HomeMy WebLinkAboutKIN 80 4311 Com Prog/Rec Operat
THE CORPORATION OF THE TOWN OF KINCARDINE
BY-LAW NO.
4311
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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 exacts 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 and
Recreation Committee.
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2. The Committee 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.
Appointment of Council members shall be for a two year term
and the non-Council members a two year term, excepting the
initial appointment, when one member shall be appointed for
a one year term.
The appointment of the said Community Centre Recreation Board
should 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 successor 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. The said Board
shall hold two regular monthly meetings. At any meetings of the
said Board a quorum shall consist of a minimum of five members.
The said Board shall elect a Chairman annually from among its
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3.
Continued
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 Board. 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 bona fide
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. On or before the final day of March each
year, the said Board shall submit to the Clerk Administrator
for audit, a statement of its financial affairs for the preceding
year. The said Board shall, by the last day of March in each
year, submit a budget to the Council for their approval and make
a complete report of the operations during the preceding year.
The budget shall be detailed as required by the Auditor, as
follows:
i) Administrative & Operational Cost
ii) Maintenance Costs
iii) Recreational Program Costs
iv) Capital Costs
4. The Council establish a Bank Account on behalf of the said Board
to be known as the Kincardine and District Community ·Centre
Recreation Board.
5.
6.
(a) The signing officer for the Bank Account shall be appointed
by the Board.
(b) The books and the accounts of the said Board shall be kept
by the Treasurer of the said Board.
(c) The Secretary shall be appointed by Kincardine Town Council.
No debt or obligation shall be incurred by the said Board.
7.
The said Board may incur expenditures, as may be recommended by
the various sub-committees, to the extent provided in the annual
approved budget or as approved by Council.
The said Board may prescribe fees for admittance and rentals to
any part of the Community Centre and to Recreational programs.
8.
The said Board may solicit or receive any gifts or bequests of
money or services of any donations to be applied principal or
income for either the temporary or permanent use for facilities,
equipment, program or other recreational purposes.
9. The said Board shall recommend to the Municipal Council of the
'Town of Kincardine the hiring of all Administrative Staff and
other full-time staff that is required to maintain and operate
the Community Centre and Recreation Programs.
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10. 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.
II. The Board shall conduct, encourage and assist the programs or
recreation which will meet the needs and interests of the in-
habitants 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.
12. That By-law 4195 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. o/.~
READ a FIRST and SECOND time this 4th
day of SeDtember , 1980.
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C er A i ~strator
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READ a THIRD time and FINALLY PASSED this 4th
1980.
day of SeDteniber- ~ ~/."o
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KINCARDINE & DISTRICT
COMMUNITY CENTRE RECREATION BOARD
POLICIES
Amended Jan. 22/81
BY-LAW 4311
A. Meetings and Procedures
1. The K. & D.C.C. & R.B. meet at 7:30 p.m. in closed session on
the 2nd Monday of each month at the K.D.C.C. This meeting to
be closed to the general public unless written request from a
delegation. The business to be considered is (a) discussing
of accounts payable; (b) discussing reports from Committee
Chairmen. The Facility Manager, Director of Recreation and
Secretary shall attend this meeting.
2. The second meeting held on the 4th Monday of each month, shall
become open at 8:00 p.m. The Facility Manager and Director of
Recreation shall attend this meeting, approving and passing
of accounts payable at this mèeting.
3. The meetings shall be terminated at 10:30 p.m.
4. During July and August the K. & D.C.C. & R.B. shall meet on
only the 4th Monday of each month at the regular meeting time
or at the call of the Chairperson.
5. The Facility Manager is to ensure that the proper meeting room
be reserved well in advance of all regular meetings.
6. No board meeting shall be called on less than 24 hours notice,
unless it is an emergency.
7. 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 meetings
without due reason, that member shall be requested to submit
his/her resignation.
8. Motions cannot be moved or seconded in absentia.
9. If, after any motion or report, a follow-up action is required,
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.
B. Personnel. Programme. Facilities
1. The Director of Recreation shall act as Activities Co-ordinator
at Connaught Park.
2. Job vacancies under the jurisdiction of the K. & D.C.C. & R.B.
are to be publicly advertised. Applicants are to be interviewed
by the appropriate managerial person and members of the Personnel
Committee. Successful candidates shall then have their names
submitted to the Board for final approval, by motion.
3. Full-time, hourly-rated employees being hired for the first
time, shall have the following as one of their terms of employ-
ment: 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.
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KINCARDINE & DISTRICT
COMMUNITY CENTRE RECREATION BOARD
POLICIES
BY-LAW 4311
A. Meetings and Procedures
I. The K. & D.C.C. & R.B. meets at 7:30 p.m., in closed session,
on the 2nd and 4th Mondays of each month at the K. & D.C.C.
The first meeting of each month is used for conducting general
business and the approving of accounts. The second monthly
meeting is for discussing the monthly financial statement,
the Facility Manager's Report, the Director of Recreation's Report
and conducting general business.
2.
Each meeting shall become "open" at 8:00 p.m.
of Recreation and the Facility Manager are to
at this time.
