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HomeMy WebLinkAbout01.08.20 Parks and Rec Packet M eeng Locaon : Farmin gton C ity H all 430 T hird Street Farmin gton, M N 55024 PA R K S AN D RE C R E AT I O N R E G U L A R M E E T I NG A G E NDA J anuary 8, 2020 7:00 P M 1.C all M e e ng to O rde r 2.A pprove M eeng A genda 3.A pprove M eeng M inutes (a)A ppr ove D ecember 11, 20 1 9 M eeng M inutes 4.B us iness It e ms (a)A ppr ove Completed 2019 Work P lan (b)A ppr ove 2 0 2 0 Work P lan (c)Pos s ible A genda Topics for J oint Meeng with C ity C ouncil 5.D is cus s ion It e ms (a)C hair and V ice-Chair Elecons in February (b)D is cus s P resentaon on C ity C ommunicaon P rocesses (c)D is cus s P rocess to Name Par k in Fair hill E s tate at North C r eek D ev elopment (d)Review S ample By-L aws 6.C ommis s ion Roundtable (a)Roundtable Format 7.S taff Re port /Updates (a)I nformaonal U pdates 8.M e e ng A ge nda Topics (a)A genda I tems for Februar y M eeng 9.A djournme nt "The F armingt on Parks and Recreaon A dvisory C ommission's mission is t o advise and make recommendaons to t he F armington C ity C ouncil concerning the comprehensive planning of the C ity parks, trails, open space, recreaon facilies and recreaon programs." TO :Far mington Parks and Recreaon Commission M embers F R O M :R andy D istad, Parks and Recr eaon D irector S U B J EC T:A ppr ove D ecember 11, 2 0 1 9 Meeng M inutes DAT E:J anuary 8 , 2020 B A C KG R O U N D A#ached are the dra% minutes from the Par k and Recr eaon C ommis s ion's D ecember 11, 2019 meeng. Commission members are asked to review the minutes and provide at the meeng any correcons or addions to the minutes that are needed. AT TAC HMENT S : Type Desc rip tion Backup Material Draft December 11, 2019 Meeting Minutes Farmington Parks and Recreation Commission Minutes from the December 11, 2019 Regular Meeting Members Present: Laurie Suchanek, Elizabeth Koss, and Ashley Crabtree Members Absent: David McMillen and Brian Tennant Other’s Present: Parks and Recreation Director Randy Distad I. Call Meeting To Order Chair Suchanek called the meeting to order at 7:00 p.m. Quorum was present. II. Approval of December 11, 2019 Meeting Agenda Moved by Crabtree and seconded by Koss to approve the meeting agenda. All persons in favor (APIF). Motion carried. III. Approval of November 13, 2019 Regular Meeting Minutes The meeting minutes were approved with no revisions identified. IV. Presentations None V. Business Items A. Approve 2019 Meeting Attendance Report Director Distad reviewed and updated the report to reflect attendance during the meeting. The following shows the number of total meetings attended by each Commission member  Moore - 1  Johnson - 1  Suchanek - 8  McMillen - 12  Crabtree - 11  Tennant - 8  Koss - 12 Moved by Koss and seconded by Crabtree to approve the 2019 meeting attendance report. APIF. Motion carried. Director Distad shared he would submit the attendance report, so Commission members should be paid by the end of December. VI. Discussion Items A. Review Board and Commission Reception Commission members provided the following comments about the reception:  Date and time were good  It was beneficial to hear what other city boards and commissions accomplished in 2019  Suggested to have some photos as part of each board and commission report so accomplishments could be visualized Director Distad shared he would provide these comments in order to aid in the planning of any future reception. B. Review 2019 Work Plan A final review of the work plan was completed. No revisions were made and formal acceptance of the completed work plan will occur at the January 2020 meeting. C. Review 2020 Draft Work Plan Commission members reviewed the draft plan especially the new goals identified. There were no revisions made to the 2020 draft work plan. It will be brought to the January 2020 Commission meeting for a final review and then approval. D. Meeting with City Council in 2020 Director Distad shared that since this was one of the goals identified in the draft 2020 work plan, he contacted the City Administrator about coordinating a meeting with the City Council. He made Commission members aware that a meeting will occur during the February 10, 2020 City Council work session. He asked if the Commission would have any issues with making this meeting that starts at 6:00 p.m. Commission members said the time would work and preferred to be the first item on the agenda if possible, so they could leave the work session once the discussion ended with the City Council. Commission members recommended having a discussion at its January 2020 meeting about what topic or topics it wishes to discuss with the City Council during the work session. VII. Commission Roundtable Crabtree: Didn’t have anything to share. Koss: Didn’t have anything to share. Suchanek: Didn’t have anything to share VIII. Staff Report Director Distad provided the following information on the following topics: A. Outdoor Rinks  Flooding started this week on the outdoor hockey rinks. The recent cold weather has allowed a good base to be created. Further flooding work will continue to occur, in order for the warming houses and outdoor rinks to open on Friday, December 20, which is date they are scheduled to open. B. Snow Removal Policy Update  City Council approved a snow removal policy. There was one minor tweak made to the outdoor rinks, trails and sidewalk snow removal priority map. Priorities were changed from 1-4 to highest, medium and lowest priorities, so the policy is consistent with how snow removal priorities are used within the street system. C. Arena Projects  Railing modification project will be completed at the end of this week. As a result of the project, the railings will comply with the building code and the American’s with Disabilities Act requirements.  Staff members have been working with Wold Architects and Engineers staff on the construction plans to relocate the Zamboni resurfacer. The concession stand will not be relocated during this project because of not having enough funds to relocate both the resurfacer and concession stand. The concession stand could be relocated when phase 2 of adding team/locker rooms is completed, which is tentatively planned to occur in 2021. D. 2020 Approved City Budget  Projects occurring and vehicles and equipment that will be purchased for the park and recreation department was shared. Information about other projects that will occur elsewhere in the city was also shared. IX. January 8, 2020 Meeting Agenda Items The following items were tentatively identified by Commission members for its January 8, 2020 meeting agenda: 1. 2019 work plan final review and acceptance of completeness 2. Approve Commission’s 2020 work plan 3. Review sample by-laws 4. 2020 projects update 5. City Council work session topic(s) discussion 6. Discuss February meeting’s chair and vice-chair election X. Adjournment Moved by Crabtree and seconded by Koss to adjourn the meeting. APIF. Motion carried. The meeting was adjourned at 7:25 p.m. Respectfully Submitted, Randy Distad Parks and Recreation Director and Recording Secretary TO :Far mington Parks and Recreaon Commission M embers F R O M :R andy D istad, Parks and Recr eaon D irector S U B J EC T:A ppr ove Completed 2019 Work P lan DAT E:J anuary 8 , 2020 B A C KG R O U N D A%ached is a final 2 0 1 8 Work P lan showing w hat goals and obj ecves w ere completed by the Commission. The C ommission should review the a%ached document for any final r ev is ions . O nce the Commission is comfor table w ith the final 2018 Work P lan, it should be approv ed, s o it can be clos ed out for the year. AT TAC HMENT S : Type Desc rip tion Backup Material Final 2019 Work Plan Update FARMINGTON PARK AND RECREATION COMMISSION 2019 WORK PLAN Goal #1: Provide to the City Council a recommended 2020-2024 capital improvement plan for the park improvement fund. Objectives: 1. By April 1, the Commission will have discussed and identified a preliminary list of five year capital improvement projects for the park improvement fund that will include a list of parks, costs and schedule to be completed in the years 2020 to 2024. Status: Completed. Discussion occurred during the March 13 meeting. 2. By June 1, the Commission will finalize the five year capital improvement projects for the years 2020-2024 and make a recommendation to the City Council for approval. Status: Completed. Final five year parks capital improvement projects were finalized and a recommendation was made at the May 8 meeting to have the City Council approve it. 3. By September 15, the projects recommended for funding from 2020-2024 will be included in the City Council approved 2020 preliminary budget. Status: Completed. The 2020 preliminary budget was approved at the September 3, 2019 City Council meeting and included the 2020-2024 projects recommended by the Commission. Goal #2: Participate in the process of making playground and shelter improvements in Marigold Park. Objectives: 1. By January 11, the Commission will have given input on the playground equipment and shelter designs to be completed and incorporated into the Request for Proposal. Status: Completed. Input was given during the December 10, 2018 meeting. 2. By March 1, the Commission will have reviewed and approved from the proposals submitted a vendor to purchase and install the playground equipment, and picnic shelter and will make a recommendation to the City Council to approve the vendor selected. Status: Completed. Action was taken at the February 13, 2019 meeting. 