The Kincardine and District Community Centre Recreation Board shall meet on the 2nd and 4th Mondays of each month at 7:30 p.m. at the Kincardine & District Community Centre. Such meetings shall be open to the press and general public. Meetings may be closed following completion of regular business as required. The Facilities Manager, Director of Recreation, and Board Secretary shall attend these meetings. 2. Delegations to the Board must be received in writing at least one week prior to the meeting in order that it may be included on the agenda for that meeting. Emergency delegations may be accepted by the Facilities Manager or Board Chairman if required. 3. The meetings shall be terminated at 10:30 p.m. 4. The Facilities Manager is to ensure that the proper meeting room be reserved well in advance of all regular meetings and special meetings. 5. No Board meeting shall be called on less than 24 hours notice, unless it is an emergency, and must be called by the Chairman. 6. All Board members are to make every attempt to attend all regular meetings and all special meetings called for the Board. If a member misses three consecutive regular open meetings without due reason, that member shall be requested to submit his/her resignation. 7. Motions cannot be moved or seconded in absentia. 8. If, after any motion or report, a follow-up action is requried, the. responsible person(s) and the projected completion date(s) must be noted in the minutes. Actions and/or reports so produced are to be included on the agenda of the appropriate meeting. 9. All Board members shall have the right to attend any Committee meeting and may participate in the meeting discussion if invited by the Chairman. Committee meeting dates and times will be announced at each Board meeting. 10. The minutes of all regular meetings and Department Head reports will be typed and mailed to each Baord member, the Director of Recreation, Facilities Manager, and Pool Supervisor. Three copies of the minutes, once passed by the Board, will be made available to the Township Council,and a copy available to each member of Town Council. 11. The statement of the monthly accounts is to be mailed to each Board member prior to the first meeting of each month. The monthly financia1 statement is to be mailed to each Board member, Finance Chairman of the Town and the Town Clerk-Administrator and Township Clerk. 12. The accounts received to date will be approved for payment at each Baord meeting. B. Personnel, Programme, Facilities 1. The Director of Recreation shall act as Activities Coordinator at Connaught Park and any other recreational parks as per program requirements, except for Elgin Market park. 2. Job Vacancies under the jurisdiction of the Board are to be publicly advertised. Applicants are to be interviewed by the appropriate managerial persons and one Board member. Successful candidates' names shall be submitted by both the Director of Recreation and Facilities Manager to the Board for approval by motion. ....3 - 3 - . 3. Full-time, hourly-rated employees being hired for the first time shall have the followingŒB one of their terms of employment: a probationary work period of 6 months during which time the rate of pay shall be $.50 less than the current rate of pay for that position. 4. All personnel working in the pool area-tote room are under the supervision of the Pool Supervisor. 5. Any part-time employee under the jurisdiction of the Board shall be immediately dismissed for documented proof of repeated poor performance, bad language, and/or disrespectful conduct towards the general public. Recommendations for dismissal of any full- time staff shall be forwarded from the Board to Town Council. 6. The Director of Recreation, Facilities Manager, and Pool Supervisor shall each conduct an annual evaluation of all employees responsible to them. Evaluations shall be submitted to the Evaluation Committee prior to presentation tothe.Board in closed session. Three copies of the evaluation are to be prepared:one for the evaluator, one for the employee, and one for the employee's file to be kept in a locked cabinet in the main office of the Community Centre. The keys of the cabinet are to be kept by the Board Chairman. All evaluations are to be completed before October 31st each year. 7. The Evaluation Committee shall conduct an annual evaluation of the Facilities Manager and of the Director of Recreation. Two copies of each report are to be prepared: one for the employee, and one for the employee's file to be kept in a locked cabinet in the main office of the Community Centre. The Evaluation Committee shall forward its appraisal rating to the Board for approval. The keys of the cabinet are to be kept by the Board Chairman. The Evaluations are to be completed before October 31st each year. 8. The Director of Recreation is permitted to attend all general meetings of the Lake Huron Zone Recreation Association. The Facilities Manager is permitted to attend all regular meetings of the Ontario Arena Association. All other meetings and conference requests to be made in writing to the Board, 14 days prior to the date of the event. 9. A schedule of holidays for all employees shall be submitted by the Director of Recreation and Facilities Manager by March 1st each year. 10. (a) The Board does not approve of Recreation Program groups building up Reserve Funds. (b) Reserve Funds may be established for a capital expenditure if budgeted reserve funds are approved by Council. 11. All staff are to refer refund requests to the Director of Recreation or Facilities Manager. If a refund is warranted it will be made on a pro-rated basis at the discretion of the Director of Recreation or Facilities Manager. 12. Only those concessions permitted by the Board will be allowed to operate in all premises under the Baord's control. The Board does not permit the renting of the facility for the purpose of retail of any product, with the exception of the concessions, auction sales, and minor sports related activities. . 