The Director
be present
3. The meetings shall be terminated at 10:30 p.m.
4. During July and August the K. & D.C.C. & R.B. shall meet on
only the 4th Monday of each month at the regular meeting time
or at the call of the Chairperson.
5. The Facility Manager is to ensure that the proper meeting room
be reserved well in advance of all regular meetings.
6. No board meeting shall be called on less than 24 hours notice,
unless it is an emergency.
7. 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 meetings
without due reason, that member shall be requested to submit
his/her resignation.
8. Motions cannot be moved or seconded in absentia~
9. If, after any motion or report, a follow-up action is required,
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.
B. Personnel, Programme, Facilities
I. The Director of Recreation shall act as Activities Co-ordinator
at Conn aught Park.
2. Job vacancies under the jurisdiction of the K. & D.C.C. & R.B.
are to be publicly advertised. Applicants are to be interviewed
by the appropriate managerial person and members of the Personnel
Committee. Successful candidates shall then have their names
submitted to the Board for final approval, by motion.
3. Full-time, hourly-rated employees being hired for the first
time, shall have the following as one of their terms of employ-
ment: 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.
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All personnel working in the pool area - tote room are under
the supervision of the Pool Supervisor.
Any employee will be immediately dismissed for documented
proof of repeated poor performance, or bad language and/or
disrespectful conduct towards the general public.
6. The Director of Recreation, Facility Manager and Pool Super-
visor shall each conduct an annual evaluation of all employees
responsible to them. Three copies of the evaluation are to be
prepared: one for the evaluator, one for the employee, and
one for the employee's file in the main office of the K. &
D.C.C. All evaluations to be finished before October 31,
each year.
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7. The Personnel Committee of the Board shall conduct an annual
evaluation of the Facility Manager and of the Director of
Recreation. Two copies of each report are to be prepared:
I for the employee, and I for the employee's file in the main
office of the K. & D.C.C. Both evaluations to be completed
before October 31, each year.
8. The Director of Recreation is permitted to attend all general
meetings of the Lake Huron Zone Recreation Association. The
Facility 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 Facility Manager by March I
each year.
IO. The K. & D.C.C. & R.B. does not approve of Recreation Program
groups building up Reserve Funds.
II. All staff are to refer refund requests to the Director of
Recreation or Facility Manager. If a refund is warranted
it will be made on a pro-rated basis at the discretion of
the Director of Recreation or Facility Manager.
Only those concessions permitted by the Board will be allowed
to operate in all premises under the Board's control.
The concession booths are to be operated only when, in the
judgement of the Facility Manager, the occasion warrants.
The prices charged to the general public for concession goods
be at "the going rate" (average prices in other local estab-
lishments).
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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.
16. All Hockey Tournaments that continue for more than one
calendar day are to be set up to provide appropriate allow-
ances for public skating, after consultation with the Facility
Manager.
17. The pool will be closed annually for a two-week period, to allow
for maintenance and painting under the direction of the
Facility Manager.
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18. Meetings for the Executive of Kincardine's minor sports
groups and for the L.H.Z.R.A. may be held at the K. & D.C.C.
free of charge, at the discretion of the Facility Manager.
19. Use of the pool is always chargeable.
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 K. & D.C.C. for work not done
by the "user group", will be charged to that user.
21. Emergency requests for the free use of Hall or Arena for a
benefit function will be at the discretion of the Facility
Manager.
22. All other requests for the free use of the Community Centre
will go before the Board.
23. The K. & D.C.C. & R.B. give financial assistance to new
programs and/or organizations, and it be reviewed annually.
C. General
I. The minutes of all regular meetings and Department Head
reports will be typed and mailed to each Board member, the
Director of Recreation and Facility Manager. Three copies of
the minutes will be forwarded to the Township Council, and
a copy of the minutes will be available to each other member
of Town Council.
2. The statement of the monthly accounts is to be mailed to
each Board member prior to the first meeting of each month.
The monthly financial statement is to be mailed to each
Board member prior to the second meeting of each month, and
the Town Clerk Administrator, and the Township Clerk.
3. Advertising pertaining to Recreation and Community Centre is
to be placed in both local newspapers.
4. All Community Centre and Recreation Board mail is to be
delivered through the Town P.O. Box and directed to us
from the Town Hall.
5. The K. & D.C.C. & R.B. books will show Community Centre
facility rentals as part of recreation program costs, and
will show the corresponding revenue as coming from recreation
programs, even if each item requires nothing more than a book
entry.
6. The three persons with signing authority for the K. & D.C.C.
& R.B. are:
i) Facility Manager
ii) Recreation Director
iii) Clerk Typist, Community Centre
7. The Clerk Typist-Treasurer, Community Centre will be allowed
a $IOO.OO petty cash fund.
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8. Flowers or donations to funds by the Board for deceased
persons: recognition is to be made when a member of the
Staff's or Board's immediate family ~asses away (father,
mother, wife, husband, son, daughter). Recognition of
private citizens will be made only if the individual or
his/her spouse have in the past given generously of their
time/monies to promote the Community Centre or Community
Recreation above and beyond ordinary day-to-day activities.
9. All policies are to be reviewed annually in January by the
Personnel Committee.
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