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6.b) Amendments to Park and Recreation Committee Bylaws . � s � � •��',:... _., �.. ... �, - C g `� � o` \ � : u � � ..��,,••. � S �'1a�N��IA Memo 'I'o: P�rks anai�2ecreation Committee Froan: Anne Hurlburt,City Administrator Date: May 29,2012 for June 4,2012 Meeting Re: Amendanents to Park and 12eca�eation Committee Bylaws At the May rneeting,the Parks and Recreation Cornmittee discussed a possible change in the Comrnittee's bylaws to eliminate the position of Recording Secretary. This change required that the City Council agree to liave stafftake rninutes. At their May 15 meeting,the Council agreed to provide additional staff support for preparing minutes and agenda materials. A draft revised bylaws document is attached for your review. Deletions are s�is�e�and additions are underlined. There are no changes proposed to the"duties and functions"document,which is an attachment to the bylaws. If the Committee wants to make any additional changes you should discuss and approve them at the June meeting,before forwarding them to the City Council for their approval(tentatively at the June 19 meeting.) City of Scandia Parks & Recreation Coananittee Bylaws � Approved by the City Council ��,•�� n �nn�,�une 19, 2012 Section 1. Naane. 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 �'` dia City Council on a11 ,,;,_, matters relating to a park and recreation program in the city, -t e ",•,V,� d in Attachment A, � Duties and Functions of the Scandia Park and Recreation C ,� ittee,`� i ,_oved by the City Couricil on February 20, 2007 and as may be amended�`�@puncil fr ��" � ; e to time. � ' �`�� Section 3. Memberslaip. The SPRC is made up�o�'Scandia r sidents appom +�� the City � Council according to the requirements of Section 8�r�Qxdinan�'No. �125. ��''�. � u t � � ��. Section 4. Of�acers and Duties. The SPRC shall have a� ; and-,�vice-chair_, R' `y�• se� The term of office shall be �yeaz Election of"��ers will be held at the first ,:; meeting of February of each year. Appo �t of the chair an �e ehair is subject to approval �, ^t;.,�;�•�, �-''�, by the City Council. The duties of the o� rs ��,�mbers are as�=��o.�s: �,. ��,� � �. A. Cl�air .,�� ..,.�.�,,��., . 1. The chair ��, °�� .. convene air all e' �;; s of the SPRC. , 2. The ch t �1 set anc�' �epare the agei�as for mee ngs. 3. The chair Fy w�ead the d.`��`velopment of��;committee work plan, implementation of'the long-range�p��d li ,F��:annual priont ",;:, r approval by the Committee and by the � ,.�:�, , ��,*Y�. �� k cil. : ,�'`�.�..�,��,�-..._...,.�,��. �1 ��` y� ,�ent o ��members��ject to approval by the City Council,the $,� ch�r may � subc "�:: :tittees and appoint SPRC members to those subeomrnittees. t � , `��'�The chair sh � liai ,�b,e,t.�een the City Council and the SFRC, reporting to the ' w�uncil on acti �"" as nee ��(quarterly, bimonthly etc.). k<+ 6. ' �hair shall co' 'nate t�e need for staff support of the SPRC with the City A �� trator. '1� 7. The c all repw ��ent the Committee as needed in dealings with outside agencies {-�: and org ' %��n matters pertaining to Park and Recreation activities. �. 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 assurne the duties of the chair. I . aTh��a,.«o+.,,...�t,,,�t ,. ,.«t..�� . o,.*,.o ,,..,i ;., ��,.,,.� ,.�„tt ...,.,.,.�s.,.,_,. ,.r�t.. c�rir�� I E-k�l� 4 -rt, * t, tt �, at . .,� ,� ,.�*t,o ;,+oo .,t,o eoaoa .7 „>� `�y.' � �C. Gener�l Me�►bership Responsibilities. All SPRC Mernbers are responsible to: 1. Attend and participate in regular and special meetings in order to carry out the rnission and duties of the committee; 2. Express oneself, clearly and concisely,both orally and in _. '�ng,with tact, diplomacy and good judgment; +�r. '�� 3. Establish and maintain effective public relations w , resenting the Committee; :,;,. 4. Have an understanding that they represent all Sc ; a r �ts and rnake recommendations on their behalf, to the best a� H�� abili �l 5. Participate in any subcommittees to which�� - a e appoi - ' 6. If a member fails to attend meetings, fails�o ful��f 1 their respons �.'es,or violates these bylaws,the SPRC may reco ��that the�•,'ty Council rep�� e member. �:.`�.. -�i'�,� `:}j A � � � � F. Section 5. Meetings. � � ..