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TOWN OF DRUMHELLER
BYLAW NUMBER 04.25
DEPARTMENT: RECREATION, ARTS & CULTURE
A BYLAW OF THE TOWN OF DRUMHELLER TO ESTABLISH THE DRUMHELLER VALLEY
SPORTS COMMITTEE
WHEREAS, section 145 of the Municipal Government Act, R.S.A. 2000, c. M-26, hereinafter
referred to as the MGA., provides for a council to, by bylaw, establish council committees and
other bodies;
AND WHEREAS, section 145 of the MGA provides for a council, by bylaw, to establish the
functions of the committee and the procedures to be followed by it;
AND WHEREAS, the Council of the Town of Drumheller desires to diversify and expand its
sports communities accessibility;
AND WHEREAS, the Council of the Town of Drumheller desires to identify goals and
objectives for sports particpation and inclusivity;
AND WHEREAS, the Council of the Town of Drumheller desires to collaborate with all
member organizations to support a coordinated approach to advancing sport in the Town of
Drumheller;
NOW THEREFORE, the Council of the Town of Drumheller hereby enacts as follows:
1. SHORT NAME
1.1
This Bylaw shall be cited as the "Drumheller Valley Sports Committee Bylaw."
2. DEFINITIONS
2.1
For the purposes of this Bylaw, the following definitions shall apply:
a)
"Chair" means the highest elected member of the Committee who is responsible for
calling and chairing all meetings;
b)
"Chief Administrative Officer" or "CAO" means the person appointed as Chief
Administrative Officer for the Town of Drumheller, or their designate;
c)
"Code of Conduct" means the Bylaw #8.18 - Council Code of Conduct Bylaw, as
amended from time to time, and its successor legislation;
d)
"Council" means the Mayor and Councillors of the Town of Drumheller;
e)
"Councillor" means a member of the Council of the Town of Drumheller, duly elected
or appointed in accordance with the Municipal Government Act.
f)
"Council & Committee Meeting Procedure Bylaw" means the Council & Committee
Meeting Procedure Bylaw #04.21, as amended from time to time, and its successor
legislation.
Town of Drumheller
Bylaw 40.24
Page 2 of 8
g)
"Drumheller Valley Sports Committee" or "Committee" means the Drumheller Valley
Sports Committee appointed in accordance with this Bylaw;
h)
"Letter of Endorsement" means a formal written document issued by a sports
organization, expressing official support or approval for individual, or application, to
strengthen credibility within the context of sports and recreation.
i)
"Municipal Government Act" or "MGA" means the Municipal Government Act, R.S.A.
2000 M-26, as amended from time to time, and its successor legislation;
j)
"Organizational Meeting" means the meeting held once per year to establish
leadership, adopt bylaws, and set foundational procedures for operations.
k)
"Town" means the Town of Drumheller, a municipal corporation in the Province of
Alberta, and includes the area contained within the corporate boundaries of the Town
of Drumheller, as the context may require;
l)
"Vice Chair" means the member responsible for the duties of the Chair, in the
absence of the Chair.
3. ESTABLISHMENT
3.1
The Drumheller Valley Sports Committee is hereby established.
3.2
The Committee shall:
a)
provide an important forum for identifying the Town's and surrounding
neighbour's concerns and opportunities regarding recreation; and
b)
serve as an advisory group for Council on effective policy and service provision
regarding sports initiatives and partnerships within the Town.
4. OBJECTIVES
4.1
The objectives of the Committee shall be to:
a)
work on financial strategies to secure funding, sponsorship, and grants to
support sports development activities, ensuring long-term financial stability;
b)
develop and implement long-term strategies to enhance the overall growth and
sustainability of sports within the community;
c)
create strategies to enhance hosting and tourism opportunities for the Town and
surrounding areas;
d)
identify opportunities for facility upgrades or new infrastructure to ensure that
sports venues meet current standards, promoting a safe and enjoyable
environment for participants and spectators;
Town of Drumheller
Bylaw 40.24
Page 3 of 8
e)
facilitate information sharing between sports organizations and to improve a variety
of sports opportunities, venues, and partners to bring sports events and tourism to
the Town and surrounding areas;
f)
emphasize the importance of sports in building a healthy community for all residents
in the Town and surrounding areas;
g)
provide an inclusive and accessible environment for community diversity for all
sporting experiences;
h)
provide sports development advice to Council for the benefit of residents of the Town
and surrounding area;
i)
provide recommendations for the Recreation, Arts, & Culture Department's annual
operating budget and/or 10-year Capital Plan as it pertains to sports development for
the Town and the surrounding areas; and
j)
work collaboratively with Town Administration and relevant stakeholders to
identify, advocate for, support, or facilitate grant, donation, or funding
opportunities that align with the mandate, priorities, and objectives of the
Committee and the Town.
