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Clarington
Leading the Way
REPORT
COMMUNITY SERVICES DEPARTMENT
Meeting: GENERAL PURPOSE AND ADMINISTRATIVE COMMITTEE
Date: May 4, 2009
Resolution #: ~t" ~ ~ J~ ' ~~
Report #: Addendum to CSD-006-09
File #: By-law #:
Subject: CLARINGTON SPORTS HALL OF FAME
RECOMMENDATIONS
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
THAT CSD-006-09 be lifted from the table;
2. THAT Addendum to Report CSD-006 -09 be received;
3. THAT the Terms of Reference attached hereto as Attachment # 1 be adopted as
The Terms of Reference of the Clarington Sports Hall of Fame Selection
Committee;
4. THAT the Municipal Clerk be authorized to place an advertisement in the local
media seeking applications for the Clarington Sports Hall of Fame Selection
Committee; and
5. THAT the members of the Sports Hall of Fame Steering Committee be thanked
by the Mayor and Members of Council for their contribution to the development of
the Clarington Sports Hall of Fame.
Submitted by: ~ Reviewed by~.J + "~"-"`~ v"~'
Jo aruana Franklin Wu
Di~ for of Community Services Chief Administrative Officer
J PC/sc
CORPORATION OF THEMUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T (905)623-3379 F (905)623-5506
ADDENDUM TO REPORT NO.: CSD-006-09
PAGE 2
1.0 BACKGROUND
1.1 At the Council meeting of March 23rd ,Report CSD-006-09 (copy attached as Attachment
#2) was reviewed by Council. At the meeting there was discussion regarding the merits
of the Hall of Fame Selection Committee becoming a Committee of Council and the
report was referred back to Community Services Staff for a further report.
2.0 DISCUSSION
2.1 In April 2003, Council approved the appointment of the Clarington Sports Hall of Fame
Steering Committee, with the mandate to develop a Sports Hall of Fame which would
acknowledge the outstanding athletic achievements of local residents. The committee
was also charged with the task of developing selection criteria, nomination procedures,
recognition process and a governance model which would be appropriate to our
community while ensuring the success and longevity of the Clarington Sports Hall of
Fame (CSD-06-03).
2.2 The Clarington Sports Hall of Fame Steering Committee has contributed considerable
effort to develop selection criteria, nomination procedures and a recognition event which
would become a highlight for the local sporting community. Through their efforts, the
Sports Hall of Fame has a firmly established foundation on which to build and a program
template to ensure the consistent delivery of a quality event into the future.
2.3 When the Clarington Sports Hall of Fame was in its infancy, the initial thoughts of the
Steering Committee were that in time, the committee would evolve into a Board of
Directors with a governance model and operate at arms length from the Municipality. As
time progressed, staff felt there may be a more effective way of achieving the desired
result of recognizing excellence in the local sporting community and is recommending
the establishment of a selection committee which would be responsible for selecting
inductees annually from the nominations received. Since the inception of the Hall of
Fame the Steering Committee has been fulfilling the role of the Selection Committee.
2.4 Under the proposed format the Selection Committee would be a committee of Council
and would be governed by a Terms of Reference (Attachment #1) which is consistent will
all other committees of Council. The Selection Committee would provide an avenue for
input from members of the community who have an appreciation and knowledge of the
Clarington sporting community.
3.0 CONCLUSION
3.1 Staff would like to acknowledge and thank the members of the Clarington Sports Hall of
Fame Steering Committee, Mrs. Gail Preston, Mr. Brad Kelly, Mr. Ray Bester, Mr. Bill
Humber and the late Mr. Seth Hunt, for their commitment in establishing the Clarington
Sports Hall of Fame as an excellent vehicle to acknowledge the outstanding athletic
achievements of our local residents. Through their efforts, a strong foundation and
wonderful traditions have been established which should ensure its success well into the
future.
Attachment # 1 -Clarington Sports Hall of Fame Selection Committee -Terms of Reference
Attachment # 2 -Report CSD-006-09, Clarington Sports Hall of Fame
Addendum to CSD-006-09 Attachment #1
TERMS OF REFERENCE
CLARINGTON SPORTS HALL OF FAME SELECTION COMMITTEE
PREAMBLE
The Clarington Sports Hall of Fame is a municipal program delivered through the
Community Services Department. The review of nominations and the annual
selection of inductees shall be the responsibility of the Clarington Sports Hall of
Fame Selection Committee.
