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HomeMy WebLinkAboutKIN 82 4473 Cont. Comm Rec Prog THE CORPORATION OF THE TOWN OF KINCARDINE BY-LAW NO. ~~73 . 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. (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. . 3. 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 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 thë·c nothing i~ this paragraph contained shall authorize or empowerche Board to incur any debt, liability or obligatio~ for which the Town of Kincardine shall become liable - 2 - By-Law No. 4.473 3. Continued . 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 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 Council shall establish a Bank Account on behalf of the said Board to be known as the Kincardine and District Community Centre Recreation Board. (a) The signing officer for the Bank Account shall be either the Clerk-Administrator or Deputy Clerk & Treasurer and Mayor or Reeve. (b) The books and the accounts of the said Board shall be kept by the Treasurer of the Municipality. (c) The Secretary for the Board shall be appointed by the Clerk- Administrator. 5. The said Board may incur expenditures, as recommended by the various sub-committees, to the extent provided in the 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 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. 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 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. 11. The more detailed policies of the Board are outlined in Appendix "A" which forms a part of this By-law. 12. That By-law 4311 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 2nd day of September, 1982. Ma~~ ~è~ k/AA~ READ a THIRD time and FINALLY PASSED this 16 day of SeptembeD 1982. ~~ ~m~' ...--c k --. // -- /' . --~\ -...::.......... ^~- ~ :: -~. .-, ' --- ~ -- / ,,' '. . . APPENDIX "A" KINCARDINE & DISTRICT COMMUNITY CENTRE RECREATION BOARD POLICIES A. Meetings and Procedures 1. The Kincardine and District Community Centre Recreation Board shall meet at 7:30 p.m. in closed session on the 2nd Monday of each month at the Kincardine & District Community Centre. 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 Facilities Manager, Director of Recreation and Board 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 Facilities Manager and Director of Recreation shall attend this meeting. 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 required, the responsible person(s) and the projected com- pletion 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 sit in on any Committee meeting but may not participate in meeting dis- cussion unless a member of that particular Committee. B. Personnel, Programme, Facilities 1. The Director of Recreation shall act as Activities Co- Ordinator 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. - 2 - Appendix "A" policies and Procedures 3. Full-time, hourly-rated employees being hired for the first time shall have the following as 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 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, Facilities Manager and Pool supervisor shall each conduct an annual evaluation of all employees responsible to them. Three copies of the eval- uation area 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 to be kept by the Chairman of the Board and Personnel Committee Chairman. All evaluations to be finished before October 31st each year. 7. The Personnel Committee of the Board 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 keys of the cabinet to be kept by the Chairman of the board and Personnel Committee Chairman. Both evaluations 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 Board's control. 13. . 14. 15. The concession booths are to be operated only when, in the judgement of the Board, the occasion warrants. The prices charged to the general public for concession goods at the "going rate" (average prices in other local establishments). 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 Facilities Manager. - 3 - Appendix "A" Policies and Procedures 17. The pool will be closed annually for a two-week period in January, 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.R.Z.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 funciton 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. The Junior "C" Hockey Club, upon request, will be given consideration annually for the free use of the Hall or Arena. 25. 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 is unable to fill the ice time. Cancellations due to weather will be at the discretion of the Facilities Manager. 26. There shall be no employees' discounts for rental of the Community Centre facilities. 27. 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. 28. The Community Centre Facilities shall be open all year excepting the following specified days and hours: 1) New Years Day - open 1:00 - 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) Christmas Day, December 25 - closed all day 5) December 31 - closed from 4:00 - 8:00 p.m. C. General . 1. The minutes of all regular meetings and Department Head reports will be typed and mailed to each Board member, the Director of Recreation, and Facilities 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. . . - 4 - Appendix "A" Policies and Procedures 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, Finance Chairman of the Town and Township Councils 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 the Board from Town Hall. 5. The Board books will show Community Centre facility rentals as part of recreation program costs, and will show the cor- responding revenue as coming from recreation programs, even if each item requires nothing more than a book entry. 6. The Clerk-Typist-Treasurer, Community Centre, will be allowed a $100.00 petty cash fund. 7. 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 passes 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, at the discretion of the Facilities Manager or Director of Recreation. 8. All policies are to be reviewed annually by the end of January by the Personnel Committee. Personnel matters are to be held in closed session. 9. A log of all long-distance telephone calls will be kept by each member of the Community Centre staff. 10. All full-time staff must submit a statement of mileage and expenses monthly to the Board. 11. Board members will refrain from reprimanding or harassing any of the Community Centre Staff. Disciplinary action must follow the chain of command.