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HomeMy WebLinkAboutTIV 80 006 community pro rec ."... -:-" OC )RA'lION OF THE VILL/I.GE OF 'lIVEr I JUN 3 0 1980 BY~!f NlJIBER 80-6 . Being a B,....w to authorize the carrying on of a conmunity prograume of Recreation within the meaning of the regulations W1dør the Ministry of Culture and Recreation Act. 1. The Council ot the corporation enacts as tollows. . (a) Pursuant to Regulations made W1dør the Ministry of Culture and Recreation Act, a conmunity prograøme ot Recreation is hereby estabUshed tor the residents of the Hw1icipality. (b) The said CoaIIIunity Progranme of Recreation shall be directed managed II1'Id controUed on behalf of the Council ot the Corporation by a cœml.ttee known as the Tberton and District CoaIIIunit;y Becreation Camdttee. 2. The Camlittee shall be appointed annuaJ.4 by the Council of the Corporation as tollows. (a) Two members of the Council ot the Corporation. (b) Six residents of the said Jlunicipality. , (c) Two residents of Bruce Township. (d) Two residents ot Kincardine Township. 3. This by..law shall come into torce and etfect on the date of its tinal pass!.ng subject to the approval ot the Minister of Culture and Recreation. By-law Nœlber 610 is hereby repealed. READ AND FIRST TIME, SEOOND 'l'IHE, Third TIME ArID FINALIlPASSJID IN OPEN COUNCIL TIIIS 24 DAY June 1900. 1fJ::..J. It 'JJ,;J Q ;' . /-1' p(.liJ..~I"I( ;;')11 .!~lerk . I ~ . " '... .~. SCHEDULE itA It BY...La.w Nu. ~r ---. Administration: . 1. Subject to the approval of Council, the said Committee shall fonnulate policies rules and regulations for and relating to the administration of conununity progranmes ot recreation. . 2. The Said Coomittee shell be responsible for all policies rules and regulations relating to the administration of the conununity prograrmnes of recreation which are conducted directly by that canmittee or its employees and it shall have the power to adopt by-laws, rules II1'Id regulations pertaining to the proper conduct of such conununity prograrmne of recreation. 3. The said conunittee may make rules II1'Id regulations for the conduct of the cOlllllunity progranme of recreation or any part thereof and to govern the conduct of all persons who in any way participate in or be in attendance at any programne. 4. The said CoJDDittee shell hold two regular meetings per month. 5. It is the duty of all members to attend meetings. Any member missing three consecutive meetings without just cause, will be considered to have surrendered his membership. 6. The said Committee shall elect a chairman annually from among its members II1'Id such other officers as may be required. General Policy: 1. A member of the coomittee shall be eligible for appointment for a second con- secutive term for the purposes of continuity. 2. No committee member is allowed to serve more than two consecutive terms without at least one terms absence 3. Recommend to council the acquisition of such recreational areas and facilities as may be required in the furtherance of the community recreation programs and be responsible for the planning, in co-operation with all municipal departments, committees, or boards, the developnent and administration of such areas and facilities. 4. Give consideration to all proposals affecting recreation on the conununity level which may emanate fran Village Council and conununity organizations or individuals' and take such actions as deemed necessary or advisable thereon. 5. ,Co-operate with all municipal departments, committees, or boards which provide or maintain facilities affecting the community recreation programs. 6. Enter into contracts in its own name for the purposes of its business. 7. Make rules and regulations for the conduct of the community program of recreation. 8. Prescribe fees for participation in or admittance to any part of the community program or recreation. . 9. The cOlllllittee shall, at all times, be the agent of the Corporation of the Village of Tiverton and, while acting bona fide within the'limits of its authority neither the Committee nor any member thereof shall incur any liability by reason of anything done or left undone by the CoJDDittee, for which the Corporation of the Village of Tiverton shall become liable, without, having previously obtained the consent of the Village Council. 10. The Committee Chairman, shall, at the first regular meeting of each year hold elections for officers and the new chairman will approve the following standing sub-canmi t tee chairmen. 