MANDATE
The Clarington Sports Hall of Fame Selection Committee shall meet annually to
review the nominations on hand and to select a maximum of six (6) appropriate
candidates for induction annually, based on the Clarington Sports Hall of Fame
Selection Criteria.
SCOPE OF ACTIVITIES
The Committee shall be the final determining body for the selection of inductees into
the Clarington Sports Hall of Fame.
The Committee may also have a role in assisting with the hosting of the Hall of
Fame Induction Ceremony, the presentation of awards and other Hall of Fame
weekend events.
Members of the Committee are not eligible for induction into the Clarington Sports
Hall of Fame during the term of their appointment to the committee.
The Committee members shall serve without remuneration and shall not receive
directly or indirectly any profits or benefits from their position as members of the
Clarington Sports Hall of Fame Selection Committee.
COMMITTEE COMPOSITION
The Committee shall be comprised of five (5) members, of which four (4) shall be
community representatives who have an appreciation of the local sporting
community and one (1) member of Council.
STAFF SUPPORT
The Committee shall receive administrative support through a Community Services
Department staff liaison. This support will include the preparation of agendas, the
recording of minutes and the preparation of nomination background information.
Further, the staff liaison is charged with the responsibility of the logistics of the
Clarington Sports Hall of Fame Induction Ceremony and the associated Hall of
Fame weekend events.
LENGTH OF TERM
The length of term for Committee members shall be four (4) years, corresponding to
the term of Council, with the exception of the initial Selection Committee which shall
be appointed for the period up to and including the 2010 Clarington Sports Hall of
Fame Induction Ceremony.
CHAIRPERSON
A chairperson shall be elected from the Committee at the initial annual meeting to
preside over the meeting and coordinate the selection process during the four (4)
year term.
FREQUENCY OF MEETINGS
The committee shall meet as required annually between May and October at the
Garnet B. Rickard Recreation Complex located at 2440 Hwy. 2, Bowmanville.
Meeting dates will be established by the committee on an annual basis.
QUORAM
A quorum shall consist or 50% +1 of the voting members.
Meetings can be held without a quorum present; however, a quorum will be required
for all voting purposes.
CONFLICT OF INTEREST
Committee members are expected to perform their task with a high sense of
personal and professional integrity. Accordingly, it is incumbent upon them to reveal
any potential or perceived conflict of interest in their consideration of any aspect of
the selection process, and to excuse themselves or abstain from participation if
necessary.
Addendum to CSD-006-09
Attachment #2
Leading the Way
~~~~~~ REPORT
COMMUNITY SERVICES DEPARTMENT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date: March 9, 2009 Resolution #:
Report #: CSD- 006-09 File #: By-law #:
Subject: CLARINGTON SPORTS HALL OF FAME
Recommendations:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT report CSD- 006- 09 be received;
THAT Council endorse the selection process for the appointment of committee
members for the Clarington Sports Hall of Fame; and
3. THAT the members of the Sports Hall of Fame Steering. Committee be thanked by
the Mayor and Members of Council for their contribution to the development of the
Clarington Sports Hall of Fame.
Submitted by:
Joseph P. Caruana
Director of Community Services
JPC/sm/lw
Reviewed by:
Franklin Wu
Chief Administrative Officer
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOW MANVILLE, ONTARIO L1C 3A6 T (905)623-3379 F (905)623-5506
REPORT NO.: CSD-006-09
1.0 BACKGROUND
PAGE 2
1.1 In April 2003, Council approved the appointment of the Clarington .Sports Hall of
Fame Steering Committee, with the mandate to develop a Sports Hall of Fame
which would acknowledge the outstanding athletic achievements of local
residents. The committee was also charged with the task of developing selection
criteria, nomination procedures, a recognition process and a governance model
which would be appropriate to our community while ensuring the success and
longevity of the Clarington Sports Hall of Fame (CSD-06-03).
1.2 The Steering Committee included Mrs. Gail Preston, Mr. Brad Kelly, Mr. Ray
Bester, Mr. Bill Humber and the late Mr. Seth Hunt, all prominent members of the
local sporting community, and a representative of the Community Services
Department. The committee focus in the first year was the development of
appropriate selection criteria and nomination process to ensure that membership
in the Clarington Sports Hall of Fame was an honour that the community would
hold in high esteem. The committee also felt very strongly that the Hall of Fame
Induction Ceremony should be a quality event that acknowledged and celebrated
the inductees in a manner that would provide them with lasting memories.