��"��` . �:. �T�� A. Reguflar Meetings. Regular m � � s will be held on f�i�first Monday of each calendar � month at 7:00 p.m. Any regular "�"� �` � falling upon a p�day shall be held on the next following Monday at the same tim �`d�`'�'� ,�,nnless othe '��-d�termined by a majority vote of the SPRC. Meetings shall b�eld at`�i��,ndia Co��i''nn�ity Center, 14727 209�" Street North, unle.�s�o ce of the alte '-te at o �""''� o the members and the public at least 72 ho �� ' �,u,.�in"'a'� �,�of the meet�'i� �� . Special M�s. Sp�:�meetings of tF�,�Committe�may be called at any time by the chair or the c" '�air, m :�chair's absenc��with 72 hours advance notice to the public and to members :��`°-.,,.ti -� C. Q `�' 'ng. � ori't}x��'"�n.b ._=�of officially appointed rnembers shall .b�. � �;,: ��- �stitute k ;:� . ,,,'.ority of f��ire�memberskip shall decide all issues. � ,�� onduct of ine .�shall � �sed on Robert s Rules of Order,Newly Revised, 10 �"��tion. �� '�--��' ,,.,�. D P` � y��meetings E� t as ot�,rwise provided in the open meeting law, all SPRC mee - including s��al or sub-committee meetings, shall be open to the public. Pubhc n�� of ineeti shall be given by posting committee agendas at the Community Center at 1��'7�2 ho h rior to the rneeting. ,��-� E. Minutes of � .�'Minutes of each SPRC meetin shal.l be re ared b the Ci Clerk or his/her �' i ee and delivered to each member of the SPRC within 14 da s of each meeting 't the next re�ular meeting following such deliverv, Chair sha11 call for any additions or conections. If there is no objection to aproposed addition or correction, it mav 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 conections,the minutes shall stand approved. Section 6. Amend�ents. These bylaws may be amended at any regular meeting of the SPRC by a majority vote of the mernbership, provided that notice of the arnendment has been given to all members in writing one regular meeting prior to the meeting at which the amendment will be voted. T'hese bylaws and amendments thereto are subject to approval by the City Council. rs'� ,: "r'� .��f�� .X�.�� _ �� :',t ��^ k � �� }' ,��.yZ'1 ✓�i�� :y.s. t�� ; � i;�. „ �. ,��^ s��*� � s �� "':�, '.� ��.k�,w.. . '�`3��^�'' � �^' `�'�,"��`"�'A� 1. ,z�,`�`,,.,:�'r�, ,� � ;,�"� „�;:�'� r�'r}V',w� T� {� �9 } � �i :;� t'�J/ SAN ��r.f e�.. _�L w '�""�,��' �� r^�� t..,r.� e w'�,,�;.."'�,.�� O ��+;�x, .*� .wG.Hi„ � yy� -`_y .�•r•+•��. S �` T� y F.�� '� .,�� '�„e,; � H. a � A� �+ }�; (:\, W�,�J� •�,. �/ -�� ,2'� '� `'1 �<�� Y,�' _;.,�� Duties and Functions Scandia Park and Recreation Co�nmittee Approved by tlne City Council � February 20, 2007 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. T'he Park and Recreation Comrnittee, as with all�advisory committees established by the Council, serves in an advisory capacity only. The Commi�ttee 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 Comrnittee meetings, provide inforrnation and assist with coordination between the Council and the Comrnittee. The Cornmittee exercises no authority over staff. The Pazk and Recreation committee may wish to appoint subcommittees from time to time. Creation of subcommittees with members other than the Council-appointed committee rnembers, will require approval by the City Council. The primary functions of the Park and Recreation Committee are: � Function Role/Res onsibili 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 stemrning 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 capitai planning improvernents programming process • Make recommendations on expenditures from the Park Development Fund (park dedication fees) • Review and comment on all irnprovements to city parks and open spaces. Function Role/Ites onsibili - Review of development • Review and comment on major subdivision applications for plans conformance with the parks plan • Make recommendations concerning dedication of 1'and 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 coo eration with their lans and ro ams. The secondary functions of the Park and Recreation Comrnittee are: Fumction Role/Ites onsibili Recreation programs • Review and comment on programs developed by the recreation coordinator . • Receive and review a report from the cecreation 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 winter festival event with Council approval 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 cornment on the draft parks budget prior to adoption by the city council , f _