1. Arena 2. Social Programs - Advertising 3.· Sports Programs 4. Minor Hockey 5. Figure Skating. Appoint other sub-committees as he may from time to time deem necessary. 11. The Committee shall accept liason representatives, as it deems necessary to sit. with the committees, to encourage an exchange of information and ideas. , :;. . (a) " u;: (b) .::-.£ '.....,.-. . . , , . "'-'" - (~neral policy cont. 2. That a minimum registration of seven be used as a guideline to justif~' the running. of any recreation program. ee: c" , .On or before the first day of February each year, the said Committee shall } subnit to the Municipal Treasurer for audit a statement of its financial affairs for the preceding calendar year. . Annually, the said Committee shall submit and interpret to the Council of the Corporation a budget for its approval and shall make to the Council full and canplete annual and other reports as required. On or before the first day of February each year, the said Committee shall subnit and interpret to Municipal Council a detailed estimate of its budget requirements for the then current year. The Councd.l .shall establish a Bank Account on behalf of the said Conunittee to be known as the "Recreation Committee Account." ~ . ~. The signing officers for the Bank Account shall be the'Treasurer of the Corporation and the officer so appointed by the CoJDDittee. The books and accounts of the said committee shall be k~pt by the Treasurer of the Corporaticn. !. No debt or obligation shall be incurred by the said CoJDDittee and no payments shall be made by or on behalf of the said Coomittee 1,Ulless duly authorized by re solution of the Council. /. ,The said Coomittee may incur expenditures, as may be recommended by the various coomittees, to the extent provided in the annual approved budget , or as approved by Council. '. The said Conmittee may prescrbie fees for participating in or admittance tp any part of the community progranune of recreation or facilities used. ¡. The said committee may solicit or receive gifts or bequests of money and services, to be applied in furtherance of the conununity progr8llllle of recreation. dules of Order: J. The place of the regular meeting of the conmittee shall be the community centre of the Village of Ti verton. .;. é. ¡. The time of the regular meeting of the Committee shell be the 2nd and 4th Monday of each month at 8:00 p.m. . Recreation Committee meetings are open to the public. J . At the time for the commencement of the meeting, the chairman shell take the chair and call the meeting to order. Five (5) members of the Committee shall constitute a quorum. In t-he event of no quorum present within a reasonable amount of time after the appointed time for the meeting the Recreation Committee Secretary Treasurer shall record the names of the members present and the Committee shall stand adjourned until the next regular meeting unless a special meeting is called. '. Special meetings of the Committee may be caned by the Chairman on his own responsibility at any time. A special meeting may also be called by the chairman when he is requested to do so by three members of the Committee. Members to be Wormed by telephone. E. Any motion on which there is an equsl division of votes will be broken by the Chairman. . , ) , , ¡ ¡ ¡ . ; , ¡ ", . " ~ : . J t : ~ . . , -3- . -~ Rules of Order Cont. 9. All motions shall be in writing on motion forms provided, thus enabling an accurate recording of motions by the Secretary. " 10. Each amendment shall be voted on before the main question is put to a vote and only one amendment t.o an amendment shall be permitted, and it shall be decided on before the amendment is put. to a vote. 11. A notice of motion is required for all deletions, additions, and changes to the policy and Proceduies Manual. A notice of motion shall be tabled to a regular meeting II1'Id shsll be voted on at the next meeting. . Administrative policies: 1. Preparation of meeting agenda - The agenda will be prepared by t.he Secretary Treasurer the Thursday before the regular meeting. Copy to be given to each member attending such meetings. 