5. MEMBERSHIP
5.1
The Committee shall consist of a minimum of six (6) and a maximum of (8) voting
members, the composition of which shall be as follows:
a)
between five (5) and seven (7) members at large; and
b)
one (1) Councillor.
5.2
The Committee shall consist of the following non-voting members:
a)
the Manager of Recreation, Arts, and Culture; and
b)
one (1) representative from Travel Drumheller, appointed at the Travel Drumheller
organizational meeting.
5.3
The term of each member-at-large shall be for three (3) years.
5.4
The Councillor shall be appointed to the Committee annually at the Organizational Meeting
of Council.
5.5
The Councillor cannot function as Chair or Vice Chair.
5.6
Members-at-large of the Committee shall have the following qualifications:
a)
Current involvement in service provision, policy, or program development in sports
for the Town and surrounding areas;
b)
A "Letter of Endorsement" from their sports organization;
Town of Drumheller
Bylaw 40.24
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c)
Strong community networks and linkages;
d)
The ability to participate constructively in an advisory role;
e)
Represent a broad cross section of community interests that reflects the diversity of
the Town and surrounding areas;
f)
Strong understanding of the Town and its social, environmental, and economic
influences;
g)
Excellent knowledge and understanding of local issues that apply to sports
development;
h)
Be willing to contribute positively to meetings without bias;
i)
Be able to look beyond personal interests for the benefit of the Town and surrounding
areas;
j)
Aptitude to encourage participation from and provide feedback to the community about
sports;
k)
An ability to commit to the Committee for the required duration; and
l)
Willingness to celebrate the success and achievements of sports in the Town and
surrounding areas.
m)
Live or operate a business within the Town boundaries; and
n)
Not have any direct affiliation with the Town or its Council.
5.7
The Town is committed to supporting all members from diverse and inclusive backgrounds.
The Committee will establish guidelines and standards to promote social and cultural
inclusion for groups or individuals from various backgrounds.
5.8
Members shall be appointed by resolution of Council, following the submission of an
application.
5.9
The Committee may recommend individuals to Council for appointment to the Committee
by submitting signed minutes that include the motion to recommend these individuals.
5.10
The Committee may recommend to Council an increase or decrease in membership of the
Committee.
5.11
No member at large shall exceed six (6) consecutive years unless approved by a resolution
of Council.
5.12
If a member misses three (3) consecutive regular meetings, unless the absence is
approved by a resolution of the Committee, the Town Administration may declare the office
of that absent member vacant upon the recommendation of the Committee.
Town of Drumheller
Bylaw 40.24
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5.13
If a member of the Committee is unable or unwilling to continue to serve as a member,
Council may, by resolution, appoint a replacement.
5.14
Membership on this Committee is voluntary and does not come with any financial
compensation.
6. SELECTION OF CHAIR
6.1
The Manager of Recreation, Arts, & Culture shall preside at regular meetings of the
Committee until a Chair is elected pursuant to this bylaw.
6.2
The Chair and Vice Chair shall be selected by a majority vote of the members-at-large of
the Committee at the first meeting of each calendar year or as soon as practicable
thereafter.
6.3
The Chair and Vice Chair shall serve a term of one (1) year or until a successor is elected
as per Section 6.2 of this policy.
6.4
Members may be re-elected to the position of Chair or Vice Chair but shall not serve more
than two (2) consecutive years in the same position unless otherwise approved by the
majority of the Committee.
6.5
The Chair shall preside over all meetings of the Committee and ensure that:
a)
meetings are conducted in accordance with applicable Town policies and
procedures; and
b)
fair opportunities for views and opinions are voiced and discussed by the Committee.
6.6
The Vice Chair will chair meetings in the Chair's absence or inability to act.
6.7
In the event of a vacancy in the office of Chair, the Vice Chair shall assume the role of
Chair for the remainder of the year.
6.8
If the Vice Chair role becomes vacant or the Vice Chair assumes the permanent role of
Chair, the Committee shall elect a new Vice Chair from among its members-at-large in
accordance with Section 6.2 of this policy.
7. MEETING PROCEDURES
7.1
A meeting may be called by the Chair of the Committee or by request of a member
through the Chair.
7.2
Quorum shall consist of the majority of voting members.
7.3
Meetings shall be conducted in accordance with good meeting practices on a consensus
basis; when consensus cannot be reached, decisions shall be made in accordance with
Roberts Rules of Order, Newly Revised.