3. By April 1, the City Council will have approved the purchase and installation of the new playground equipment and shelter. Status: Completed. City Council approved the purchase and installation at its March 4, 2019 meeting. 4. By September 30, installation of the new playground equipment and shelter will have been completed. Status: Partially completed. Playground equipment has been installed, but not the shelter yet. 5. By October 31, 2018 a ribbon cutting will have been completed for the new playground equipment. Status: Completed. Ribbon cutting occurred during the parks and facilities tour with the City Council on August 14, 2019. Goal #3 Participate in the process of making playground and shelter improvements in Prairie Pines Park. Objectives: 1. By January 11, the Commission will have given input on the playground equipment and shelter designs to be completed and incorporated into the Request for Proposal. Status: Completed. Input was given during the December 10, 2018 meeting. 2. By March 1, the Commission will have reviewed and approved from the proposals submitted a vendor to purchase and install the playground equipment, and picnic shelter and will make a recommendation to the City Council to approve the vendor selected. Status: Completed. Action was taken at the February 13, 2019 meeting. 3. By April 1, the City Council will have approved the purchase and installation of the new playground equipment and shelter. Status: Completed. The City Council approved the purchase and installation at its March 4, 2019 meeting. 4. By September 30, installation of the new playground equipment and shelter will have been completed. Status: Partially completed. The new playground equipment has been installed, but not the shelter yet. 5. By October 31, 2018 a ribbon cutting will have been completed for the new playground equipment. Status: Completed. Ribbon cutting occurred during the parks and facilities tour with the City Council on August 14, 2019. Goal #4: Receive periodic presentations from each of the Parks and Recreation professional staff members about programs, parks, facilities and trails. Objectives: 1. By March 15, the Commission will have received a presentation by professional staff members of the Department’s 2018 Annual Report. Status: Completed. Park and Recreation Department staff members presented the 2018 annual report at the March 13, 2019 meeting. 2. By May 1, Commission members will have received a presentation from staff on the results of the Schmitz-Maki Arena’s winter ice season. Status: Was completed during the July 10 meeting when staff presented the winter ice season rental information. 3. By August 1, Commission members will have received a presentation from staff on the first half operations of the Rambling River Center. Status: Completed. Presentation occurred during the September 11, 2019 meeting. 4. By October 1, Commission members will have received a presentation from staff on the results of the summer programs offered. Status: Completed. Presentation occurred during the September 11, 2019 meeting. 5. By November 1, Commission members will have received a presentation from staff about the spring turf season and summer ice season. Status: Completed. Presentation occurred during the September 11, 2019 meeting. 6. By November 1, the Commission will have received a presentation from staff about maintenance and improvements to parks and trails Status: Completed. Presentation occurred during the September 11, 2019 meeting. Goal #5: Continue to build and strengthen relationships with Empire Township’s Park and Recreation Commission (ETPRC). Objectives: 1. By April 1, discuss and determine a date to have a joint meeting with ETPRC. Status: Completed. October 28 was identified as a possible meeting date. 2. By June 1, a date will have been set to have a joint meeting with ETPRC. Status: Completed. October 28 meeting date was approved by the ETPRC, so joint meeting will be held on this date. 3. By August 1, discuss and formulate a list of discussion topics for a joint meeting agenda with ETPRC and have both groups agree to the meeting topics. Status: Completed. Commission created a final draft meeting agenda during the July 10 meeting and has been shared with the ETPRC for their input. 4. By December 1, a meeting will have been held with ETPRC. Status: Completed. A meeting was held with ETPRC on October 28. Goal #6: Participate in the development of an approved city Bike Pedestrian Plan. Objectives: 1. By January 31, a report by Commission representative on the Bike Pedestrian Plan Committee will provide an update to the Commission. Status: Completed. Update was provided by staff at the January 9, 2019 meeting. 2. By March 15, a report by Commission representative on the Bike Pedestrian Plan Committee will provide an update to the Commission. Status: Completed. Update was provided by Suchanek at the February 13, 2019 meeting. 3. By March 31, Commission members will have been involved in the public input process by either attending the Community Expo, one of the open houses or participated in the survey monkey or social pinpoint exercises to give input on the Bike Pedestrian Plan Status: Completed. Commission members participated in the survey monkey questionnaire. 4. By May 15, a report by Commission representative on the Bike Pedestrian Plan Committee will provide an update to the Commission. Status: Completed. Updates about the plan were provided at the February, March and May meetings. 5. By June 30, Commission will review the draft Bike Pedestrian Plan, give further input on the draft plan and then forward a recommendation to the City Council to adopt the plan. Status: Completed. Members attended a draft plan presentation to the City Council, Park and Recreation Commission and Planning Commission on May 20, where an opportunity was provided to give further input and feedback by those in attendance at the meeting. Goal #7: Have a parks and facilities tour with the City Council. Objectives: 1. By April 1, the Commission will have identified a possible date to have a parks and facilities tour with the City Council. Status: Completed. At the March 13 meeting, a date of August 14 was forwarded to the City Council for a parks and facilities tour. 2. By July1, the Commission will have determined at tour date, which parks and facilities to tour and a tour schedule. Status: Was completed during the July 10 meeting. 3. By August 1, the Commission will determine what it wishes to discuss with the City Council during the parks and facilities tour. Status: Was completed during the July 10 meeting. 4. By September 15, the Commission will have toured parks, trails and recreational facilities with the City Council. Status: Completed. A parks and facilities tour occurred with the City Council on August 14, 2019. Goal #8: Work with staff to develop a Parks and Events Passport Program (Program) Objectives: 1. By February 1, will have received a presentation from staff about the Program. Status: Completed. Presentation was given by Recreation Supervisor Ryan Hayes at the January 9, 2019 meeting. 2. By March 15, will have provided feedback/input on the Program. Status: Completed. Feedback was given by Commission members during the presentation that occurred at the January 9, 2019 meeting. 3. By July 30, will have received a progress report from staff about participation in the Program. Status: Was completed during the July 10 meeting. Recreation Supervisor Ryan Hayes presented a report. 4. By October 31, will have received a second progress report from staff about participation in the Program. Status: Completed. A presentation occurred during the September 11, 2019 meeting. 5. By December 31, will have given feedback/input to staff on any refinements to the program and continuation of the program. Status: Completed. Feedback given at the September 9, 2011 meeting and the program will be offered again in 2020 with some revisions made to encourage more participation. Goal #9: Meet at least once with the Rambling River Center Advisory Board. Objectives: 1. By April 1, the Commission and Advisory Board will have identified a date to have a meeting. Status: Completed. A date of May 8 was approved to meet with the Advisory Board. 2. By May 1, an agenda for the meeting will have been reviewed and approved by the Commission and Advisory Board. Status: Completed. Both the Commission and Advisory Board discuss possible agenda items prior to the joint meeting. 3. By December 31, the Commission and Advisory Board will have met at least one time. Status: Completed. A meeting was held on May 8. Goal #10: Name the park in the Sapphire Lake development through a public park naming contest. Objectives: 1. By February 15 a decision will be made about what process will be used to name the park in the Sapphire Lake Development. Status: The naming of the park has been tabled until the development’s final phase is built out, which is not expected to occur until 3-4 years at which time some of the park land will become accessible. 2. By April 15, the process to collect park names will have been completed. Status: See #1 above. 3. By June 15, a name for the park will have been selected and recommended to the City Council for approval. Status: See #1 above. 4. By August 15, the city council will have approved a park name. Status: See #1 above. Goal #11: Complete a review of the city’s Park and Recreation Commission Ordinance (Ordinance) to determine if any amendment(s) should be made to the Ordinance. Objectives: 1. By February 15, a review of the Ordinance will have occurred. Status: Completed. A review of the Ordinance occurred at the January 9, 2019 meeting. 