Leash Free Markham Committee

Appendix A

LEASH FREE MARKHAM COMMITTEE

Terms of Reference 2007

Duties of Leash Free Markham Committee

1. The role of the Leash Free Markham Committee (“Leash Free Markham”) is to act as an umbrella organization which has the have the overall responsibility for all Dog Off-Leash Areas established within the Town of Markham. Leash Free Markham shall review all proposals for new Dog Off-Leash Areas and will oversee the implementation, maintenance and day to day operation and activities of all Dog Off-Leash Areas approved by the Town.

2. Leash Free Markham will review all proposals for new Dog Off-Leash Areas submitted to the Town based on the policies and procedures outlined in the “Town of Markham Operations Department Guidelines for Permanent Dog Off-Leash Areas” (referred to as “Guidelines”) Leash Free Markham will only refer those areas and proposals which meet the requirements set out in the Guidelines to the Town for review.

3. Leash Free Markham is responsible for issues relating to the cost, establishment, operation and maintenance of Town approved Dog Off-Leash Areas, which includes but is not limited to the following: working with the Dog Off-Leash Groups to develop a feasible proposal to pay down debt for fencing and other amenities installed at the expense of the Town; providing education for dog and non-dog owners regarding etiquette and responsibilities while in Dog Off-Leash Areas; and acting as the representative for the local Dog Off-Leash Groups when liaising with Town Staff and Council regarding Dog Off-Leash issues.

4. Leash Free Markham and the Dog Off-Leash Groups shall be responsible for costs related to the implementation of the Dog Off-Leash Areas including costs required to install and maintain fencing, parking, water, washrooms, furniture, poop and scoop bags, and any other amenities proposed and approved by the Town. Leash Free Markham shall be responsible for repaying all debts incurred by or on behalf the Dog Off-Leash Groups, including repayment of any Town funds granted for the initial startup or improvements to approved Dog Off-Leash Areas. The individual Dog Off-Leash Groups will also be responsible for grass cutting and general grounds maintenance within the Dog Off-Leash Areas.

5. Leash Free Markham shall also be responsible for monitoring and supervising all individual Dog Off-Leash Groups; organizing and attending annual events which promote the Dog Off-Leash initiatives to the community; guiding new volunteer groups through the application process for the creation of new sites; and fostering volunteer participation.

6. For each approved Dog Off Leash Area, Leash Free Markham, the Dog Off Leash Group and the Town shall enter into an Operations and Maintenance Agreement in a form acceptable to the Town Solicitor. The Operations and Maintenance Agreement will outline the duties and responsibilities of Leash Free Markham, the Volunteer Dog Off Leash Group and the Town with respect to the operation and maintenance of the approved Dog Off Leash Area and terms of repayment of any monies borrowed from the Town.

7. Leash Free Markham shall act as liaison between the Town and the Dog Off-Leash Group.

Composition

8. Initially, Leash Free Markham will consist of 3 members who shall be appointed by the Town. The Clerks department will advertise for prospective committee members. These applicants will then be interviewed by the Councillor who currently sits on the Community Issues Committee for the Town. Based on these interviews, the Councillors will appoint three members who shall become the President, Treasurer and Secretary for Leash Free Markham.

9. Once formed, Leash Free Markham shall then develop a constitution and operating guidelines which establish a democratic framework within which it will operate and which includes the following:

(a) establishing an elected Board of Directors or executive of not less than three;

(b) membership must be determined through a set process which may include the payment of membership fees;

(d) all members shall be eligible to vote;

(e) the group must hold general meetings 3 times a year or more often as required;

(f) the manner in which the group will dispose of any assets in its possession at the time of its dissolution; and

(g) the future Board of Directors or executive is to be elected/reelected from the general membership on an annual basis.

10. Leash Free Markham shall also appoint to its committee each co-coordinator from each approved Dog Off-Leash Group. The co-coordinator shall act as the liaison between Leash Free Markham and the Dog Off-Leash Group.

11. A Town Staff representative will be appointed to attend scheduled meetings of Leash Free Markham’s Board/Executive and the Town Staff representative will act as a liaison between Leash Free Markham and the Town. Leash Free Markham shall give notice of all scheduled meetings of its Board/Executive to the Town appointed representative.