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HomeMy WebLinkAbout10 078 Establishment of HPAC By-Law• • THE CORPORATION OF THE MUNICIPALITY OF KINCARDINE BEING A BY -LAW TO ESTABLISH A HERITAGE PARTNERSHIPADVISORY COMMITTEE WHEREAS Section 224 (a) and (c) of the Municipal Act, 2001, S.O. 2001, c. 25, as amended, identifies that the role of the Council of a municipality is to represent the public and to consider the well -being and interest of the municipality and to determine which services the municipality provides; AND WHEREAS the Council of The Corporation of the Municipality of Kincardine has determined that it requires various advisory committees, special committees, boards and commissions and special purpose appointments to assist in this role; AND WHEREAS pursuant to the said Municipal Act, Section 8 (1), provides that the powers of a municipality under this or any other Act, shall be interpreted broadly so as to confer broad authority on the municipality to enable the municipality to govern its affairs as it considers appropriate and to enhance the municipality's ability to respond to municipal issues; AND WHEREAS the Council of The Corporation of The Municipality of Kincardine deems it appropriate to establish a Heritage Partnership Advisory Committee; NOW THEREFORE the Council of The Corporation of the Municipality Kincardine ENACTS as follows: 1. That the Heritage Partnership Advisory Committee (HPAC) be hereby established. 2. That the Terms of Reference, attached hereto as Schedule "A" and forming part of this By -law, be hereby adopted for the Heritage Partnership Advisory Committee (HPAC). 3. This by -law shall come into full force and effect upon its final passage. 4. This by -law may be cited as the "Establishment of HPAC By -law ". READ a FIRST and SECOND TIME this 2 day of June, 2010. /I, GerrIO ado o ok Clerk d ayor BY -LAW NO. 2010 - 078 READ a THIRD TIME and FINALLY PASSED this 2 day of June, 2010. Omiut1Clerk Heritage Partnership Advisory Committee Terms of Reference Objective To promote and assist in the management of local heritage facilities and programs in the Municipality of Kincardine. 2. Mandate The Municipality of Kincardine's Heritage Partnership Advisory Committee (HPAC) is an advisory body that: • makes recommendations to the Community Heritage Arts and Tourism (CHAT) Committee on issues referred from the CHAT Committee • provides information and advice to CHAT Committee on emerging issues that affect the Municipality initiated by the Committee or the community • at the direction of the CHAT Committee undertakes projects on behalf of the Municipality • provides support for the various heritage assets, organizations and facilities in the Municipality of Kincardine, including but not limited to: Kincardine Lighthouse Township of Bruce Historical Society Kincardine Centre for the Arts Bruce County Genological Society Kincardine Beach Pavilion Paddy Walker Heritage Society Kincardine Annex Bruce County Historical Society Walker House Friends of the Kincardine Beach Kincardine Library Pavilion Community Centre Geddes Barn various municipal Committees Municipality of Kincardine Cemetery structures 4. Purpose The primary purposes in the short term of the HPAC are: i) Review financial operations of existing heritage assets and recommend efficiencies ii) Explore grant opportunities available for both capital improvements, marketing and programming. iii) Encourage public awareness of the Municipality's heritage assets and cultural amenities iv) Prepare an inventory of heritage facilities, including condition reports v) Prepare list of heritage organizations vi) Provide administrative support and coordination between various heritage assets, organizations and facilities vii) Serve the community through the CHAT Committee to resolve any potential heritage issues that may have an impact on the community viii) Provide a forum in which volunteer construction labour support can actively participate in future restoration projects. The primary purposes in the long term of the HPAC are: i) To maintain and improve heritage assets, organizations and facilities in the Municipality ii) To bring greater awareness and focus on local heritage and culture iii) Develop a Heritage and Cultural Plan iv) Work with the Accessibility Advisory Committee to improve the accessibility of heritage assets, organizations and facilities v) To create more efficient and sustainable operations for all heritage assets, organizations and facilities under one umbrella vi) To assist the heritage assets, organizations and facilities with staff support. The HPAC will cooperate with, and avoid duplicating the activities of other committees and organizations. 