2. By April 15, a decision will be made about recommending any Ordinance amendment(s) to the city council. Status: Completed. At the March 13 meeting the Commission determined it would be better to create by-laws that could address a number of items without having to revise the city’s ordinance. The creation of the by-laws will be included as a goal in the 2020 work plan. 3. By July 15, and if a recommendation is made to revise the ordinance, the city council will have received and made a decision about any recommended amendment(s) to the ordinance. Status: No longer applicable. No revisions were suggested in the ordinance. 4. By August 15, and if the city council approves amending the Ordinance, the amended Ordinance will have been published in the city’s official publication, so the amendment(s) to the Ordinance have satisfied all legal requirements. Status: No longer applicable. No revisions were suggested in the ordinance. TO :Far mington Parks and Recreaon Commission M embers F R O M :R andy D istad, Parks and Recr eaon D irector S U B J EC T:A ppr ove 2020 Work P lan DAT E:J anuary 8 , 2020 B A C KG R O U N D I ncluded in your meeng packet is a final 2020 Work P lan based on the dis cus s ion that occurred at the D ecember 11, 2 0 1 9 C ommission meeng. I t's a very ambious plan, but one that s eems to have great promis e to connue to guide the community's futur e parks and recreaon s ys tem. Commission members are being asked to rev iew and come prepared to dis cus s the final 2 0 20 Work P lan and then formally approv e it a,er the discus s ion. AT TAC HMENT S : Type Desc rip tion Backup Material Draft 2020 Work Plan FARMINGTON PARK AND RECREATION COMMISSION DRAFT 2020 WORK PLAN Goal #1: Provide to the City Council a recommended 2021-2025 capital improvement plan for the park improvement fund. Objectives: 1. By April 1, the Commission will have discussed and identified a preliminary list of five-year capital improvement projects for the park improvement fund that will include a list of parks, costs and schedule to be completed in the years 2021 to 2025. 2. By June 1, the Commission will finalize the five-year capital improvement projects for the years 2021-2025 and make a recommendation to the City Council for approval. 3. By September 15, the improvement projects recommended for funding from 2021-2025 will be included in the City Council approved 2021 preliminary budget. Goal #2: Create Commission By-Laws. Objectives: 1. By March 1, a review of sample by-laws from other commission/boards will have occurred. 2. By May 31, a draft of the Commission’s by-laws will have been reviewed. 3. By July 31, a final draft of the Commission’s by-laws will be reviewed and approved. 4. By October 31, the Commissions by-laws will have been reviewed by the City Council and approved. Goal #3: Participate in a Parks and Facilities Tour with the Rambling River Center Advisory Board. Objectives: 1. By April 1, the Commission and Advisory Board will have identified a date to have a tour. 2. By May 1, a draft list of parks and facilities to tour will be reviewed by the Commission and Advisory Board. 3. By July 15 a final list of parks and facilities to tour will be approved by the Commission and Advisory Board. 4. By October 1, a parks and facilities tour will have occurred. Goal #4: Work with the Developer on Naming the Neighborhood Park in the Fairhill Estate at North Creek Development. Objectives: 1. By March1, the Commission will have discussed option with the developer on how to determine the name of the park. 2. By May1, the Commission will have implemented the option selected to name the park. 3. By September 1, possible park names will have been identified. 4. By October 31, a final name for the park will be selected by the Commission and the name forwarded to the city council for approval. 5. By December 31, the city council will approve the name of the neighborhood park in the development. Goal #5: Meet with the City Council. Objectives: 1. By February 1, the Commission and city council will have identified a date to meet. 2. By February 29, possible agenda items will be identified for the meeting. 3. By June 1, the Commission will have met with the City Council. Goal #6: Learn about the City’s Various Communication Tools and Process Used to Keep the Public Informed. Objectives: 1. By February 15, the Commission will develop a series of topics and questions about city communications, so they can be provided to the city’s Communication Specialist as an aid in the development of a future presentation to the Commission. 2. By March 31, a meeting date will be identified for the Communication Specialist to attend a Commission meeting and make a presentation about the city’s communication tools and process. 3. By July 31, a presentation to the Commission by the city’s Communication Specialist will have occurred. Goal #7: Receive periodic presentations from each of the Parks and Recreation professional staff members about programs, parks, facilities and trails. Objectives: 1. By March 15, the Commission will have received a presentation by professional staff members of the Department’s 2019 Annual Report. 2. By June1, Commission members will have received a presentation from staff on the results of the Schmitz-Maki Arena’s winter ice season. 3. By August 1, Commission members will have received a presentation from staff on the first half operations of the Rambling River Center. 4. By October 1, Commission members will have received a presentation from staff on the results of the summer programs offered. 5. By November 1, Commission members will have received a presentation from staff about the spring turf season and summer ice season. 6. By November 1, the Commission will have received a presentation from staff about maintenance and improvements to parks and trails Goal #8: Identify Bike Pedestrian Plan Priorities to Accomplish in 2020 and 2021. Objectives: 1. By March 31, the Commission will review the priorities identified in the Bike Pedestrian Plan. 2. By June 1, a draft list of priorities to work on and accomplish in 2020 and 2021 will be developed by the Commission. 3. By August 31, Commission members will have identified and approved a recommended final list of priorities to accomplish in 2020 and 2021 and will have forwarded the recommended list to the City Council. 4. By November 1, the City Council will review and approve a final list of priorities to accomplish in the city’s Bike Pedestrian Plan. Goal #9: Promote and Encourage Volunteerism in the Parks and Recreation Department. Objectives: 1. By April 30, the Commission will have received a presentation on how volunteerism is structured and what opportunities are currently available in the Parks and Recreation Department. 2. By July 1, the Commission will have reviewed the volunteer opportunities available to the public and determined if there are other volunteer opportunities to offer to the public. 3. By August 31, the Commission will have discussed different ways and opportunities to promote volunteerism in the parks and recreation department. 4. By October 31, volunteer opportunities in the parks and recreation department will be promoted. TO :Far mington Parks and Recreaon Commission M embers F R O M :R andy D istad, Parks and Recr eaon D irector S U B J EC T:Pos s ible A genda Topics for J oint Meeng with C ity C ouncil DAT E:J anuary 8 , 2020 B A C KG R O U N D T he C ity C ouncil has s et the February 11, 20 2 0 w ork s ession as a me to meet w ith the C ommis s ion to dis cus s park and r ecr eaon related ma&ers . The meeng will start at 6:0 0 p.m. and w ill be held in City H all Conference Room 170. Commission members s hould come to the meeng w ith s ome pos s ible topics it w ould like to discuss w ith the C ity C ouncil dur ing the meeng and then a,er dis cussing pos s ible topics , narr ow the list to one or tw o items . TO :Far mington Parks and Recreaon Commission M embers F R O M :R andy D istad, Parks and Recr eaon D irector S U B J EC T:C hair and V ice-Chair E lecons in February DAT E:J anuary 8 , 2020 B A C KG R O U N D A nnually a chair and v ice-chair are elected by the C ommission. The occurs at the Febr uary meeng. The chair is res pons ible for r unning meengs . T he v ice-chair runs any meeng w hen the chair is absent. A review of the procedures us ed in the past to elect the chair and vice-chair pos ions w ill occur during the meeng. Commission members s hould als o come to the meeng prepared to dis cus s their interes t in s erving either as the chair or v ice-chair of the Commis s ion in 2 0 2 0 TO :Far mington Parks and Recreaon Commission M embers F R O M :R andy D istad, Parks and Recr eaon D irector S U B J EC T:D is cus s P resentaon on C ity C ommunicaon P roces s es DAT E:J anuary 8 , 2020 B A C KG R O U N D O ne of the Commis s ion's 2 0 2 0 w ork plan goals is to learn about how the city communicates with the public. I t is ancipated that this w ill occur through a pr esentaon from L aur en S iebenaler the city's communicaon s pecialis t. T he C ommis s ion s hould dis cuss and provide direcon to s taff about the follow ing pres entaon items: a date to receiv e the pres entaon informaon they wish to receive during the pres entaon O nce the Commis s ion has provided direcon on thes e items , staff will contact L aur en S iebenaler to s chedule a pres entaon and make her aw are of w hat informaon should be pr ovided during the pres entaon. TO :Far mington Parks