Town of Drumheller
Bylaw 40.24
Page 6 of 8
7.4
Meetings shall be by any method and at such a frequency as deemed necessary; however,
the Committee shall convene at least four (4) times per year.
7.5
The Committee will annually establish and agree upon a schedule of meetings. In
exceptional circumstances, the Committee reserves the right to cancel or reschedule a
meeting.
7.6
The Committee will adhere to established meeting procedures in accordance with best
practices, in accordance with Council and Committee Meeting Procedure Bylaw 04.21 and
Roberts Rules of Order, Newly Revised. A copy of Bylaw 04.21 shall be provided to
members upon appointment.
7.7
The appointed recording secretary shall prepare minutes of each meeting, which shall
be approved at a subsequent meeting and signed by the Chair.
7.8
Each member is entitled to one vote, and the Chair will cast a vote only in case of a tie.
8. RECORDING SECRETARY
8.1
Town Administration will appoint a recording secretary who is not a member at large
and will not possess voting rights, and who will:
a)
organize meetings;
b)
prepare and distribute agendas to all members;
c)
record meeting minutes, which will be:
i)
distributed to all members; and
ii)
submitted to Council through the Town's Legislative Services department.
iii)
Stored digitally according to the Town's retention and disposition policies
and bylaws.
9. ADMINISTRATION SUPPORT
9.1
Town Administration will provide the following support to the Committee:
a)
Provide meeting space at the Badlands Community Facility (BCF), at no cost;
b)
Facilitate a review process for the Committee and its terms of reference every three
(3) years;
c)
Provide information and education on good governance issues such as conflict of
interest, confidentiality, and register of interests;
d)
Organize the recruitment and selection process for Committee members; and
e)
Compile and circulate agendas, attend meetings, and record and distribute minutes.
Town of Drumheller
Bylaw 40.24
Page 7 of 8
10. CONFLICT OF INTEREST AND CONFIDENTIALITY
10.1
The discussions and deliberation of the Committee are confidential. Members shall restrict
discussions with non-Committee members to information that has already been made
public.
10.2
Information gained through the course of participation on the Committee cannot be used for
personal interest or gain, or for the personal interest or gain of a family member.
10.3
Any real or perceived conflicts of interest that may arise through the course of participation
on the Committee must be disclosed to the Committee members immediately. Conflict of
interest occurs when a Committee member's personal, financial, or other interests could
improperly influence, or appear to influence, their judgment or actions in the execution of
their duties. Conflicts of interests may include, but are not limited to:
a)
financial interests in entities being reviewed or affected by the Committee's
recommendations;
b)
personal or family relationships with individuals whose remuneration may be affected
by the Committee's decisions; and/or
c)
any other situation that could lead to bias or partiality in the Committee's
deliberations or recommendations.
10.4
If the member is not certain whether he or she is in a conflict-of-interest position, the matter
may be brought before the Committee or the Chair for guidance.
10.5
The member in conflict of interest shall not vote on the issue, and unless otherwise directed
by the Committee, shall be absent from the discussion.
10.6
The conflict of interest shall be duly recorded in the meeting minutes, and the time the
member leaves and returns to the meeting shall also be recorded.
10.7
Members must declare any conflict of interest before a meeting or beforehand and report it
to the Chair. In such a case, the affected member will not have voting rights on the specific
item, and the Committee might request the member to leave or excuse themselves from
the room.
10.8
If it is determined that the conflict-of-interest position precludes the member's ability to
continue his or her role on the Committee, the member shall resign from the Committee
and a new member may be appointed in accordance with Section 5.
11. COMMITTEE REPORTING
11.1
Copies of the approved meeting minutes shall be forwarded to Administration within one (1)
week of approval and shall be published with the relevant Council Committee of the Whole
Agenda as information.
11.2
The Committee will report annually on its activities to Council prior to the 30th of
September of each year.
Town of Drumheller
Bylaw 40.24
Page 8 of 8
12. AUTHORITY
12.1
The Committee is intended to act in an advisory capacity only; the Council shall not
delegate any of the Council's powers, duties, or functions to the Committee.
13. TRANSITIONAL
13.1
If any portion of this Bylaw is found to be invalid, that portion shall be severed from the
remainder of the Bylaw and shall not invalidate the whole Bylaw.
13.2
This Bylaw comes into full force and effect upon third and final reading.
READ A FIRST TIME THIS 20th DAY OF JANUARY 2025.
READ A SECOND TIME THIS 20th DAY OF JANUARY 2025.
READ A THIRD AND FINAL TIME THIS 3rd DAY OF FEBRUARY 2025.
The original document, duly signed and executed, is retained on file.