Multi-Recreational Facility Development Committee

The Committee’s key objectives are:

• To assess community needs and incorporate stakeholder input into the facility’s design while balancing fiscal responsibility.
• To provide recommendations on funding strategies and budget management.
• To ensure that the facility includes multi-use spaces that cater to diverse recreational activities.
• To liaise with relevant authorities, experts, community representatives, and other communities that have or are undergoing similar projects.
• To monitor project progress and address challenges as they arise.
• With a goal to develop a conceptual design and framework within 12 to 18 months.

The Town of Pilot Butte Council approves the appointment of all Committee members. The Committee will be composed of representatives from relevant sectors, including but not limited to:

• Town of Pilot Butte Council and administrative representatives
• Community and recreational groups
• Business and funding partners
• Planning and infrastructure experts
• Environmental and accessibility advocates
• Other key stakeholders as deemed necessary

Each Committee member is expected to:

• Attend and actively participate in all scheduled meetings.
• Contribute expertise and insights relevant to their sector.
• Review and provide feedback on project proposals, plans, and reports.
• Support public engagement initiatives and act as liaisons with their respective organizations.
• Assist in identifying funding opportunities and partnerships.
• Ensure adherence to regulatory and environmental standards.

• The Town of Pilot Butte Council is the approval authority for all committee initiatives and activities.

• The Committee will be chaired by an appointed representative, responsible for facilitating meetings and ensuring objectives are met.
• Committee decisions will be made by consensus where possible, or by majority vote if needed.
• Subcommittees will be formed to address specific aspects of the project, such as funding, design, or community engagement.
• Regular progress reports will be provided to the Town of Pilot Butte Council.

• The Committee will meet on a regular basis, at least once per month, or as required based on project milestones.
• Meeting minutes will be documented and shared with all members.
• Regular updates will be provided to the community and stakeholders to ensure transparency.

• The Town of Pilot Butte Council will support the Multi-Recreational Facility Development Committee with annual budget allocations.
• There shall be no compensation payable to the members of the Committee.

• The meetings of the Committee are public. Members should be aware that their names will be in the public realm and a list of membership may be provided when requested.
• Member information, other than name or Town of Pilot Butte, will be kept confidential in accordance with the Municipal Freedom of Information and Protection of Privacy Act.

• The Committee will operate for the duration of the project’s development phase and may be extended if needed.
• The Terms of Reference will be reviewed periodically to ensure relevance and effectiveness, with amendments made as necessary.

• The Committee will be dissolved upon the successful completion of the multi-recreational facility unless further responsibilities are assigned by the governing body.