and Recreaon Commission M embers F R O M :R andy D istad, Parks and Recr eaon D irector S U B J EC T:D is cus s P rocess to Name Par k in Fairhill Es tate at Nor th C r eek D ev elopment DAT E:J anuary 8 , 2020 B A C KG R O U N D T he C ommis s ion has res pons ibility to provide a recommended name for each city par k to the City Council. The neighborhood park in the Fairhill Es tate at North Creek development r ecently had a master plan approved. H ow ev er, the neighborhood par k cur rently does not have a name. A*ached is a C ity P roperty Naming Policy for the C ommission's review. D is cus s ion s hould occur on w hat proces s the C ommis s ion would like to us e to s elect a name for the neighbor hood par k in the dev elopment. The las t neighborhood park to be named w as in the Rege*a F ields dev elopment and it w as named through a public naming contest proces s , which resulted in it being named F lags taff Meadow Park. H owever the pr ocess used w as a li*le bit controv ers ial, becaus e someone fr om outstate submi*ed the name that w as s elected for the park. Becaus e of this, the C ommis s ion s hould consider a proces s it w ould like to under take s uch as a public proces s v er s us an internal proces s to name the park. O nce the Commis s ion has determined a proces s to us e to name the park, then the proces s w ill be implemented. O nce pos s ible park names ar e gathered, then the C ommis s ion will s elect a name for the park and recommend its approval to the C ity C ouncil. Commission members s hould come prepar ed to dis cus s what kind of proces s it w ould like to use to name the neighborhood park in the Fairhill Es tate at Nor th Cr eek development. AT TAC HMENT S : Type Desc rip tion Backup Material City Property Naming Policy CITY PROPERTY NAMING POLICY I. PURPOSE The purpose of this policy is to identify how a City of Farmington (the City) park, facility, trail or athletic field (collectively known as city property) will be named. Creating this policy will provide guidance to City staff members not only on naming property but also on how to address a naming request. II. DEFINITONS For the purposes of clarifying key words in this policy, the following definitions are being used: Park: Public green space used for recreational purposes. Facility: A structure that is built from materials and serves a particular public purpose Trail: A path either paved or unpaved that is constructed for purposes of recreational uses such as for biking or walking Athletic Field: A playing field or a piece of land prepared for playing a game or sport. Criteria: Certain requirements needing to be met before consideration is given to naming city property. Property Naming Request Form: A form used to submit a request to name a city property after an individual, a family, a former employee or an organization. III. POLICY Periodically there is a need to identify, by name, property that is either acquired or currently owned by the City. Additionally and occasionally the City receives a request to name a city property after a certain individual, a family, former city employee, organization, etc (collectively known as a “specific Party”). In order to more effectively review the naming process and address these requests, the City has created a policy on the naming of city property. This policy identifies the criteria upon which a city property will be named. It also identifies when consideration will be given and what criteria needs to be met in order for a city property to be named after a specific Party. Finally, the policy exists in order for city property to be named carefully and with permanent intent. City Property Naming Criteria It shall be the city’s policy to use one or more of the following criteria when naming a city property:  The neighborhood or subdivision name in which the city property is located  An adjacent street name that is identified with the park  The name of the nearest local point of interest or landmark  The name of an adjacent or nearest stream, creek or body of water  The name of some topographic feature that exists on the city property  The name of a historical occurrence associated with the area indigenous to Farmington  Based on an impression of the property such as vegetation, dominate feature or area ecology  Avoidance of similar names of existing property names (i.e. school names, park names, other building names) should be considered when naming a city property  The name can be associated with a specific Party but only after careful evaluation and deliberation is given and if one of the following is met a. City employee who has made a significant contribution to the community through their work as an employee b. A long-time resident of the community who has been elected and served on the City Council or has been appointed and served on either the Parks and Recreation Commission (PRC) or Rambling River Center Advisory Board (RRCAB) c. A long-time resident of the community who has made significant contributions to the City through their volunteerism d. A family who has resided in Farmington for at least one hundred years e. An individual, family or organization that supported the project financially Decision Making Process to Name a City Property When Not Naming it for a Specific Party In order to successfully handle, navigate the naming process and make decisions to name city properties, the following steps must be taken in order for city property to be named. 1. If no request is made to name a city property after a specific Party, a list of possible names is compiled by city staff members and should be compiled using the following possible methods:  Through separate brainstorming sessions by city staff, PRC and RRCAB  From surveys of residents living in the neighborhood where the park is located  Solicitation from students of the closest school  Public naming contest 2. Once a list of possible names is compiled, the PRC will narrow the list of possible names (the RRCAB will narrow names associated with the Rambling River Center and will forward the narrowed list to PRC) to no more than five but no less than three possible names. 3. At the next regularly scheduled meeting of PRC will select a name for the city property and make a recommendation to the City Council to officially approve the name. 4. The City Council will then either approve or deny the recommended name for the city property. City Property Naming Process When Naming after a Certain Party In order to successfully handle, navigate the naming process and make decisions to name a city property after a certain Party, the following steps must be taken in order for city property to be named after a certain Party: 1. Submit a City Property Naming Request Form to the Parks and Recreation Director at least one week prior to the regularly scheduled monthly PRC meeting (or one week before the RRCAB meeting if applicable). 2. If the name is applicable to the Rambling River Center, the Parks and Recreation Director and/or Recreation Supervisor will bring the naming request to the next regularly scheduled monthly meeting of the RRCAB and the RRCAB members will be requested to approve the name and forward a recommendation to the PRC for approval. 3. The Parks and Recreation Director will provide a recommended name for the property and request PRC at its regular monthly meeting to approve the name and forward a recommendation to the City Council for approval. 4. The PRC will then review the recommended name and either select the name that is recommended, or come up with its own name and forward it to the City Council for approval. 5. The City Council will then either approve or deny the name for the city property. Purchase and Installation of City Property Name Signage If the City initiates the process of naming city property, it will cover the cost of the purchase and installation of the necessary signage. When someone other than the City initiates the process to name a city property after a certain party, the City may require the individual or group making the request to pay for the cost to purchase and install the new signage. TO :Far mington Parks and Recreaon Commission M embers F R O M :R andy D istad, Parks and Recr eaon D irector S U B J EC T:Review S ample By-L aw s DAT E:J anuary 8 , 2020 B A C KG R O U N D O ne of the goals idenfied in the C ommis s ion's 2020 work plan w as to create its ow n bylaw s . The purpose of by law s is to es tablish the commis s ion's management s tructure, pr ocedur es, and processes us ed to resolve differences. By laws serve as an oper ang manual for the C ommis s ion and are developed by the Commis s ion. B ylaw s outline the s tructure of the C ommis s ion and s hould be customiz ed for each s ituaon. Bylaw s es tablis h and protect the rights , and s pecify the dues and r es pons ibilies of the Commission's members and any s pecial commi/ees cr eated by the C ommis s ion. By laws are important to organizaons in order to maintain cons is tency in the running of the organizaon. O rganizaons use bylaw s to communicate or ganiz aonal rules s o inter nal disputes and conflict can be av oided. T he firs t s tep in the pr ocess to create C ommis s ion by -laws is to review a few s ample by -laws from other park and recr eaon commissions/boards in or der to be/er understand w hat s hould/could be included in the C ommis s ion's by -laws. A/ached for C ommis s ion members review ar e s ome by -law examples from other city advisory park and recreaon commis s ions /boards . AT TAC HMENT S : Type Desc rip tion Backup Material Ypsilanty