1.3 The steering committee worked diligently to achieve this goal and on the evening
of October 25th 2003, 350 guests witnessed the induction of the first 10 members
into the Clarington Sports Hall of Fame in the categories of Athlete, Team and
Builder. Since then, the Hall of Fame has grown to become a significant weekend
event, including Hall of Fame Alumni events, which is a highlight for the local
sporting community.
2.0 COMMENTS
2.1 The Steering Committee contributed significant time and effort to defining a
mandate, articulating selection criteria and nominating process (Attachment #1)
and developing an appropriate format to celebrate the athletic achievements of
our Iccal residents. Committee members felt very strongly that they wanted to
ensure that the philosophy and values of the Clarington Sports Hall of Fame
were firmly established and that there was a solid foundation for the program.
The committee members are confident that this has been achieved.
2.2 With these items firmly in place, the details of coordinating the Hall of Fame
Weekend, such as invitations, catering, guest speakers and set up, are now a
staff function. The primary roles remaining for the committee are the review of
nominations and the selection of the annual inductees. The committee also
plays a role in hosting the Sports Hall of Fame Induction Ceremony.
2.3 At this time staff is recommending that the Clarington Sports Hall of Fame
Selection Committee be established. The committee would be responsible for
reviewing the nominations for induction into the Clarington Sports Hall of Fame
and would be the final determining body for selection of inductees into the Hall of
REPORT NO.: CSD-006-09
PAGE 3
Fame. The Committee would also have a role in assisting with the hosting of the
Hall of Fame Induction Ceremony and other Hall of Fame Weekend events.
2.4 The Committee would consist of five (5) community representatives and one (1)
representative from the Community Services Department.
2.5 Community committee members would be appointed for a three (3) year term
with the exception of the initial Selection Committee. The initial Committee would
have two (2) members of the present Steering Committee appointed for a two (2)
year term. All future appointments would be for a three (3) year term with the
option of serving a maximum of two (2) consecutive terms. This would allow for
consistent turn over of the committee and ensure that there is suitable
experience and continuity on the Committee at all times.
2.6 In the event a member of the committee cannot complete their term, their
replacement will assume the same term on the committee as the person they
replaced (i.e. regardless of what year they assume a position on the committee
their term will be considered to be that of the member they are replacing).
2.7 Vacancies on the Clarington Sports Hall of Fame Selection Committee will be
advertised through local media outlets and applications for vacancies shall be
submitted to the Community Services Department and appointed by a committee
of department senior staff. Appointments will consider the current make-up of
the committee and attempt to ensure a balance of geographical representation,
(must be a Clarington resident) and diverse community and sport knowledge.
2.8 Former members of the Selection Committee may re-apply to the committee after
one (1) full year of absence.
2.9 The Members shall serve without remuneration and shall not receive directly or
indirectly any profits or benefits from their position as members of the Selection
Committee.
2.10 The representative of the Community Services Department shall chair all
meetings of the committee. At the first meeting of each calendar year, a
secretary shall be appointed from the committee, for a one (1) year term.
3.0 CONCLUSION
3.1 Staff would like to thank the members of the Steering Committee for their
commitment in establishing the Clarington Sports Hall of Fame as an excellent
vehicle to acknowledge the outstanding athletic achievements of our local
residents. Through their efforts, a strong foundation and wonderful traditions are
in place to ensure the successful future of the Clarington Sports Hall of Fame.
Attachment #1 -Clarington Sports Hall of Fame Nomination Form
Attachment#2 -Clarington Sports Hall of Fame Selection Committee
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Attachment #2
To Report CSD-006-09
CLARINGTON SPORTS HALL OF FA~VIE
SELECTION COiVI~IITTEE
Advertisement of Vacancies: Vacancies will be advertised through local media outlets
Appointments: Will be made by a committee of Community Services Senior Staff
Committee Composition: Five (5) community representatives and one (1) representative from the
Community Services Department
Committee Term: Three (3) years with the exception of the initial Selection Committee
which will have two (2) members of the initial Steering Committee for
a two (2) year teen
Consecutive Terms:. Members may serve for a maximum of two (2) consecutive terms
Incomplete Terms: A replacement will be appointed and assume the balance of the current term
Remuneration: None
Chair: Community Services Department Representative
Secretary: Appointed by Committee Members