2. Handling of Minutes - Minutes shall be taken by the Secret.ary at each meeting (a)and a file kept for a period of three years in the recreation office. (b)Minutes of all Coomittee meetings will be checked by the canmittee secretary before being mimeographed. They will then be mimeographed and presented to Committee members at each meeting. Organization of Canmittee. (e) The Director will act in an advisory capacity to all sub committees and will attend sub coomittee meetings as required. . (b) The Director will attend all Recreation Committee meetings. Petty Cash (a) Petty cash disbursements will be confined to a day by day office expense II1'Id emergency program expenses. All petty cash expenditures must be covered by proper invoices. Petty cash budget will be: $25.00 - Figure Skating $25.00 - Minor Sports $25.00 - Recreation Department $25.00 ... Arens BookkeePi~ and Accounting Procedures (a) The Committee will conduct its business in accordance with sound business practices and municipal accounting method. (b) The Recreation office will keep books for Recreation Progran;s, Arens Cheques will be issued by the Village's Clerks office. . (c) All accounts for payment shall be passed by the Recreation Committee signed by the Chairman and forwarded to the clerk's office. (d) All capital expenditures must be recommended to and sanctioned by the Recreation Committee and should be within the limits of tqe annual budget (e) Àll capital expenditures not listed in the annual budget must be approve! the Recreation ConInittee and approved by Council. , (f) All capital expenditures to the limits of the annual budget must be clee through the Recreation Director. (g) Operations and Maintenance expenses not listed in the annual budget mus be approved by the Recreation Director or in his absence the Chairman () his delegate. Deœrtment OrJ!:anization (a) See attached flow charts and job desériptions. Press Releases and Publicity (a) All ConInittee press releases will be approved by the Commitee Chairm or, in his absence the Vice Chairman. .. . " , '-~~ -4- . . Tiverton Recreation Committee Sub- Committees. , (a) Arena - facility and programs. (b) Figure Skating - figure slœ.ting and programs. (c) Social Programs - dances, parks and playgrounds, senior citizens, socials. (d) Sports program - Minor ball - roller skating - ball hockey. (e) Minor Hockey - Minor l10ckey and programs. Sub-Gommittee Functions (a) It is the responsiblility of each sub-committee to maintain liason as described below. These appointments are made in an attempt to keep the Recreation CoJDDittee informed about the activities of the group with whom the liason representative sits. Likewise, the representative is expected to impart informatinn relating to Recreation COIIIIIittee activities, to the group with whom he sits as liason representative. '. In other words, the prime function of a lisBon representative is that of an exchange of information and ideas as well as other duties listed below undeor the appropriate heading. Sub Coomitee - Arena The Sub Canmittee Shall. , (a) Be responsible, along with the director for determining the types of programs that will be offered during a given year. They will meet before budgets are drafted, in order that appropriations can be made in the budget to adequately cover the annual progranme. (b) Make recommendations to the Recreation Committee pertaining to any new programs or discontinuance of existing programs, that may be required to meet community needs. (c) Check with Director from time to time regarding registrations and support for programs currently operating. (d) Make recommendations to the Recreation Coomittee with respect to program fees and rentals. (e) Evaluate existing programs. (f) Assiå; the Director as required with all property and equipnent owned or acquired by the Recreation CormIittee. Will take an annual inventory, and make recommendations to the Recreation Committee relating to any major replacements or new equipnent required in co-operation with the Director. . (g) If and when, it becomes necessary, this committee will investigate and make its recommendations in conjunction with the Director regarding any Capital expenditure required for new properties. (h) RecOOlDend operating policy for the arena. . . Sub The Coomittee Social Pro£I'ams Sub Coomittee Shall: (a) ~~~, As arena subcommittee As arena subcoomittee Check with the Director and those individuals operating a program from time to time regarding registrations and support for programs currently operating. (d) (e) (f) As arena subcommittee. As arena subcommittee. Be responsible for maintaining all cOlllllunications betweell all programs and Recreation Committee. (g) Assist program personnel as required with all property