Michigan PRC Bylaws Backup Material City of Brownsville PRAB Bylaws Backup Material City of Marble Falls PRC Bylaws Backup Material Bullhead City PRC Bylaws THE RULES OF PROCEDURE AND BYLAWS OF THE PARKS AND RECREATION COMMISSION OF THE CITY OF YPSILANTI, MICHIGAN As adopted September 2018 PARKS & RECREATION COMMISSION BYLAWS ARTICLE I – Name The name of the Commission shall be the Parks and Recreation Commission of The City of Ypsilanti, hereinafter referred to as “Commission.” ARTICLE II – Objectives The objectives, purposes, powers, and duties of the Commission are those set forth by Chapter 78, Article II, Division 2, “Parks and Recreation Commission,” of the City Code of Ordinances, and all subsequent amendments thereto, hereinafter “the Ordinance.” The parks and recreation commission shall be an advisory board and shall have the following powers and duties: Section 1. Make recommendations to the City Manager, Recreation Director, and City Council concerning the recreation and city parks needs of the city, including how park improvement funds are used. Section 2. Update the City of Ypsilanti parks and recreation master plan. Section 3. Review and approve "Adopt-A-Park" applications. Section 4. Expand park and recreational opportunities through commission sponsored events when appropriate. Section 5. Set its own rules and regulations. Section 6. Report, at least annually, to City Council. ARTICLE III – Membership Section 1. Membership of the Commission shall be as set forth in the Ordinance. Section 2. Members of the Commission shall be appointed or removed as provided for in Section 9.03 of the City Charter of the City of Ypsilanti. Section 3. The first priority of each member of the Commission shall be to represent and advocate what is best for the City of Ypsilanti as a whole, putting aside personal or special interests. Section 4. Term length and residency requirements shall be in accordance with the Ordinance and City Charter. Terms will be based on the City’s fiscal year, from July 1 to June 30. Section 5. Each member of the Commission shall avoid conflicts of interest, including, but not limited to, deliberating on, voting on, or reviewing a case concerning the member; the immediate family or household of the member; property owned by or adjacent to property owned by the member; or a corporation or partnership in which the member has an ownership, employment, or other financial interest. Determination of a conflict of interest shall be in accordance with Chapter 46, Article III, of the City of Ypsilanti Code of Ordinances. Potential conflicts of interest should be identified by the member prior to deliberation of the case; if the Commission determines that a conflict exists, they shall remove themselves from the meeting room during deliberation of the case. Section 6. Any member may resign at any time by giving written notice of such resignation to the Chair of the Commission and to the Mayor through the Office of the Mayor. 2 PARKS & RECREATION COMMISSION BYLAWS ARTICLE IV – Officers, and Their Duties Section 1. The officers of the Commission shall be a Chairperson, Vice-Chairperson and Secretary. Such other officers, sub-committees, etc. as are deemed necessary and advisable for the conduct of business shall be appointed as required and provided for by the Commission. Section 2. The Chairperson shall preside at all meetings and hearings of the Commission and shall have the duties normally conferred by parliamentary usage on such officers. Section 3. The Secretary shall sign approved minutes of meetings and receive communications and petitions sent to the Commission. Section 4. The Vice-Chairperson shall preside and exercise all of the duties of the Chairperson in their absence. Should neither the Chairperson nor the Vice-Chairperson be present at a meeting, a temporary Chairperson shall be elected by the majority vote of the members present. Section 5. The Commission may designate a person who is not a member of the Commission to serve as Recording Secretary. The Recording Secretary shall prepare draft minutes for review by the Commission and shall perform such other duties as may be ordered by the Commission. Section 6. Nomination of officers shall be made from the floor at the annual organizational meeting which shall be the regular meeting in June each year, and the election shall be immediately thereafter. Section 7. A candidate receiving a majority vote of the entire Commission shall be declared elected and shall serve a term of one year or until their successor shall take the office. Section 8. Vacancies in office shall be filled immediately by regular election procedures. Section 9. The officers shall be members of the Commission, unless otherwise permitted under Section 5. ARTICLE V – Meetings Section 1. All regular and special meetings, hearings, and records shall be open to the public. Meetings shall be conducted under the Open Meetings Act of the State of Michigan. Section 2. The Commission shall hold a minimum of four regular meetings per year. Section 3. A special meeting of the Commission may be called by the Chairperson, or the Vice-Chairperson in the event the Chairperson is unavailable. Each member of the Commission must receive at least two days’ notice as to the time, place, and purpose of the meeting. Section 4. All inquiries, applications, or matters requiring official action by the Commission shall be submitted in writing, be properly drafted on official forms necessary, and contain all relevant information regarding the matter upon which the Commission is requested to act. Further, any petitioners may withdraw a petition at any time by filing a written notice of withdrawal. 3 PARKS & RECREATION COMMISSION BYLAWS Section 5. The normal order of business at meetings shall be as follows: 1. Call to order 2. Roll call 3. Approval of minutes 4. Audience participation 5. Any business item requiring a public hearing 6. Old business 7. New business 8. Adjournment Section 6. A quorum shall consist of a majority of the current Commissioners, but no less than as prescribed in the Charter. Section 7. All proceedings, decisions and resolutions of the Commission shall be initiated by motion. Section 8. An affirmative vote of a majority of those present shall be necessary to pass any motion involving the adoption or amending of plans, policy statements, or recommendations to the Council. Section 9. Voting shall be by voice vote and shall not be recorded as individual ayes or nays unless requested by a member of the Commission, in which case the Chairperson shall order the vote to be so recorded except that any member may abstain by so declaring prior to vote. An abstention may only be made in the case of a conflict of interest; it is otherwise the duty of all Commissioners present to participate in the vote. Section 10. Parliamentary procedure in Commission meetings shall be governed by Roberts Rules of Order, as amended. The Recording Secretary, or in their absence the Secretary, shall act as parliamentarian during Commission meetings. Section 11. The Director of Public Services, Planning Department staff, City Attorney, and other officials of the City may participate in the Commission’s discussion, but shall not vote, introduce motions, be counted towards quorum, or initiate any other parliamentary action. ARTICLE VI – Committees Section 1. The Commission or Chair may establish and appoint ad hoc committees for special purposes or issues, as deemed necessary. Less than a quorum may serve on an ad hoc committee at any given time. Section 2. The Commission, Chair, or Planning Department Staff may establish and appoint citizen committees with the consent of the Commission. Membership can be any number, so long as less than a quorum of the Commission serves on a citizen committee at any given time. The purpose of the citizen committee is to be able to use individuals who are knowledgeable or expert in a particular issue before the Commission or to better represent various interest groups. Section 3. All committees are subservient to the Commission and report their recommendations to the Commission for review and action. The Commission can overrule any action of any committee. Section 4. The same principles of these Bylaws for the Commission also apply to all committees of the Commission, including, but not limited to, making all meetings open to the public and keeping a record of all proceedings. 