Committee Review Consultation

Goals of Committee Structure Review:

1. To clarify the role and responsibilities of committee members, staff and Council representatives

2. Clarify the reporting relationship from Committee to Council

3. Increase utilization across all Community Centres throughout the Township

4. To increase volunteerism across Township facilities with varied opportunities (i.e., not rely on a handful of volunteers to manage a specific Centre, but encourage various opportunities to participate in programs, events, cultural initiatives)

5. To create an Advisory Committee whose mandate is to advise Council and make recommendations on recreation and culture initiatives enhancing the quality of life for Township of Alnwick Haldimand residents.

Timeline:

September – November 2020 – Staff reviewed Committee Structure and carried out research

November 2020 – Staff met with Chairs of all 6 Community Enhancement Committees to discuss Committee Structure

December 3 2020 – Staff presented report # PC-2020-10 to Council. The following resolution was passed at the December 3rd Council meeting:

Moved by Councillor Jim Hogg, seconded by Councillor Michael Filip;

"Be it resolved that the report from Jennifer Steen, Community Program Coordinator, dated December 3, 2020, RE: PC-2020-10, Committee Review and Proposed Committee Structure be received and filed; and further that option 2 be implemented

CARRIED.”g

December 7 2020 - Staff informed all Committee Chairs of Council’s decision and advised them on the next steps.

January 8 2021 – Staff send draft terms of reference for Recreation and Culture Advisory Committee to all Committee Chairs for review and feedback

January 8- 12, 2021 – Staff sent email with both reports to all Committee Chairs to clarify questions. Staff made themselves available to answer questions and attended the VCC meeting on January 18.

January 14, 2021 – Staff presented the draft terms of reference in report #PC-2021-01 to Council. The following resolution was passed. Moved by Deputy Mayor Sherry Gibson, seconded by Councillor Greg Booth

"Be it resolved that the report from Jennifer Steen, Community Program Coordinator, dated January 14, 2021, RE: PC-2021-01, Recreation and Culture Advisory Committee Terms of Reference be received and filed; and further that the Terms of Reference be approved CARRIED.

January 27, 2021- Letters were mailed out to all Committee members to inform them of the reports and decision of Council. The letter thanked them for their service and encouraged them to consider sitting on the new Recreation and Culture Committee.

February 10, 2021 - Special Council Meeting was held to discuss the Committee Review. The following resolution was passed

Moved by Councillor Michael Filip, seconded by Deputy Mayor Sherry Gibson;

"Be it resolved that the report from Jennifer Steen, Facilities Coordinator/Booking/Reception, dated February 10, 2021, RE: Committee Structure Review-Community Centres-Community Enhancement Committees, be received and filed; and further that Staff proceed with the options to move forward including Option 4, to include the Friends of Committees, where appropriate, in the Terms of Reference to promote continued involvement within the community

CARRIED.”

What will the Recreation and Culture Committee look like?

1. The Committee (like all Committees of Council) will be open to the public. Any member of the public can attend.

2. The Committee will promote recreation and culture throughout the Township but will not be responsible to run events, programs or rentals, or to manage a certain facility.

3. Advise Council and make recommendations on recreation and culture initiatives enhancing the quality of life for Township of Alnwick Haldimand residents.

4. Assist in identifying and implementing community-wide needs and partnership opportunities for new program development and service delivery, including recommendations for broad recreational needs, trends, strategies and plans.

5. Review and advise Council on matters relating to the development, programming and utilization of recreation facilities owned by the Township, including but not limited to the Vernonville Community Centre, Centreton Community Centre, Fenella Community Hall and the Alnwick Civic Centre.

6. Develop opportunities for volunteerism through supporting projects and services related to recreation and culture.

7. Encourage and support volunteer organizations within the Township who provide or could provide recreation, leisure, special events, arts and cultural opportunities.

8. Raise the profile of recreation and culture through positive support and promotion in the community.

9. Support the Township’s Strategic Plan to further develop and support recreation and culture services.

10. The Committee will review the Parks Master Plan and will work with staff to develop a strategy for recreation and culture throughout the Township and the Community Centers.

11. The Committee may have sub-committee’s who focus on a single event or program (i.e., Canada Day celebrations).

12. The Committee will utilize Let’s Talk as a way to garner public interest/input in types of events, programs and cultural initiatives to pursue.

What does it mean for current volunteers for the Township?

1. They are encouraged to apply to sit on the Recreation and Culture Committee

2. They will be recognized for their service at a public event once restrictions are lifted

3. They will be encouraged to stay involved in their community and support recreation and culture initiatives throughout the Township

4. They will be encouraged to participate on Let’s Talk projects, so their comments, concerns and ideas can be heard