and equipnent owr:.ed or . , -5- Sub Coomittee Social ProlU'ams cont. acquired by the Recreation Committee. They will take an annual inventory and make recommendations to the Recreation Committee relating to any major replace- ments or new equipnent in conjunction with individuals in charge of programs. (h) Same as arena subcommittee. Sub Coomittee Sports Pro.e:ram The sub-committee shall: a b c d e . f (g) (h) Same as arena subcanmittee. Same as arena subcoomittee. Same as arena subcommittee. Same as arena subconunittee. Same as arena subcoomittee. Be responsible for maintaining all communications between sports programs and Recreation Coomittee Same as (f) arena subcanmittee. Recommend operating policy for all facilities. FiJ!:ure Skatin.e: Sub coJDDittee The sub-coomittee shell: a Same as arena subcommittees. b Same as arena subcoomittees. c Same as arena subcœmittees. d Same as arena subcODJDittees. e Same as arena subcoomittees. f Same as (h) arena subcoomittees. Minor SPOrts Sub Committee The sub coomittee' shell: a Same as arena subcoomittees. b Same as arena subcoomittees. c Same as arena subcODJDittees. d Same as arena subcODJDittees. e Same as arena subcODJDittees. f Same as arena subcoomittees. g Same as (h) arena sub committees. Job Descriptions Director of Recreation - Qualifications - An interim Municipal Recreation Director's Certificate Type A or B as issued by the Minister of Culture and Recreation in Ontario. Duties: (a) . (b) (c) (d) Shall work in co-operation with the Tiverton and District Community Recreation committee as the Village Department Head and be directly responsible to the Committee Chairman or in his absense vice chairman or delegate. Shall study and assess recreational needs and interests and provide opportun- ities to meet these needs. Shall prepare an annual budget, a.¡,d control budget expenditures subject to the approval of the committee. Shall have the opportunity to belong to Recreation organizations, and take advantage of training programs and conferences from time to time as auth- orized by cODJDittee chairman or l:d;s designate. (e) Shall attend all coomittee meetings and any special meetings called, where the Director's presence is necessary. (f) Shall maintain and submit aùequate records and reports when required. (g) Other duties as require. , '" .~ .~ -6- Job Description Arena ~er Qualifications: (a) An interim Municipal Director's Certificate as issued by ,the Minister of Culture and Recreation of Ontario. (b) A refrigeration operator type B certificate as issued by the Minister of Consumer and Commercial Relations of Ontario. Job Duties (a) Schedule the activitiÉls in the arena. , (b) Supervise staff engaged in the operation of the facility. (11) Shall prepare an annual budget, and control budget expenditures subject to the approval of the coomittee. . (d) other duties as required. Job Description Coomittee Chairman Qualifications: (a) Minimum of one year experience on the Recreation Coomittee. Job Duties: (a) Shall chair all Committee and special meeting. (b) Shall co-ordinate the activities of the Committee members, to see that their sub-committees are functioning well and the programs are being carried out in a harmonious manner. , (c) Shall pay particular attention to the Public Relations of the department in general and see that the programs are being carried out to meet the needs II1'Id requirements of the community. (d) The Chairman or his delegate will be responsible for the Director's attendance at training programs. I Job Description Vice Chairman I Shall take over the responsiblilities as Chairman in the Chairman's absence. Job Description CGllllllittee Member (a) To act as sub committee as assigned. (b) Comnittee members shell act as Public Relations personnel and be aware of the Recreational facilities and programs carried on by the department. (c) Shall work with the Director in planning well developed programs. . . (d) Coomittee members shall not direct staff members. All problem areas shall be brought to the attention of the Coomittee Chairman. (e) Coomittee members shall have major projects in their respective areas first approved by the coomittee (even if bUdgeted) before the project is implemented. Council Members: (a) Shall be responsible for maintaining satisfactory conununications between Council and Recreation Coomittee. , (b) Council members shall communicate to council as directed by the Canmittee special recommendations or motions. .