4 PARKS & RECREATION COMMISSION BYLAWS ARTICLE VII – Commission Absences Section 1. In order to maintain maximum participation of all appointed Commission members at all regularly scheduled meetings, the following attendance guide and Commissioner replacement policy for “excused” or “unexcused” should be implemented: a. When appointed, each Commissioner should state their willingness and intention to attend each scheduled meeting of the Commission. b. In the event of unplanned personal matters, business trips, family vacation trips, changed job requirements, sickness, or other physical disabilities that prohibit the commissioner from attending the scheduled meeting; the Commission, professional staff of the City, or the Commission Chairperson should be notified as early as possible prior to the start hour of their inability to attend the scheduled meeting. The Commission member upon this notification will receive an “excused absence” for the involved scheduled meeting. c. There will be a limit of three (3) consecutive “excused absences” or two (2) consecutive “unexcused absences” for any member of the Commission. If any member exceeds the above criteria for consecutive absences, the Commissioner will be recommended for dismissal unless extenuating circumstances exist. d. If any Commission member is absent, whether excused or not, from any five (5) scheduled monthly Commission meetings, whether consecutive or not, during any one year period, the commissioner will be recommended for dismissal unless extenuating circumstances exist. e. The recommendation for dismissal as required will be initiated by City staff and forwarded on to the City Council for official action. ARTICLE X – Miscellaneous Section 1. These Rules and Regulations may be amended or altered during a regular meeting by the affirmative vote of two-thirds of the quorum present, provided notice of the proposed change is given to the Commission at a preceding regular meeting. Section 2. A copy of the meeting notice and proposed amendments must be furnished each member in writing by personal service, first-class mail, or e-mail. Moved by Commissioner Connor-Barrie and Supported by Commissioner Marshall that the Rules and Regulations of the Commission be adopted as presented on 11 September 2018. AYES: 6 NAYS: 0 ABSENT: 2 (Horne, Wilson) 5 1 | Page PARKS ADVISORY BOARD PROPOSED BY-LAWS BOARD MISSION: "The City of Brownsville Parks and Recreation Advisory Board shall permanently preserve, protect, maintain, improve, and enhance its natural resources, parkland, and recreational opportunities for all current and future generations." ARTICLE 1. PURPOSE AND RESPONSIBILITIES. These bylaws are adopted by the Board to facilitate performance of its duties as outlined in the City of Brownsville Ordinance Number 91-1232 Section 24-15 E. (1991). SECTION 1.1 - PURPOSE The Board's purpose is to advise on the budget and operations of the City of Brownsville Parks and Recreation Department; establish related policies; plan for long-term parks and recreation needs; and make recommendations to the City Commission for investments in facilities or expanded operations. SECTION 1.2 - RESPONSIBILITIES First priority, each member shall represent and advocate for what is best for the City of Brownsville Parks and Recreation Department and City as a whole, putting aside personal or special interests. The responsibilities of the Board: • To assess at all times the safety and security of site locations and physical facility standards. • To advise the initiation, planning, design and to recommend a system of parks, facilities, etc., that will accommodate the public's need for parks and recreation activities. • To assist with the preparation and development of rules and regulations by which parks and recreation programs may operate. • To monitor and evaluate the effectiveness of park and recreation programs. • To advise and recommend ways and means by which parks and recreation programs may be improved or strengthened. • To support new parks, programs, and activities as public need may dictate. • To recommend a system of fees and charges for use of parks and recreation facilities or for participation in parks and recreation programs, and alternate sources of funding to parks and recreation such as grants, gifts, endowments, etc. • To adopt bylaws and other rules of procedure to achieve its purposes and functions. • To recommend rules governing participation in parks and recreation programs. • To suggest rules governing hours of operation and use of city parks and facilities. 2 | Page • To assist with the adjudication of complaints, disputes or other grievances from the public arising out of parks and recreation activities. • To evaluate programs and activities which are offered from year to year. • To perform other duties and responsibilities as may be conferred by the City of Brownsville City Board from time to time. • To review and recommend rules and regulations for public parks and recreation facilities in the community. • To promote a wide range of programs that will contribute to the meaningful use of leisure time. • To review and recommend operational policies for all properties and assets under the management of the Department. • To review and recommend a comprehensive plan for recreation and programs. • To review annual budget and goals and objectives for the Department and provide oversight • To identify funding alternatives and other resources for the operation and maintenance of Department facilities and programs. • To provide leadership & administer to the special developmental needs of the children through summer playground programs, sport leagues, and instructional programs. • To review and update the bylaws annually or as needed. ARTICLE 2. MEMBERSHIP. (A) The board is composed of seven members appointed by the city commission. (B) A member serves at the pleasure of the city commission. (C) Board members serve initially shall be three (3) members for three (3) year terms, two (2) members for two (2) year terms, and two (2) members for one (1) year term. The successors thereof shall each be appointed to three (3) year terms. (D) An individual board member may not act in an official capacity except through the action of the board. (E) A board member who is absent for three consecutive regular meetings or one-third of all regular meetings in a “rolling" twelve month timeframe automatically vacates the member's position. This does not apply to an absence due to illness or injury of the board member, an illness or injury of a board member's immediate family member, or the birth or adoption of the board member's child for 90 days after the event. The board member must notify the staff liaison of the reason for the absence not later than the date of the next regular meeting of the board. Failure to notify the liaison before the next regular meeting of the board will result in an unexcused absence (F) Chairperson’s Duties. The Chairperson retains his or her ability to discuss, make motions and vote on issues before the Board. The Chairperson shall: 1. Preside at all meetings with all powers under parliamentary procedure; utilize Roberts Rule of order. 3 | Page 2. Shall rule out of order any irrelevant remarks; remarks which are personal; remarks about another's race, religion, sex, physical condition, ethnic background, beliefs, or similar topics; profanity; or other remarks which are not about the topic before the Board; 3. Restate all motions as pursuant to Article 4, Section E., of these Bylaws; 4. Appoint committees; 5. Appoint officers of committees or choose to let the committees select their own officers. 6. May call special meetings pursuant to these Bylaws; 7. Review with the Secretary or staff, prior to a Board meeting, the items to be on the agenda if he or she so chooses; 8. Periodically meet with the Parks and Recreation Director and/or other Parks and Recreation Department staff to review Parks and Recreation Department operation, procedures, and to monitor progress on various projects. 9. Assist in the interview and selection process for a Parks and Recreation Director; 10. Act as the Board's and Parks and Recreation Department's chief spokesman and lobbyist to represent the Board at local, regional, and state government levels. 11. Perform such other duties as may be ordered by the Board. ARTICLE 3. PARKS AND RECREATION BOARD. (A) The Parks and Recreation Board membership should include citizens of the city who are interested in public parks and public recreation and persons who are knowledgeable in navigation matters. (B) The board shall advise the city commission and the city manager regarding: (1) the acquisition, development, improvement, equipment, and maintenance of city parks and public playgrounds; (2) the future development of the city parks, playgrounds, and recreational facilities, and the purchase of additional land for those purposes; and (3) improvements in the maintenance, operation, and general welfare of the city's parks, playgrounds, and recreational facilities and their use by the public. (C) The board shall outline a general plan of development for new parks and playgrounds, including landscaping, roads, trails, buildings, and equipment. The board shall submit the plan to the Planning Board and the city manager for detail development, and the city manager shall then submit the plan to the city council for approval. (D) The board shall promote close cooperation between the City and all private citizens, institutions, and agencies interested in or conducting recreational activities, so that all recreational resources within the City may be coordinated to secure the greatest public welfare. 