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HomeMy WebLinkAboutBy-law No. 2009-040 THE CORPORATION OF THE MUNICIPALITY OF BAYHAM BY-LAW NO. 2009-040 A BY-LAW TO ESTABLISH THE BAYHAM CENOTAPH COMMITTEE WHEREAS Section 11(2)of the Municipal Act,2001, S.O.2001,c.25 as amended provides that a lower tier municipality may pass by-laws respecting Culture, Parks, Recreation and Heritage Services AND WHEREAS the Council of the Corporation of the Municipality of Bayham desires to promote, expand and enhance the culture, parks, recreation and heritage program within the municipality, and to implement a Cenotaph Committee structure in support of these goals. AND WHEREAS the Council considers it expedient to establish a committee whose responsibility shall be to develop programs and projects for such purposes. THEREFORE THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF BAYHAM 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 Cenotaph Committee whose terms of reference are 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 Terms of Reference. 3. THAT the said Committee shall operate in accordance with the said Terms of Reference which are hereby adopted. 4. THAT this By-law establishing the Bayham Cenotaph Committee as set out in said Schedule"A" attached shall come into full force and effect upon passage. 5. AND THAT any By-law establishing a cenotaph committee adopted by the Township of Bayham or the Villages of Port Burwell or Vienna be and the same are hereby repealed; READ A FIRST AND SECOND TIME this rd day of April 2009. READ A THIRD TIME AND FINALLY PASSED this 2nd day of April 2009. MA! 4 R! - 'ERK BAYIIAM CENOTAPH COMMITTEE Terms of Reference ESTABLISHMENT Established by the Council of the Corporation of the Municipality of Bayham by By-law No.2009-040 enacted and passed by Council on NAME OF COMMITTEE The Committee will be known as the "Bayham Cenotaph Committee". MANDATE This Committee will be responsible to provide advice, assistance, and recommendations to Bayham Council in the area of Cenotaph maintenance and repairs for the preservation of the Bayham cenotaph structures in Port Burwell and Vienna. Included in this mandate is support relative to local veteran recognition opportunities. This group will focus on preservation and maintenance of the cenotaph structures through the municipal budget. OBJECTIVES The Committee will concentrate on cenotaph structure preservation and enhance local support for local veteran recognition and acknowledgement. MEMBERSHIP/TERMS OF OFFICE Appointments to the Committee will be made by the Council of the Municipality of Bayham. The Committee shall have the following membership configuration: . The Mayor or alternate member of Council . Three to six individuals from the Bayham community representing interest in preservation of the cenotaphs and veteran recognition. For the year 2009, all members will serve for a term to expire December 31,2009 and thereafter, appointments shall be for a three year term. A Secretary will be appointed from the membership by the Committee to prepare agendas, and keep minutes of meetings. The Municipality will appoint a staff support person as necessary. Appointment of Chair/Vice Chair At the first meeting in each calendar year, the Committee will select a Chairmain. A Vice Chairman will be appointed as needed to assume the role of the Chairman in his/her absence. Vacancies All voting members will remain in office until their respective successors are appointed by Council. In the event of a vacancy, either as a result of a resignation or expiration of the term of office, the Committee will recruit replacement members and recommend appointments to Council. PROCEEDINGS 1. Frequency of Meetings Meetings will be held a minimum of semi-annually, at a time and place convenient to the members or as otherwise directed or re-scheduled by the Chairman. 2. Quorum A quorum will consist of not less than half plus one of the total number of appointed voting members. If there is no quorum within twenty minutes of the scheduled time for the meeting, the Chairman will re-schedule the meeting date. Members are urged to call the Secretary in advance of a scheduled meeting and advise of any regrets. 3. Voting Each member shall exercise one vote only. A majority vote of the members present will be used to reach a decision on matters before the Committee. 4. Reporting To Council/Budgets and Expenditures Minutes of Committee meetings will be circulated to Council in a timely manner. The Chairman or designate will attend Council meetings as required to provide updates on activities. Annually the Committee shall: • submit a proposed budget to Council for consideration for the following fiscal year; • present an action plan for the forthcoming year and report on current year activities. All expenditures must be within Council approved current budget guidelines. The Municipal policy on procurement shall apply for all expenditures.