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HomeMy WebLinkAbout07/18/2006, C8 - RESOLUTION ESTABLISHING PARKS AND RECREATION COMMISSION BYLAWS council °° 2 j acEnba RepoRtie 9 CITY OF SAN LU I S O B I S P O FROM: Betsy Kiser,Parks and Recreation Director SUBJECT: RESOLUTION ESTABLISHING PARKS AND RECREATION COMMISSION BYLAWS CAO RECOMMENDATION As recommended by the Parks and Recreation Commission (PRC), and pursuant to the City Charter which requires bylaws to be approved by the City Council, adopt a resolution establishing Parks and Recreation Commission Bylaws. DISCUSSION The PRC does not have distinctive bylaws that define procedures on voting, meeting conduct, election of officers, etc. Bylaws are required and currently the ordinance establishing the PRC as an official advisory body to the City Council also serves as its approved bylaws, however, these are stated as general rather than specific procedures for governing its affairs. After an issue arose in February 2006 that caused Commissioners to question a vote at a previous meeting (and which would have been resolved easily with adopted bylaws), the PRC directed staff to draft PRC bylaws for discussion and approval. Over the next several months, the PRC reviewed and amended the proposed bylaws and on June 7 recommended that the attached bylaws be forwarded to the City Council for final adoption (see Attachments 2,Exhibit A). Specifically, the bylaws address the following areas: 1. Purpose 2. Membership 3. Meetings 4. Election of Officers 5. Conduct of Meetings 6. Quorum 7. Voting 8. Public Record 9. Attendance 10. Committees 11. Amendments CONCURRENCES The City Attorney has reviewed the bylaws for legality and consistency and approves of their content. The PRC reviewed, discussed and amended the proposed bylaws at its April, May and June, 2006 meetings and also concurs with their content. CAR—PRC Bylaws Page 2 FISCAL IMPACT There is no fiscal impact associated with the adoption of the bylaws. ALTERNATIVES 1. The Council could choose not to adopt the PRC bylaws. This is not recommended because the bylaws will enable the Commission to function effectively and efficiently and avoid misunderstandings with regard to operating procedures. 2. The Council could choose to amend the bylaws or provide direction to staff to amend the bylaws and return at a later date with revisions. ATTACHMENTS 1. Draft PRC Minutes -June 7, 2006 2. Resolution and PRC Bylaws GA\ADMIMCouncil Agenda Reports\PRC By-laws\CAR-PRC Bylaws 71806.doc co �� Parks and Recreation Comm )n M NvTES ATTACHMENT Minutes for June 7, 2006 Page 2 4. Parks and Recreation Commission Bylaws Director Kiser presented the staff report to the Commissioners and reported on the City Attorney's opinion regarding conflict of interest rules. Recommendation: Approve final draft of by-laws and forward recommendation to the City Council for adoption. (Kriet/L.emieux) 5 yes: 0 no: 2 absent (Knight;Dollar) Contract with Seahawk Swim Club D' for Kiser presented the staff report to the Commission regarding the 2006 Contract with the Seah k Swim Club for use of the Swim Center. Commis ' n discussed the item and ask for clarification on several areas of the contract. Recommen Forward a reco endation to City Council to approve a one-year contract between the City and Seahawk Swim Clu or use of the Swim Center,effective July 1, 2006 to June 30, 2007. (Griffin/Kriet) 5 yes: 0 : 2 absent(Knight;Dollar) 6. Director's Report Director Kiser briefed the Co 'ssion on the following projects: • Park Tour: July 12, 2006. vitations will be sent along with a syllabus for the day's activities. • Council approval of Golf nurse Rate Review and conceptual approval of the CIP and operating program changes • Hiring of Supervising Administra 've Assistant,Marti Reynolds • Update on the meeting with SESLO regarding Damon-Garcia Sports Fields parking issue • Status of park playground renovations landscaping of berms at the Water lamation Fields El Chotro Park renovation Therapy Pool design bridge design for Laguna Lake Golf Cours 7. Communications None 8. Staff Report Recreation Supervisor Bremer presented a powerpoint presentatio on the facilities section. Commissioners expressed most interest in the wear and tear on the fields. Parks Maintenance Supervisor Beights reported on Cheng Park progress; w d abatement efforts; removal of tree wells from trees downtown; mosquito season spraying of wet are budget issues; the Mission Plaza CIP; Grizzly Academy mentorship; and a boy scout project to put in kiosk at Laguna Cg - 3 G:W DMIWarb&Rer Cnmmission\2006VMinmeel6.706 minutnz c ATTACHMENT C_ RESOLUTION NO. (2006 Series) A RESOLUTION OF THE COUNCIL OF THE CITY OF SAN LUIS OBISPO ADOPTING BYLAWS FOR THE PARKS AND RECREATION COMMISSION NOW, THEREFORE, BE IT RESOLVED by the Council of the City of San Luis Obispo as follows: SECTION 1. That Exhibit "A", entitled "City of San Luis Obispo Parks &Recreation Commission Bylaws," attached hereto and incorporated herein by reference are approved and adopted. Upon motion of seconded by and on the following vote: AYES: NOES: ABSENT: The foregoing resolution was adopted this 18`h day of July, 2006. Mayor David F. Romero ATTEST: Audrey Hooper City Clerk