4 | Page (E) Accepting gifts. Gifts shall not be accepted by a member of the Board or from anyone connected with an agenda item before the Board; as used here gifts shall mean cash, any tangible item, or service, regardless of value and food value over $10.00 (F) The board shall perform other duties as prescribed by the City Code or as directed by the city commission. ARTICLE 4. MEETINGS. (A) Regular Meetings. Meetings of the Board shall be held the first Thursday of every month at 12pm noon at the location given in the public notice of the meeting. (B) Special Meetings. Special Meetings shall be called in the following manner: a. By the Chairperson b. By any two members of the Board c. Notice of special meetings shall be given to the Office of the City Secretary at least forty-eight (48) hours prior to such meeting and shall state the purpose, time, day, month, date, year, and location of the meeting. (C) Recess. The Chairperson or board after the meeting has been in session for two hours shall suspend the Board’s business and evaluate the remaining items on the agenda. The Board shall then decide to finish that meeting agenda, may act to continue the meeting on another day (fix time at which to adjourn), or complete some agenda items and continue the meeting on another day to complete other agenda items or postpone certain agenda items to the next meeting. If applicable such action shall include the time, day, month, date, year, and location the Board will reconvene. If more than 18 hours will pass before the reconvened board, public notice shall be given. Upon reconvening a roll call of attendees shall be the first item of business before proceeding with the same agenda. The Board shall resume with the same meeting agenda, proceeding at the same point where they left off, without the addition of additional business. (D) Quorum. Four (4) voting members regardless if vacancies exist or not, shall constitute quorum for the transaction of business and taking of official action for all matters before the Board. Whenever a quorum is not present at a regular or special meeting, those present shall adjourn the meeting to another day. (E) Motions. Motions shall be restated by the Chairperson before a vote is taken. (F) Voting. Voting shall be by voice and shall be recorded as passing or failing. Roll call votes will be recorded only upon request by a member of the Board and shall be recorded by “yes” or “no”. Members must be present to cast a vote. Voting by proxy shall not occur. The affirmative vote of a majority of those present or a majority of a quorum, whichever is greater, shall be necessary for the adoption of motions. (G) Parliamentary Procedure. Parliamentary procedure in Board meetings shall be informal. However, if required to keep order, Board meetings shall them be governed by Roberts Rules 5 | Page of Order Newly Revised (10th Edition, Perseus Publishing, New York, 2000) for issues not specifically covered by these bylaws. Whereas these Bylaws conflict or are different than Roberts Rules of Order, then these bylaws control. (H) Public participation. All regular and special meetings, hearings, records, and accounts shall be open to the public. a. Public comment on all non-agenda items should be presented at the beginning of the meeting where provided during the agenda item for public comment. b. Public comment on agenda items shall only be given during the public comment period of the agenda item. After that point during the meeting, public comment is normally not allowed; however, sometimes the Board may direct questions to members of the public. Public comment is at the beginning of the meeting so the Board can hear concerns and questions before acting on an issue. Those making public comment are expected to be familiar with the issue and have prepared comments ahead of time. To help the public in preparing for the meeting, any written material shall be made available without cost for members of the public asking for a copy prior to the meeting. c. The Chairperson may limit the amount of time allowed for each person wishing to make public comment at a Board meeting. The Chairperson may ask members of the audience to caucus with others sharing similar positions so they may select a single spokesperson. If a single spokesperson is selected, that individual shall be able to make public comment at the Board meeting without time limit or an extended time limit. (I) Consensus Business. Certain items of business before the Board are routine matters where no discussion normally occurs or is expected to occur and a consensus for adoption normally occurs or is expected to occur. The individual preparing the agenda may mark such items on the agenda as a Consent Item, if that individual feels it qualifies as consensus business. The agenda or material presented on the issue should indicate the proposed action (approve, disapprove, no comment, approve with modification). First, any Consent Item can be removed by request of a member. It is automatically removed if discussed during Public Participation. Second, a motion to adopt the Consent Items can be made, in effect adopting all agenda items still included as Consent Items. The approval of minutes and the expense report shall be proposed on the agenda as Consent Items. Consensus business can be proposed for any item on the agenda, but shall never include any of the following: a. Election of officers. b. Any item not printed on the agenda which is delivered, along with adequate supporting information, to Boarders prior to the meeting. c. The motion to adopt Consent items in the minutes shall clearly list each item and indicate its action/disposition. 6 | Page (J) Order of Business. Agenda. The Secretary, or designee, shall prepare an Agenda for each meeting and the order of business shall be as follows: a. Call to order, and roll call. b. Housekeeping business. i. Consent Business. ii. Approval of Minutes. iii. Other. c. Public participation for items not on this agenda. d. Approval of Bills. e. Budget. f. Unfinished Board business. g. New business (other business and communications). h. Reports and Board Member’s comments. i. Adjournment (K) Delivery of Agenda. The agenda and accompanying materials shall be emailed to Board members so it is reasonably expected to be received prior to the weekend prior to the regular meeting date, generally accepted to be, but not always, mailed by first class mail on the Tuesday of the week prior to the Board meeting, pursuant to Article 4, Section A. (L) Placement of Items on the Agenda. a. The Parks and Recreation Department shall be the office of record for the Board. b. The Parks and Recreation Director may receive items on behalf of the Board between the time of the adjournment of the previous Board meeting and eight business days prior to the next regularly scheduled Board meeting. c. Items received by the Director of Parks and Recreation between seven business days prior to the next regularly scheduled Board meeting and the next regularly scheduled Board meeting shall be set aside to be received by the Board at its next regularly scheduled Board meeting. The Board may act on those items of a minor nature or table action to the subsequent regular or special Board meeting. Those items of a major nature, or items normally receiving staff review, analysis, or recommendation shall be tabled until the subsequent regular or special Board meeting. d. The deadline to add items to the Board's meeting agenda shall be seven business days prior to the next regularly scheduled Board meeting. ARTICLE 5. RECORDS. Minutes and Record. A record of Board meetings, which, shall at a minimum include an indication of the following: (A) Copy of the meeting posting pursuant to Texas Government Code Chapter 551 (Texas Open Meetings Act). (B) Copy of the minutes, and all its attachments pursuant to Texas Government Code Chapter 551 (Texas Open Meetings Act) which shall include a summary of the meeting, in chronological sequence of occurrence: a. Time and place the meeting was called to order. b. Attendance. 7 | Page c. Indication of others present (listing names if others choose to sign in and/or a count of those present). d. Summary or text of points of all reports given at the meeting, and who gave the report and in what capacity. An alternative is to attach a copy of the report if offered in writing. e. Summary of all points made in public participation or at a hearing and an indication of who made the comments. An alternative is to attach a copy of the public’s statement, petition, or letter if it is provided in written form. f. Full text of all motions introduced, whether seconded or not, who made the motion and who seconded the motion. For each motion, the following should be included: i. Who testified and a summary of what was said. ii. A statement of what is being approved. iii. What exhibits were submitted (if any). iv. What evidence was considered (summary of discussion by members at the meeting). v. The decision (e.g. approve, deny, approve with modification). g. Who called the question. h. The type of vote and its outcome. If a roll call vote, indicate who voted yes, no, abstained or a statement the vote was unanimous. If not a roll call vote, then simply a statement: “the motion passed/failed after a voice vote.” i. That a person making a motion withdrew it from consideration. j. All the Chairperson’s rulings. k. All challenges, discussion and vote/outcome on the Chairperson’s ruling. l. All parliamentary inquiries or point of order. m. When a voting member enters or leaves the meeting. n. When a voting member or staff member has a conflict of interest and when the voting member ceases and resumes participation in discussion, voting and deliberations at a meeting. o. All calls for an attendance count, the attendance, and ruling if a quorum exists or not. p. The start and end of each recess. q. All Chairperson’s rulings of discussion being out of order. r. Full text of any resolutions offered s. Summary of announcements. t. Summary of informal actions, or agreement on consensus. u. Time of adjournment. (C) Records of any action, support documents, maps, photographs, correspondence received, attached as an appendix to the minutes. (D) Retention. Board records shall be preserved and kept on file according to the following schedule: a. Minutes, oaths of officials, other records of decisions, Board or department publications: Permanent. b. Correspondence: Permanent. ARTICLE 8. COMMITTEES. (A) Executive Committee. a. The Executive Committee shall be a standing committee of the Board. Its