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5.e PRC Amend By-LawsSCANDIA Staff Report Date of Meeting: April 21, 2020 To: City Council From: Brenda "Bee" Stignani, Office Assistant Re: Amending Scandia Parks & Recreation Committee Bylaws Secondary Function Description Background: At the March 2, 2020 Scandia Parks and Recreation Committee meeting, members reviewed their bylaws. It was noted that included in the Special Events section of the secondary functions of the Parks and Recreation Committee Duties and Functions page is the collaboration with Gammelgarden Museum on the Scandia Community Market. However, the Scandia Farmers Market organization fills this role, and the SPRC has had no role for many years. Issue: Should the phrase "Collaborate with Gammelgarden Museum on the Scandia Community Market" be stricken from City of Scandia Parks & Recreation Committee Bylaws? Fiscal Impact: None Options: 1. Strike the phrase "Collaborate with Gammelgarden Museum on the Scandia Community Market" from the City of Scandia Parks & recreation Committee Bylaws. 2. Do not strike the phrase "Collaborate with Gammelgarden Museum on the Scandia Community Market" from the City of Scandia Parks & recreation Committee Bylaws. Recommendation: Option 1 Duties and Functions Scandia Park and Recreation Committee Approved by the City Council June 19, 2012 The Park and Recreation Committee has requested guidance from the City Council regarding their specific functions and responsibilities in fulfilling their mission of advising the Council on all matters relating to a park and recreation program in the city. This document will clarify the Council's expectations. The Park and Recreation Committee, as with all advisory committees established by the Council, serves in an advisory capacity only. The Committee has no authority to act on its own, to expend city funds, or to obligate the city in any way. All activities or expenditures require prior approval by the City Council. Staff will attend Committee meetings, provide information and assist with coordination between the Council and the Committee. The Committee exercises no authority over staff. The Park and Recreation committee may wish to appoint subcommittees from time to time. Creation of subcommittees with members other than the Council -appointed committee members, will require approval by the City Council. The primary functions of the Park and Recreation Committee are: Function Role/ Responsibility Long-range planning • Participate in developing the parks, trails, open space and recreation element of the city's Comprehensive Plan • Participate in additional planning projects stemming from the plan (i.e. trail planning projects) Park development . Create master -plans for all city parks and open spaces, subject to review and approval by the city council • Plan and execute parks development projects if approved by the council Capital improvement • Committee representatives participate in the capital planning improvements programming process • Make recommendations on expenditures from the Park Development Fund (park dedication fees) • Review and comment on all improvements to city parks and open spaces. Function Role/ Responsibility Review of development . Review and comment on major subdivision applications for plans conformance with the parks plan • Make recommendations concerning dedication of land or cash in lieu for new developments Coordination with other . Monitor activities of other park and recreation agencies parks agencies (Washington County, State of Minnesota) affecting Scandia. Make recommendations to ensure coordination and Special events cooperation with their plans and programs. The secondary functions of the Park and Recreation Committee are: Function Role/ Responsibility Recreation programs • Review and comment on programs developed by the recreation coordinator • Receive and review a report from the recreation coordinator at the end of the season, and make recommendations to the council for any changes. • Suggest new recreation programs for consideration by the council Special events . Make recommendations for the city's participation in the annual Taco Daze celebration. • Plan and execute the Vinterfest event with Council approval. o Collaborate with Garamelgar-den Museum on the Seandia Gonununity Market. Facility operations • Review and comment on proposed changes in operating maintenance and use policy or procedures as requested by the council policies) . Recommend new policies and procedures to the Council Annual budget • Review and comment on the draft parks budget prior to adoption by the city council Formatted: Font color: Red, Strikethrough