5. Composition The Committee shall be comprised of no more than 7 individuals who are qualified electors of the Municipality of Kincardine and are appointed by the Council of the Municipality of Kincardine. Members will be recruited to represent heritage matters in the Municipality. Community members shall be appointed by the Council of the Municipality of Kincardine for the term of Council or for such other term as Council may determine from time to time. The Committee shall be a diverse group, with members drawn with various backgrounds including community interest, academic or technical qualifications, experience, or availability and who have an interest or background in: • Restoration of historic structures • Event management • Marketing and programming • Historic research • Accessibility • Finances 6. Administration The Committee shall be known as the "Heritage Partnership Advisory Committee Committee" (HPAC). As a Committee of Council, HPAC shall report to the CHAT Committee via the Chair or Vice Chair. At the first meeting of the year, the Committee shall: • elect a Chair and Vice Chair • establish dates and times for regular meetings throughout the year • review Terms of Reference • generate an annual plan of activities, if any, and report to the CHAT Committee as appropriate A meeting quorum shall be a majority of the Committee members. When deemed necessary by the Committee, working sub - committees for issues, projects etc. may be established. Sub - committees may include individuals who are not members of the HPAC. Minutes of the meetings will be recorded. Meeting minutes will be amended as necessary and adopted at the following meeting and then posted on the Municipality of Kincardine website. Staff Liaison shall be responsible for taking minutes and distributing them to members for review and approval at the next meeting. Meetings shall be conducted with an agenda. Staff Liaison shall prepare an agenda and review with the Chair or Vice Chair as appropriate. Members are encouraged to submit agenda topics at least 1 week prior to the meeting to the Staff Liaison. For consistency of message, media inquiries should be directed to the Manager of Economic Development and Tourism. Municipal Staff Support The Committee shall be aligned to the Tourism Department with the appointment of the Staff Liaison from that Department. This person will be the conduit to provide administrative, procedural and /or technical assistance. The Staff Liaison will coordinate all requests, responses, departmental involvement and assist in preparation of any reports, resolutions or replies as necessary. 1 4 3 10. 11 Committee Budget Any budget for the HPAC will be incorporated into the budget of the Tourism Department and this budget is to be administered by the Tourism Department. In addition, as need arises, other funds may be requested from the Council of the Municipality of Kincardine for special projects through the Manager of Economic Development and Tourism. Committee Meetinqs The Committee shall follow the Municipality of Kincardine's Procedure By -law, except as provided herein. of the Committee. Meetings will be open to the public. Public delegations will be welcomed. Delegations are required to notify the Staff Liaison or Chair 1 week in advance to ensure they are placed on the agenda. If a delegation wishes to address the Committee but has not reserved an opportunity, they may do so at the discretion The Committee may not respond immediately to the presentations by the delegations. Time will be taken to consider the points raised, to solicit other points of view or data, and to formulate advice /recommendations for discussions at a future meeting. If the Committee is concerned a subject matter under the consideration cannot be dealt with in an open forum, advice of the Staff Liaison may be sought before the matter is discussed. Committee Procedures All motions properly put before the Committee shall be voted upon. All members will have one vote and a simple majority carries the motion. A tie vote is lost. As a full member the Chair is entitled to vote on any motion. Communication to Community Heritage Arts and Tourism Committee and Staff a) All Committee Minutes shall be forwarded to the CHAT Committee for their information. b) If the Committee undertakes to study an issue that has not been forwarded to them by the CHAT Committee, a memo shall be forwarded to the CHAT Committee informing them of this undertaking and periodic updates shall also be forwarded to the CHAT Committee for information. c) Any request by the Committee for information or action by Staff, with the exception of the Staff Liaison, shall be directed to the Manager of Economic Development and Tourism. 12. Pecuniary Interest Members having a pecuniary interest in any issue under consideration by the Committee shall declare the pecuniary interest to the Chair at the beginning of the meeting or at the earliest time known and shall not discuss or vote on the issue. 13. Amendments to Terms of Reference A recommendation to amend the Terms of Reference can be made by a motion endorsed by at least two thirds of the membership of the Committee. Proposed changes to the Committee Terms of Reference must be approved by the Council of the Municipality of Kincardine.