13. The concession booths will be offered for tender on an annual basis. The booths are to be operated only when, in the judgement of the Baord, the occasion warrants. 14. The prices charged to the general public by Board-operated concessions should be at the average prices charged in other local establishments. 15. Senior citizens shall give notice in writing one week in advance if they wish to use Kincardine Hall for something other than their regular monthly meeting. .....4 - 4 - 16. All Hockey Tournaments that continue for more than one calendar day are to be set up to provide appropriate allowances for public skating, after consultation with the Facilities Manager and the Board. . 17. The pool will be closed annually for up to a two-week period to allow for maintenance and painting under the direction of the Facilities Manager and the Board. 18. Meetings for the Executive of Kincardine's minor sports groups and for the L.H.Z.R.A. may be held at the Kincardine & District Community Centre free of charge, at the discretion of the Facilities Manager. 19. Use of the pool is always chargeable except where special provision has been made by the Board. 20. Kincardine Minor Hockey Association, Kincardine Figure Skating Club, Rotary Club, Lions Club and Kinsmen Club are each allowed free use of the Hall or Arena once a year, and the Kippers are allowed free use of the pool once a year for fund-raising, providing they set-up, take-down and clean same. Labour costs incurred by the Community Centre not done by the "user group", will be charged to that user. 21. Emergency requests for the free use of the Hall or Arena for a benefit function will be at the discretion of the Facilities Manager. 22. All other requests for free use of the Community Centre will go before the Board. 23. The Board gives financial assistance to new programs and/or organizations, and it be reviewed annually. 24. Arena ice time allocated to each user group is theirs for their full season excluding winter break. Ice time allocated to the organization and not used reverts back to the Community Centre but is charged back to the organization if the Community Centre but is unable to fill the ice time. Cancellations due to weather..will be at the discretion of the Facilities Manager. 25. There shall be no employees' discounts for rental of the Community Centre facilities. 26. Use of the arena for special activities that require the cancellation of ice time for that period will be submitted to the Board for consideration. . 27. The Community Centre Facilities shall be open all year excepting the following specified days and hours: 1) New Years Day - open 1:00 to 5:00 p.m. 2) Remembrance Day - closed from 10:00 a.m. to 1:00 p.m. 3) Christmas Eve, December 24 - closed at 4:00 p.m. 4) Christmaß Day, December 25 - closed all day 5) December 31 - closed from 4:00 to 8:00 p.m. 28. The pay period for part-time community centre/recreation employees shall be established as Wednesday midnight to Wednesday midnight the following week. Employees shall be paid on a weekly basis each Thursday. 29. In an effort to promote safety the Board considers First Aid training mandatory, and CPR training optional for all employees under its jurisdiction. In order that the value of such training be maintained, refresher courses will be taken annually. 30. In the absence of the Pool Supervisor, a head life guard will be appointed as required to supervise the Pool Area. C. General 1. Advertising pertaining to Recreation and Community Centre is to .. .5 - 5 - be placed in both local newspapers. 2. All Community Centre and Recreation Board mail is to be delivered through the Town P.O. Box and directed to the Board from the Town Hall. . 3. Program Expenditures shall be netted against program revenues. Use of the Community Centre facilities by programs shall be considered a program expenditure for accounting purposes. 4. The Clerk-Typist, Community Centre, will be allowed a $100.00 petty cash fund. 5. Flowers or donations for deceased persons from the Board shall be made for deceased members of staff or their immediate family; i.e. father, mother, spouse, son, daughter. Recognition for private citizens will be made only if the individual or spouse has in the past given generously of their time/monies to promote the Community Centre or Community Centre Recreation, above and beyond ordinary day-to-day activiities. The foregoing shall be at the discretion of the Facilities Manager or Director of Recreation. 6. The Board will review all policies annually by the end of January. 7. Personnel matters are to be handled in closed session. 8. A log of all long-distance telephone calls will be kept by each member of the Community Centre staff. 9. All full-time staff must submit a statement of mileage and expenses monthly to the Board. 10. Board members will refrain from reprimanding or harassing any of the Community Centre Staff. Disciplinary action must follow the chain of command. 11. All sporting teams that win Ontario or National championship banners will be permitted to display them in the Community Centre. The Facilities Manager shall make the final decision as to placement, and all such banners will become the property of the Centre. 12. No member of the Board nor member of the staff shall consult the Town Solicitor concerning any matter of Town or Board business without the prior authorization of the Mayor. 13. Any member wishing to attend conferences, meetings, etc., at the Board's expense must submit his name to the Board for their approval. Approved expenses shall be reimbursed at the current Town rate. 14. Quotation and tendering procedures for purchase of goods and services shall be as per Town of Kincardine current policy. .