Terms of Reference - Recreation and Sport Advisory Committee- 2022-2026Mandate:
Recreation and Sports Advisory Committee
Terms of Reference
To advise and make recommendations to Council on matters related to the
programming and utilization of Tillsonburg’s recreational facilities. To advise and make
recommendations to Council on the implementation of recreational programming and
sports in relation to the Community Parks, Recreation and Cultural Strategic Master
Plan.
1.0 Role of the Recreation and Sports Advisory Committee
1.1 To advise Council on matters relating to the programming and utilization of
Tillsonburg’s recreational facilities.
1.2 To develop and maintain working relationships with sport and recreation user
groups.
1.3 To make recommendations to Council relating to special events, such as, but
not limited to, the Sports Wall of Fame.
1.4 To advise and inform Council of matters related to: recreation programs,
grants, funding initiatives and legislation.
1.5 To assist with fundraising for the Town’s Fee Assisted Recreation
Experiences Program.
1.6 To advise Council and assist with the development of educational and
recreational programs based on community needs.
1.7 Liaise with other organizations to promote Tillsonburg’s recreation and
sporting events.
1.8 To advise Council with regard to the Community Strategic Plan.
1.9 To set out clear goals for the committee for the term.
2.0 Organization of the Committee
The Committee should be composed of people within Tillsonburg who demonstrate a
strong commitment to the Terms of Reference. A cross section of individuals should
attempt to be chosen in order to bring to the committee relevant technical and
professional expertise, as well as strong advocacy, communication and organizational
skills.
2.1 Vacancies for citizen appointments will be advertised as per the Town’s
procedures for Committees of Council.
2.2 Committee members will be appointed by Council.
2.3 The Committee shall have a minimum of seven members (one Council
representative and six members of the public) with a maximum of twelve
members in total. One member should be a youth member (under the age
of 18).
2.4 The term of a Committee Member is four years, concurrent with the term of
Council.
2.5 Additional members may be appointed throughout the term.
2.6 One member will be appointed by vote of the committee at the first meeting
of each term to Chair the meetings for that term. At this time, they will select
a vice-chair for the same duration. These appointees shall not be staff
members or Council representatives.
2.7 Municipal staff shall act in an advisory manner to the committee and the role
of staff liaison shall be fulfilled by the Recreation Programs and Services
Manager.
3.0 Meetings
3.1 The Committee will hold a minimum of four meetings a year and a maximum
of one meeting per month
3.2 The date and time of the regular meetings will be established at the first
meeting of each term.
3.3 Meetings will have a formal agenda.
3.4 Agendas and information packages (including previous meeting minutes) will
be sent electronically to Committee Members prior to each meeting.
3.5 A majority of Council appointed Committee Members will constitute quorum
for the transaction of business.
4.0 Role of the Chair
The Chair is responsible for ensuring the smooth and effective operation of the
Committee and its’ roles. This will include responsibility for:
4.1 Calling the meetings to order.
4.2 Encouraging an informal atmosphere to encourage the exchange of ideas.
4.3 Creating an agenda in consultation with the Secretary and staff liaison.
4.4 Chairing the meetings to ensure business is carried out efficiently and
effectively.
4.5 Acting as spokesperson.
4.6 Representing the Committee on other committees when necessary.
4.7 The Chair shall conduct meetings in accordance with the Town’s Procedural
By-Law.
4.8 In the absence of the Chair, these responsibilities will be undertaken by the
Vice-Chair.
5.0 Role of the Secretary
The Secretary is responsible for ensuring a complete up-to-date record for the
Committee. The Secretary will be the staff liaison for the Committee.
5.1 In liaison with the Chair, arrange date, time and venue for meetings.
5.2 In liaison with the Chair, set agendas and circulate agendas to the members
two business days prior to the meeting.
5.3 Circulate draft minutes to the members.
5.4 Keep a complete up-to-date record of the committee minutes.
6.0 Role of Members
Membership on the Committee is a position of responsibility and requires a strong
commitment to the Terms of Reference. Committee members are required to:
6.1 Attend all regularly scheduled meetings. Members shall notify the Chair
and Secretary if they are unable to attend a meeting.
6.2 Adhere to the provisions set out in the Policy for Boards and Committees of
Council. If a member has an unexplained absence of three or more
consecutive meetings then their seat on the committee shall be declared
vacant.
6.3 Review all information supplied to them.
6.4 Prepare information for use in the development of materials for the
Committee.
6.5 Promote the role of the Committee and its decisions made.
6.6 Offer input to committee reports to Council.
6.7 Attend training as required to effectively perform their role as a committee
member.
6.8 Committee Members are subject to the Municipal Conflict of Interest Act
R.S.O. 1990, c. M50 and must disclose any direct or indirect pecuniary
interest. The disclosure must be recorded in the minutes of the meeting.
7.0 Role of Municipal Staff
The Town of Tillsonburg, by its nature and purpose, affects and is affected by many
different Municipal departments. Assistance will be provided on an as required basis
from various departments. Municipal staff will be responsible for carrying out the
following functions with respect to the Committee:
7.1 Act as an information resource.
7.2 Orientation of Committee members by the Clerk’s Department at the
first meeting after Council appointment.
7.3 Assist the Committee in its’ reporting to Council.
7.4 Provide correspondence to the Committee.
7.5 Responsible for maintaining accurate and up-to-date committee records and
providing minutes to Council.
8.0 Reports to Council
The Committee may advise and make recommendations to Council in accordance with
its’ role. Reports may be submitted as follows:
8.1 Verbally by a Council representative.
8.2 Written Report from the staff liaison and presented by the Chair or the
designated representative to Council.
An annual report will also be submitted and presented to Council at the beginning of
each year outlining the Committee’s accomplishments in the previous year.