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HomeMy WebLinkAboutKIN 80 4311 Com Prog/Rec Operat THE CORPORATION OF THE TOWN OF KINCARDINE BY-LAW NO. 4311 . 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. . 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 (e) . . . . . . - 2 - 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. - . . . - 3 - 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. '""//- ./ - L~~ rpyor ~~~~- C er A i ~strator :::. READ a THIRD time and FINALLY PASSED this 4th 1980. day of SeDteniber- ~ ~/."o -"/ -:.. ./ kL/;:/¿b;L ror - ~ /¡1~ "~ er Admlnlstrator - . . . . 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. . . . . 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. . . 2 - 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. 4. 5. 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). . 12. 13. 14. . 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. 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. . . . . - 3 - 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. - 4 - . 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. . . .