APPROVED AS TO FORM: Jonathan P. Lowell City Attorney R e4 ATTACHMENT__ EXHIBIT City of San Luis Obispo Parks & Recreation Commission Bylaws I. PURPOSE The Parks &Recreation Commission is a body of citizens appointed to advise the City's Parks & Recreation Department and the City Council on the development and operation of recreation programs and parks, and on the implementation of the Parks and Recreation Element of the City's General Plan. II. MEMBERSHIP A. The Parks and Recreation Commission shall consist of 7 members. B. Members are appointed by the City Council for a term of four years. Members are eligible for reappointment for an additional four year term. Members are subject to a term limit of eight years, or two consecutive four-year terms. III MEETINGS A. Regular meetings of the Parks &Recreation Commission shall be held on the first Wednesday of each month at 7:00pm,except for the month of July when the Commission will participate in an annual tour of the City's parks and facilities. B. Meetings will be held in the City Council Chambers, 990 Palm Street. In the event that the Parks & Recreation Commission chooses to hold all or any portion of a regular meeting other than at City Hall, then the place of such meeting shall be posted at least 72 hours in advance at the Parks & Recreation Department office, 1341 Nipomo and on the bulletin board located at the entrance to the City Council Chambers prior to the established meeting time. IV ELECTION OF OFFICERS A. In April of each year, the Parks & Recreation Commission shall select a Chair and Vice Chair from among its members to serve a one year term. B. Commissioners shall serve as Chair or Vice Chair at the discretion of the Commission. C. The Chair shall preside at all meetings of the Parks & Recreation Commission. The Vice Chair will act as the Chair in the absence of the Chair or in case of the inability of the Chair to act. D. In the event that the Chair and Vice Chair are unavailable to attend to their duties, the assembled members shall determine a Temporary Chair. E. No person shall serve as Chair or Vice Chair for more than three consecutive terms. V. CONDUCT OF MEETINGS Robert's Rules of Order, Newly Revised shall be utilized as a guide in the conduct of meetings. Cg �� ATTACHMENT �XFiIBir A VI. QUORUM A. Four members of the Parks &Recreation Commission shall constitute a quorum for the purposes of conducting business. B. A quorum shall be required for any agenda items required to have action taken. VII. VOTING A. Except as otherwise provided in the San Luis Obispo Municipal Code and state law, no resolution, motion or other action shall be passed or become effective without receiving the affirmative vote of at least a majority of the members present, if a quorum is present. B. Failure to receive such an affirmative vote shall result in failure or denial, as appropriate, of the motion, resolution or other action. C. Except as allowed under the Political Reform Act of 1974, as amended, any member abstaining due to a declared conflict of interest shall not participate in the discussion of the items or otherwise influence or attempt to influence in any manner the decision on the item. D. All members, when present, must vote except when abstaining due to a declared conflict of interest. E. Failure or refusal to vote when present—except for a declared conflict of interest—shall be counted as an affirmative vote. VIII. PUBLIC RECORDS Records of all public hearings shall be made available to the public in the offices of the Parks & Recreation Department. IX. ATTENDANCE Any member of the Parks &Recreation Commission who fails, for any reason, to attend ree (3) consecutive regular meetings or a total of six (6) regular meetings within an '12 onth period shall be automatically considered for replacement by the City Council. The Chairperson of the Parks &Recreation Commission shall inform the Council of such a situation, explaining any special circumstances. X. COMMITTEES A. A member of the Parks &Recreation Commission shall represent the Commission and sit as a voting member on the following City advisory bodies: Advisory Committee on Joint Use of Recreational Property,Jack House Committee and Tree Committee. B. Additional committee assignments shall be made as deemed necessary by the Chair. C. Committee assignments will be made in April of each year. XI. AMENDMENTS A. These bylaws may be recommended for amendment by the majority vote of the Commission members present at a regular meeting, provided that a EXHIBIT quorum is present. Members shall receive the proposed amendments at least seven (7) days prior to the meeting in which the amendment is proposed. B. Prior to May 1 in each odd numbered year, these bylaws shall be reviewed by the Commission. Any proposed changes shall be submitted to the City Council for approval. If no changes are proposed, a report of the review shall be submitted. IN WITNESS THEREOF, we, the undersigned, being the Chair and Vice Chair of the Parks &Recreation Commission; do certify that.the Bylaws set forth above constitute the bylaws of the said commission adopted on 2006. Date: Attest: Chair, Parks & Recreation Commission Vice Chair, Parks &Recreation Commission Cg - `l