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HomeMy WebLinkAboutBy-law No. 2001-015 THE CORPORATION OF THE MUNICIPALITY OF BAYHAM BY-LAW NUMBER 2001 - 15 Being a by-law to establish the Bayham Community Centres Committee WHEREAS the Council of the Corporation of the Municipality of Bayham is desirous that a Committee be established to be responsible for the maintenance, service, promotion and operation of the Bayham(Straffordville) and Vienna Community Centre facilities under the jurisdiction of the municipality; AND WHEREAS the Council is desirous that such provision be approved by By-law; THEREFORE BE IT RESOLVED THAT the Council of the Corporation of the Municipality ofBayham enacts as follows: 1. THAT the Council of The Corporation of the Municipality of Bayham hereby establishes a committee to be known as the `Bayham Community Centres Committee"whose structure is set out in Schedule"A" attached hereto and forming part of this by-law. 2. THAT the said Committee shall be considered as a Committee of Council and all members of the Committee shall be appointed by Council as set out in the said structure. 3. THAT the said Committee shall operate in accordance with the said Structure being hereby adopted. 4. THAT thisBy law shall come into fill force and effect onthe date of its Passage. READ A FIRST, SECOND AND THIRD TIlVIE AND FINALLY PASSED THIS 1sT DAY OF FEBRUARY,2001 YOR CLERK -e -A " BAYHAM COMMUNITY CENTRES COMMITTEE STRUCTURE Name This committee shall be called the Bayham Community Centres Committee. Statement of Purpose To oversee the management and operation of the Bayham(Straffordville) and the Vienna Community Centres and to co-ordinate the provision and promotion of hall facility rental services and ensure that the facilities serve the needs of the people of Bayham and the surrounding area. This Statement of Purpose may not be altered without the approval of the Council of the Municipality of Bayham upon recommendation of the Bayham Community Centres Committee. Objectives The Committee shall be established to be responsible for the maintenance, service and operation of the Community Centre facilities, as outlined in the statement of purpose,being subject to budgetary requirements and limits, as approved by the Council of the Municipality of Bayham. Role of the Committee The Corporation of the Municipality of Bayham, as owner of the Bayham(Straffordville) and Vienna Community Centres,has appointed theBayham Community Centres Committee to assist in the planning and decision making process, providing advice to Council in regard to the management, service, operation, promotion and programs of the two facilities as appropriate, following the procedures and policies of theMun cipality ofBayham,_as applicable Policy & Procedure for Service and Operation Ownership of the Vienna and Bayham(Straffordville) Community Centres facilities lies with the Municipality ofBayham, who will.provideadequate insurance_coverage,being subject to consideration of recommendations of the Committee. The Municipality will provide appropriate Municipal staff resources to assist the Board as necessary. Bequests and/or financial donations will be accounted for through Municipal administration. Authority for disposal of excess or unneeded furniture or equipment lies with the Council of the MuniripJity upon recommendation of the Committee, Bayham Community Centres Committee 2 Schedule"A"to BIL 2001-15 Policy & Procedure for Service and Operation(continued) The Committee will be responsible for the preparation and review of policy and procedures for service and operation, and long-term planning goals for the Community Centres. Representatives of the Committee, in conjunction with a member of Administrative Municipal Staff, will be responsible to interview,select and recommend suitable applicant(s)for the provision of services as required,within the guidelines of the annual operating budget as approved by Council. The Committee will submit the Annual Draft Operating Budget Requirements to Municipal Administration in December or earlier each year. The Committee will prepare, review and submit Long-term Capital Projects to the Municipal Administration annually as required. Structure Membership The Bayham Community Centres Committee shall be comprised of the following Volunteers: (a)Voting Members appointed annually for a one-year term: • two (2)members of Council • one(1) representative of the Lions Club of Straffordville, or alternate, as determined by the Lions Club of Straffordville; • one(1) representative of the Vienna Lions Club, or alternate, as determined by the Vienna Lions Club;and • one (1)member from the Bayham community at large,being recommended by the members of the Committee to Council for consideration; (b)Non-Voting members: • the Bayham(Straffordville) Community Centre Manager • the Vienna Community Centre Manager. The Clerk of the Municipality shall serve as the Secretary and Staff Resource person for the Committee. All members will remain in office until their respective successors are appointed by Council. Each Community Centre Manager is to attend rev liar meetings to provide input. Meetings The Committee shall meet monthly, or as deemed necessary. Special meetings may be called by the Chairman or at the request of two committee members. Quorum At any meeting of the Committee, no less than three(3) of the voting members must be present to form a quorum. Bayham Community Centres Committee 3 Schedule"A"to B/L 2001-15 Structure(continued) Deputations shall be held at the beginning of each meeting. All meetings shall go"In Camera" at the discretion of the Chairman, or a majority vote of members present, subject to the provisions of the Municipal Act. Election Nominations for Officers shall be held in November or December for the following year. Year end shall be December 31. New Officers assume positions January 1. Officers Officers shall consist of a Chairman, selected from the voting members, holding office for a one year term, (being eligible for re-election). An Acting Chairman selected from the voting members shall be appointed in the absence of the Chairman. The Secretary of the Committee shall be the Clerk of the Municipality and shall also act as a resource person for the Committee. An Acting Secretary shall be appointed in the absence of the Secretary. Duties of Officers Chairman -Prepare a written agenda for each meeting(with the assistance of the secretary). -Call the meetingtoorder at the speifled time. -Be organized and informed and conduct the meeting in an orderly manner -Sign minutes upon approval. -Make announcements of interest to members. -Make him/herself aware of the business to.come regularly before the meeting. Acting Chairman -Act in the capacity of the Chairman in his/her absence. Secretary -Keep accurate record of proceedings of meetings (minutes). -Prepare an agenda,with the assistance of the Chairman. -See that old business is brought to the attention of the Chairman. -Prepare a list of current and proposed members(approved annually by the committee),for the upcoming year,and forward.to Co'mcil for consideration. -If unable to attend a meeting, sees that the minute book and other correspondence and information are forwarded to the Chairman prior to the meeting. -Take charge of all.doraiments.belonging to the Committee. -Call the meeting to order in absence of Chairman, and presides until an Acting Chairman is appointed, which should be immediately. -Assist committee with administrative/financial/operating and capital budget preparation.and follow-up. -Forward any invoices and receipts promptly to the Municipal Office as required. -Submit a copy of approved minutes of the Committee to Council for information. -In the absence of the Secretary at a meeting, an Acting Secretary shall be appointed. Bayham Community Centres Committee 4 Schedule"A"to B/L 2001-15 Duties of Officers (continued) Acting Secretary -Act in the capacity of the Secretary in her/his absence. Community Member.at.Large -Shall be a volunteer member of the Bayham community. -The Committee shall recommend names of volunteer(s)to Council for appointment as the Member.atLarge. Members -Shall be responsible to attend meetings regularly, at the appointed time. -Shall support the purpose and objectives of the Committee. -No voting member shall exercise the right to vote more than once (no proxy vote). -Non-voting members shall have the right to provide input but not to vote on any matter. Absentee If a member misses more than three(3) consecutive meetings, except for health or special circumstances, the remaining members of the Committee may request Council to appoint a.recommended replacement for the remainder of the term.