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7.a)1) Parks and Recreation Request for Staff Support Meeting Date: 5/15/2012 Agenda Item: � �, � �� City Council Agenda Report City of Scandia 14727 209`h St. North Scandia, MN 55073 (651) 433-2274 Action Requested: Discuss a request from the Park and Recreation Committee for additional staff support for taking minutes and preparing agenda packets. Deadline/ Timeline: N/A Background: • At their May 7 meeting, the Park and Recreation Committee discussed their meeting procedures and policies. They also discussed the position of"Recording Secretary" in light of the resignation of Nancy Hall-Morris from the Committee. • Having volunteers prepare consistent, timely minutes for meetings has often been an issue for the committee. Recently, staff has had to step in. It is difficult for the minute-taker to participate in meetings. Therefore, the Committee has requested that the Council direct that staff take minutes at meetings. • Also at the May 7 meeting, the Committee discussed how they could better work together as a team. Having more specific agendas, with written materials sent out in advance would help members be better prepared for meetings and keep discussions on track. E-mailing materials does not seem to work well for all members. Increased staff support would also be needed to send agenda packets in advance. • At their June meeting, the Committee will be considering by-law changes relating to the Recording Secretary position (in addition to some other by-law changes relating to public participation in their meetings) contingent upon Council approval. Recommendation: Increasing staff support to the Park and Recreation Committee would have some budget impact (to the extent staff might work extra hours to take minutes)but would help relieve administrative and procedural barriers that may be getting in the way. Staff recommends approval. Attachments/ • None Materials provided: Contact(s): Alex Bildeaux, Park and Recreation Committee Chair(651 433-2121) Prepared by: Anne Hurlburt, Administrator (park and rec staff support) Page 1 of 1 OS/11/12