Community Organizations in Recreation and Education (CORE) Procedure

Purpose statement

CORE is a Town of Oakville membership-based program that offers recreational and cultural non-profit, volunteer community groups and organizations support in delivering services to the community 

Scope

This procedure applies to all Community Organizations in Recreation and Education (CORE) memberships administered by the Town of Oakville. It sets out the requirements for eligible non-profit, volunteer-based recreational, cultural, educational, and sport organizations to access membership benefits, including priority facility access and related supports. It outlines CORE membership categories, eligibility criteria, and ongoing compliance for both new applications and annual renewals, and is administered by the Recreation and Culture department in alignment with related policies and procedures.

Application process

1. Non-Profit groups interested in becoming a CORE member are encouraged to apply 
   online on the Town's website.
2. Applications will be reviewed by the Recreation and Culture department  within five business days. Additional information may be requested at any time to support the review. 
3. Notification will be provided to the group regarding the outcome of their application, (electronically, where possible).

Renewal frequency 

Memberships will be reviewed on a biennial (every two-year) basis, with the exception of sport organizations, which are subject to annual renewal aligned with seasonal facility allocation. The increased frequency for sport organizations reflects the direct relationship between reported membership numbers, and facility allocation.

CORE membership eligibility criteria

CORE has three membership categories. The Town reserves the right to determine applicable membership category from submitted information. Group must be in good financial standing with the Town. 

General membership - Intended for groups whose primary focus is delivering community support, educational or recreational activities (including casual sports groups).

1. Provides registered name or number of the Not-for-Profit Corporation.
2. Provides recreational, leisure, cultural or educational activities or volunteer services.
3. Has a minimum of 85% of the organization’s membership or registrants as Oakville residents.  Requests for exceptions must be made in writing to the Recreation and Culture department on an annual basis. Consideration may be given to groups that serve the greater Halton Region, or to groups who require additional members to support the operation of the group.  A detailed “Declared Non-Residents List” must be provided to the town. The director of Recreation and Culture, or  their designate, will make the final decision on residency exception requests. 
4. Can demonstrate to the satisfaction of the town that it is capable of carrying out its objectives and its financial obligations.
5. Adheres to the Ontario Human Rights Code and makes membership available to all Oakville residents.

Sport membership - Required for sports groups that offer a competitive program stream and/or organizations that utilize significant sport facility time.

All criteria listed under general membership plus: 

1. For minor sport organizations that offer various programming streams, has a minimum residency requirement of 95% for house league programs and 75% for Rep programs. 
2. Must be a member not under suspension or probation or other ongoing disciplinary sanction with an Ontario Recognized Provincial and Multi Sport Organization where one exists.
3. Operates under the authority of a volunteer board or executive committee comprised of no less than five duly elected members, who must all be residents of Oakville. Requests for exceptions must be made in writing to the Recreation and Culture department on an annual basis. Consideration may be given to groups that serve the greater Halton Region, or to groups who require additional members to support the operation of the group.  A detailed “Declared Non-Residents List” must be provided to the town. The director of Recreation and Culture, or  their designate, will make the final decision on residency exception requests.   
4. Holds an annual general meeting at which the board of directors or executive committee is elected from the general membership through a democratic election process.
5. The group must have a written constitution and by-laws or operating guidelines establishing the framework within which the group will operate including the process for disposing of assets upon dissolution of the group.
6. Can provide, upon request, financial statements of the previous operating year’s expenditures and revenues (where applicable) and a budget for the next operating year, signed by two authorized signing officers or an independent licensed accounting firm or, for groups with expenditures over $100,000, an audited financial statement.
7. Has been actively operating for at least one year.

Cultural group membership - Queen Elizabeth Park Community and Cultural Centre (QEPCCC)

All criteria listed under general membership plus:

1. Is a Cultural group whose primary mandate is offering programs or activities in performing arts, visual arts, media arts, graphic arts, literary arts, music or cultural heritage. 
2. Provide 15 annual Membership Commitment Hours to QEPCCC. Membership commitment hours refer to the contribution of volunteer time or in-kind support by member organizations to support programming or community initiatives. 
3. Operate under a volunteer board or executive committee, comprised of five or more members. 

Ineligible groups

1. CORE membership shall not be provided to groups or organizations whose reputation could prove detrimental to the Town’s public image as a provider and supporter of quality programs and services.  Quality assurance standards such as HIGH FIVE® may be used, where applicable, to support this assessment.  
2. CORE membership will not be provided to any group or organization that violates the Town’s Respectful Conduct Policy or general conditions outlined in the Administration of Recreation and Culture Programs and Services Procedure.

Benefits

General and sport membership benefits:

• Direct link to member website from the Town website.
• Advertising and promotional opportunities within Recreation and Culture print and digital media at preferred rates.
• Potential to partner with the town on mutually beneficial initiatives.
• Support with leadership development and necessary training.
• Access to Oakville based school board facilities and priority status for Town of Oakville facility rentals (subject to allocation policy and specific facility type procedures).
• Subsidized rental rates for arenas, pools and sport fields for Sport Members

Queen Elizabeth Park Community and Cultural Centre – Cultural group member benefits:

All benefits under general and sport membership along with:

• Subsidized cultural room rental and storage rates at QEPCCC.
• Opportunity to participate in town led programs and events.

Expectations

The Recreation and Culture department ensures and maintains high standards for its direct programs and services offered to the community. The department is committed to quality assurance programs such as the Parks and Recreation Ontario HIGH FIVE ®  – The Best Way to Play Program which promotes healthy child development in children’s programs.

All recreation, culture and sport providers are responsible for offering programs, activities and environments where children feel safe, welcomed, respected and supported.

The Recreation and Culture department may request additional information at any time to support the review or evaluation of an organization. The Town also reserves the right to revoke a CORE membership if information provided is found to be inaccurate, if an organization no longer meets CORE eligibility requirements, or if its non‑profit status has been misrepresented.

Definitions

Non-profit organization (NPO)

The department accepts the definition for non-profit organization (NPO) as described in the Income Tax Act. (paragraph 149(1)(l)).

"A Club, Society or Association that is organized solely for:

• Social welfare
• Civic improvement
• Pleasure and recreation or any other purpose except profit”

Youth organization

For the purpose of this procedure youth organizations are groups that comprise a minimum 85% of participants under the age of 19. 

Recognized Provincial and Multi Sport Organizations

The department accepts the definition for Recognized Provincial and Multi Sport Organizations. (PSOs/MSOs) as those identified by the Government of Ontario as responsible for the development and delivery of sport programming at the provincial level. PSOs/MSOs are not-for-profit organizations formally recognized by the government as the governing body of a particular amateur sport in Ontario.
 

Responsibilities

The Manager, Support Services is responsible to ensure that this procedure is complied with. Application management responsibility will be assigned to designated staff

The Director of Recreation and Culture, or  their designate, is responsible to make the final decision pertaining to the exception criteria outlined in this procedure.