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3. Discusssion on role of the PRCSCANDIA Staff Report Date of Meeting: March 9, 2016 To: City Council From: Neil Soltis, Administrator Re: Parks & Recreation Committee Background: Ordinance 91 which set up the rules for the organization for the City established a Parks & Recreation Committee to act in an advisory capacity to the Council in all matters relating to a park and recreation program in the City. The City Council last reviewed and approved the duties and functions of the Committee in 2012. A copy of that document follows this report. Issue: There seems to be a lack of clarity in terms of the roles and responsibilities of the staff (Judi & Dave) and the Committee and the relationship with the Friends of the Parks. This is particularly true since Judi & Dave were not a part of the 2012 discussion. It would be helpful to have a discussion on the functions and expectations of each of the groups as it relates to the planning and operation of the Parks. Additionally, the last update of the Parks, trails, Open space and Recreation Plan was adopted by the New Scandia Township Board in 2006. With the requirement that the City update its comprehensive plan by 12/31/2018, it would help to facilitate the process if the Committee's efforts were refocused on its primary functions as preparation for the planning effort. 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 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. Collaborate with Gammelgarden Museum on the Scandia Community 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 City of Scandia Parks & Recreation Committee Bylaws Approved by the City Council March 17, 2015 Section 1. Name. The name of this Committee is the Scandia Parks and Recreation Committee, hereinafter called the SPRC. Section 2. Purpose. The purpose of the SPRC is to advise the Scandia City Council on all matters relating to a park and recreation program in the city, as described in Attachment A, Duties and Functions of the Scandia Park and Recreation Committee, approved by the City Council on February 20, 2007 and as may be amended by the Council from time to time. Section 3. Membership. The SPRC is made up of Scandia residents appointed by the City Council according to the requirements of Section 8 of Ordinance No. 125. Section 4. Officers and Duties. The SPRC shall have a chair and vice -chair. The term of office shall be one year. Election of officers will be held at the first meeting of March of each year. Appointment of the chair and vice chair is subject to approval by the City Council. The duties of the officers and members are as follows: A. Chair 1. The chair shall organize, convene and chair all meetings of the SPRC. 2. The chair will set and prepare the agendas for meetings. 3. The chair will lead the development of a committee work plan, implementation of the long-range plan and list of annual priorities for approval by the Committee and by the City Council. 4. With the consent of the members and subject to approval by the City Council, the chair may create subcommittees and appoint SPRC members to those subcommittees. 5. The chair shall act as liaison between the City Council and the SPRC, reporting to the Council on activities as needed (quarterly, bimonthly etc.). 6. The chair shall coordinate the need for staff support of the SPRC with the City Administrator. 7. The chair shall represent the Committee as needed in dealings with outside agencies and organizations on matters pertaining to Park and Recreation activities. B. Vice -Chair 1. The vice -chair shall act as an aide to the chair in fulfilling his/her duties as chair. 2. In the absence of the chair, the vice -chair shall assume the duties of the chair. C. General Membership Responsibilities. All SPRC Members are responsible to: 1. Attend and participate in regular and special meetings in order to carry out the mission and duties of the committee; 2. Express oneself, clearly and concisely, both orally and in writing, with tact, diplomacy and good judgment; 3. Establish and maintain effective public relations when representing the Committee; 4. Have an understanding that they represent all Scandia residents and make recommendations on their behalf, to the best of their ability; and 5. Participate in any subcommittees to which they may be appointed. 6. If a member fails to attend meetings, fails to fulfill their responsibilities, or violates these bylaws, the SPRC may recommend that the City Council replace the member. Section 5. Meetings. A. Regular Meetings. Regular meetings will be held on the first Monday of each calendar month at 7:00 p.m. Any regular meeting falling upon a holiday shall be held on the next following Monday at the same time and place, unless otherwise determined by a majority vote of the SPRC. Meetings shall be held at the Scandia Community Center, 14727 2091h Street North, unless notice of the alternate location is given to the members and the public at least 72 hours in advance of the meeting. B. Special Meetings. Special meetings of the Committee may be called at any time by the chair or the vice -chair, in the chair's absence with 72 hours advance notice to the public and to members. C. Quorum/ Voting. A majority of the number of officially appointed members shall constitute a quorum. A majority of the entire membership shall decide all issues. Conduct of meetings shall be based on Robert's Rules of Order, Newly Revised, 10t' Edition. D. Public meetings. Except as otherwise provided in the open meeting law, all SPRC meetings, including special or sub -committee meetings, shall be open to the public. Public notice of meetings shall be given by posting committee agendas at the Community Center at least 72 hours prior to the meeting. E. Minutes of meetings. Minutes of each SPRC meeting shall be prepared by the City Clerk or his/her designee and delivered to each member of the SPRC within 14 days of each meeting. At the next regular meeting following such delivery, Chair shall call for any additions or corrections. If there is no objection to a proposed addition or correction, it may be made without a vote of the SPRC. If there is an objection, the SPRC shall vote upon the addition or corrections. If there are no additions or corrections, the minutes shall stand approved. Section 6. Order of Business. A. Order established. Each regular meeting of the SPRC shall convene at the time and place appointed. SPRC business shall be conducted in the following order: 1. Call to Order 2. Public Forum 3. Approve Agenda 4. Approve Minutes 5. Reports 6. Old Business 7. New Business 8.Items for next agenda 9. Adjournment. B. Varying order. The order of business may be varied by the presiding officer. C. Agenda. The clerk shall prepare an agenda of business for each regular SPRC meeting and file a copy in the office of the clerk not later than seven calendar days before the meeting. The agenda shall be prepared in accordance with the order of business and copies shall be delivered to each SPRC member and posted at the community center as far in advance of the meeting as time for preparation will permit. No item of business shall be considered unless it appears on the agenda for the meeting or is approved for addition to the agenda by a majority vote of the SPRC members present. D. Agenda materials. The clerk shall see that at least one copy of printed materials relating to agenda items is available to the public in the meeting room while the SPRC considers their subject matter. The agenda items shall not be considered unless this provision is complied with. This section does not apply to materials that are classified as other than public under the Minnesota Government Data Practices Act or materials from closed meetings. Section 7. Amendments. These bylaws may be amended at any regular meeting of the SPRC by a majority vote of the membership, provided that notice of the amendment has been given to all members in writing one regular meeting prior to the meeting at which the amendment will be voted. These bylaws and amendments thereto are subject to approval by the City Council.