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By-law Nœlber 610 is hereby repealed.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.
.