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)
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