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HomeMy WebLinkAbout09/21/2010, C4 - AMENDMENT OF THE PARKS AND RECREATION COMMISSION BYLAWS TO CHANGE THE REGULAR MEETING START TIME FR councit M:et yD.n /D j ac Enba nEpont ImNum6m C I T Y OF SAN LUIS OBISPO FROM: Shelly Stanwyck,Acting Parks & Recreation Director Prepared By: Marti Reynolds, Supervising Administrative Assistant SUBJECT: AMENDMENT OF THE PARKS AND RECREATION COMMISSION BYLAWS TO CHANGE THE REGULAR MEETING START TIME FROM 7:00 P.M.TO 5.30 P.M. RECOMMENDATION As recommended by the Parks and Recreation Commission, amend the Parks and Recreation Commission Bylaws to change the regular meeting start time from 7:00 p.m. to 5:30 p.m. DISCUSSION On August 4, 2010, the Parks and Recreation Commission discussed feedback received from Seniors and Youth that the current meeting time of 7:00 p.m. is too late. (Attachment 1). As a result, the Commission unanimously recommended an amendment to its bylaws to revise its meeting start time to 5:30 p.m. That change is shown under Section III.A. in Attachment 2. There are no other proposed changes to the Parks and Recreation Commission Bylaws at this time. ATTACHMENTS 1. Draft Parks and Recreation Commission Minutes September 1,2010 2. Amended Parks and Recreation Commission Bylaws T:\Council Agenda Reporns\Parks&Rccreation\PRC Bylaws\CAR-PRC Bylaws 09.01.10 — ATTACHNIIENT Parks and Recreation Commission DRAFT MINUTES Council Chambers,990 Palm Street San Luis Obispo, CA Wednesday, August 4, 2010, 7:00 p.m. CALL TO ORDER: Chair Craig Kincaid called the meeting to order at 7:00 p.m. ROLL CALL: Commissioners: Craig Kincaid, Gary Havas, David Hensinger, Kylie Hatch, Steve Davis, Ron Regier and Jeff Whitener ABSENT: None STAFF: Acting Director Shelly Stanwyck, Marti Reynolds, Barbara Lynch and Robin Perrin CONSIDERATION OF MINUTES: MOTION. (Hatch/Davis) Approve the June 2, 2010 minutes and June 23, 2010 Special Meeting minutes as submitted. Approved: 7 yes: 0 no: 0 absent 1. Public Comment None. 2. Volunteer of the Month The Ranger Services division of Parks and Recreation has had two outstanding volunteers over the last several months. John Hardy and Ivy Ku, both students at Cal Poly, have volunteered to satisfy internship requirements for their major, Environmental Management and Protection. Both John and Ivy have enjoyed meeting and working with the Ranger staff and immersing themselves in all things Ranger. From trail maintenance to Jr. Ranger Camp to homeless camp eradication, they've enjoyed it all. John also assisted in the construction of a shade structure at Ranger Headquarters and in the rescue of an injured hawk. Ivy also volunteered at the SLO Triathlon, assisting in the Transition area and event tear down. John is entering into his third year at Cal Poly. Originally from Lafayette, California, he enjoys hiking, surfing, camping and fishing in his free time. Ivy is entering into her senior year at Cal Poly and enjoys running, biking and gardening in her free time. C�- 1-1 J 0 AD Parks and Recreation Commission Minutes August 4, 2010 Page 2 of 5 It is with great appreciation that the Parks and Recreation Commission recognized John Hardy and Ivy Ku as the Volunteers of the Month. 3. Laguna Lake Update-Lynch City Engineer Barbara Lynch provided an update to the Commissioners on the history and progress of the Laguna Lake dredging project and responded to questions. Discussion focused on content of dredged material and estimated fill rate of the lake. 4. Meeting Time Stanwyck Acting Director Stanwyck provided feedback to the Commission that she had received from several seniors and representatives of youth groups about the PRC's meeting time. For them, the meeting start time of 7:OOPM was simply too late in the evening. The suggestion was made that the meeting time be moved to 5:30 to better accommodate seniors and children who may want to attend. The Commission discussed this idea and all members agreed that an earlier time would be reasonable to provide the public better opportunity to participate MOTION. (Whitener/Havas) Amend the Bylaws of the PRC to 5:30 p.m. on the first Wednesday of every month with the understanding that the Bylaw amendment will be effective at the October 6, 2010 meeting if Council approves the amendment. Approved: 7 yes: 0 no: 0 absent 5. Staff Report—Perrin Recreation Supervisor Robin Perrin gave an update to the Commission on the SLO Swim Center. Since it was the fiscal year end she reported on the Aquatics budget with particular focus on annual revenue comparisons. Commissioners inquired about preventive maintenance program, water quality, water polo schedule during the closure and suit spinner equipment. Acting Director Stanwyck discussed impacts of pool closures on users and suggested the PRC identifying fund raising opportunities at the pool for community. 6. Director's Report—Stanwyck Acting Director Stanwyck gave the Director's Report and briefed the Commission on the following projects: a. Throop Park Playground replacement complete, Tot Lot is open, swings will be available for use as soon as contractor meets required standards for wood chip depth b. Laguna Lake Playground construction proceeding on time; expect completion in September. c L1-3 1-2 " ,TTnCHfdENTi� 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. IL 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 consecutive eight years. III MEETINGS A. Regular meetings of the Parks & Recreation Commission shall be held on the first Wednesday of each month at 7:88}m 5:30 p.m., 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 All meetings will be conducted in accordance with City practices, customs, and policies. Robert's Rules of Order, Newly Revised shall be utilized as a guide in the conduct of meetings. l' VI. QUORUM Four members of the Parks & Recreation Commission shall constitute a quorum for the purposes of conducting business. 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. 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 three (3) consecutive regular meetings or a total of six(6)regular meetings Within any 12 month 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 quorum is present. Members shall receive the proposed amendments at ' a 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 , 2007. Date: Attest: Chair, Parks & Recreation Commission Vice Chair, Parks & Recreation Commission Updated 08/04/10 C L f