membership shall be the Chairperson, of the Board and they shall hold the same 8 | Page offices on the committee. The Executive Committee may deal with recommendations to the Board on matters of the Board budget; employment of a Parks and Recreation Director; overseeing the Parks and Recreation Department, day-to-day administration of the Parks and Recreation Department; office and personnel policy; and anything else directed to the Executive Committee by the Board. b. The Executive Committee has limited power to act only on housekeeping matters, budget, office policy, and overseeing contracts and personnel when time constraints require action prior to the next regularly scheduled Board meeting. Such actions shall be reported at the next regularly scheduled Board meeting and are subject to the Board's review and/or veto. c. All members of the Board shall be notified of Executive Committee meetings and are encouraged to attend. (B) Ad Hoc Committees. The Board or Chairperson may establish and appoint ad hoc committees for special purposes or issues, as deemed necessary. Less than a quorum may serve on an ad hoc committee at any given time. (C) Citizen Committees. The Board, Chairperson, or Parks and Recreation Director may establish and appoint citizen committees with the consent of the Board. Membership can be any number, so long as less than a quorum of the Board serve on a citizen committee at any given time. The purpose of the citizen committee is to have more citizen and municipal government involvement, to be able to use individuals who are knowledgeable or expert in the particular issue before the Board and to better represent various interest groups in the City of Brownsville. ARTICLE 9. RULES OF PROCEDURES FOR ALL COMMITTEES. (A) Subservient to the Board. All committees are subservient to the Board and report their recommendations to the Board for review and action. The Board can overrule any action of any committee. (B) Same Principles. The same principals of these Bylaws for the Board also apply to all committees of the Board including, but not limited to: a. Officers. Officers of committees are appointed by the Chairperson of the Board at the time the committee is created, or are elected by the committee's membership at their first meeting. Officers, at a minimum, include a Chair and Secretary-Vice Chair. b. Quorum. A committee's quorum shall be at least half the total appointed membership of the committee. c. Voting. Only those appointed members of a committee, who are present at the time of a vote shall be eligible to cast a vote. d. Attendance. If any member of a committee is absent from three consecutively scheduled meetings, then that member shall be considered delinquent. Delinquency shall be grounds for the Board to remove any member from the committee. The committee Secretary-Vice-Chair or acting committee Secretary in the absence of the elected committee Secretary-Vice-Chair shall keep attendance records and notify the Board of any committee member who is absent from three consecutively scheduled meetings so the Board may consider removal of the individual from the committee or excuse the absence(s). 9 | Page e. Minutes. The Secretary-Vice-Chair of the committee shall keep minutes of the committee meetings in the same format used by the Board and filed in the same office as the Board’s minutes. f. Staff. Committees have reasonable use of Parks and Recreation Department Director’s and staff time, and assistance and direction for performing the work of the committee. g. Public. All committee meetings are open meetings available for public attendance and participation and minutes of the meetings are to be available for public inspection under the same principals found in Texas Government Code Chapter 551 (Texas Open Meetings Act) h. Subcommittees. Citizen committees may form subcommittees from their own membership and/or with additional citizens when deemed necessary. Subcommittees are subservient to the parent committee. Subcommittees are informal, not requiring quorums, attendance requirements, minutes, or public participation. Subcommittee membership shall consist of less than half the parent committee's membership. ARTICLE 10. OTHER MATTERS TO BE CONSIDERED BY THE BOARD. (A) Board Action. The following matters shall be presented for consideration at a meeting of the Board: a. At least annually, the adoption of priorities for the Board's plan of work. b. Annually, preparation of an annual report of the Board. c. Office, or Administrative Policy. d. Such other matters as the Director shall find it advisable or essential to receive consideration by the Board. ARTICLE 11. ADOPTION, REPEAL, AMENDMENDMENTS. (A) Upon adoption of these Bylaws of [September 03, 2015], they shall become effective and all previous Bylaws, shall be repealed. a. The Board may suspend any one of these Bylaws, for a duration of not more than one agenda item or meeting. b. These Bylaws may be amended at any regular or special meeting by a two-thirds (⅔) vote of the appointed members. c. Proposals to amend these Bylaws may be made at a regular meeting of the Board. However, the final vote on proposed amendments shall be delayed until the next regular meeting of the Board.   Adopted September 03, 2015 BY-LAWS OF THE PARKS AND RECREATION COMMISSION OF THE CITY OF MARBLE FALLS,TEXAS In addition to these by-laws,the Commission shall be governed by City Charter and Code of Ordinances of the City of Marble Falls,Texas. ARTICLE I:RULES OF THE COMMISSION Section 1.Purpose The "Marble Falls Parks and Recreation Commission"hereinafter referred to as the Commission,shall be composed of seven (7)regular members and two (2)special cemetery members.The duties of the said Commission shall be to advise and recommend to the City Council on aU matters to the establishment,maintenance,and operation of the city cemetery and city parks and recreation programs for the City of Marble Falls and its inhabitants,to study and recommend establishment of additional land and sites for improving recreational facilities,and to carry out other duties as may be assigned by the City Council. Section 2.Appointment;Tenure The regular members of such Commission shall be appointed by the Mayor and City Council.Unless terminated as provided below,they shall hold their office for a term of two (2)years,with four (4)of the regular members terms expiring on odd numbered years and the other three (3)of the regular members terms expiring on even numbered years.Special cemetery members shall hold their office for a term of two (2)years,with one (1)of the member's term expiring on odd numbered years and the other member's term expiring on even numbered years.All members must be residents of the City of Marble Falls,and cannot serve on plural City commissions simultaneously.All members shall serve without compensation. Section 3.Vacancy in Membership Due to Absenteeism Any appointed member of the Commission who fails to attend three (3)regular meetings in succession without notifying the Chair in advance or who does not attend at least sixty (60)percent of the regularly scheduled board meetings within a twelve-month period will be considered to have automatically resigned from the Commission. Section 4.Organization Said Commission is authorized to establish its own constitution and by-laws as may be deemed proper,not inconsistent with the ordinances and the Charter of the city and laws of the state;and shall provide for regular and special meetings necessary to carry on its Parks and Recreation Commission By-Laws,City of Marble Falls Page 1 of5 own business,separate and apart from the City of Marble Falls,except as herein provided. Section 5.Limitations The Commission shall not be authorized to incur on behalf of the City of Marble Falls any expense incident to the operation of said parks and recreation programs,unless expressly authorized to do so by the City Council.The Commission shall not knowingly conduct business that has been assigned by ordinance to any other governing or advisory body of the City of Marble Falls. ARTICLE II:MEETINGS Section 1.Regular Meetings The regular meeting shall be held on the first Monday of each month,at the hour of 12:00 P.M.at a place designated in the call. Section 2.Notice of Meetings Notice of all regular Commission meetings shall be delivered or deposited in the mail to each member of the Commission at least seventy-two hours prior to each meeting. Notice of all meetings shall be posted at City Hall and delivered to the news media in compliance with all state and local laws. Section 3.Special Meetings Special meetings may be called at any time by the Chair of the Commission or by three (3)members of the Commission. Section 4.Place of Meeting The place of regular meetings shall be at Marble Falls City Hall unless otherwise stated in the call. Section 5.Quorum A majority of the currently appointed members of the Commission shall constitute a quorum. Section 6.Rules of Order General parliamentary rules,as given in Robert's Rules of Order,as modified by the rules and regulations of the Commission shall be observed in conducting meetings of the Commission. Parks and Recreation Commission By-Laws,City of Marble Falls Dn_A ...,,..r, Section 7.Order of Business The following shall be the Order of Business of the Commission,but the rules of order may be suspended and any matters considered or postponed by the action of the Commission. 1.Call to Order 2.Updates,presentations,and recognitions 3.Citizen's Comments 4.Consideration of minutes of last regular meeting and any special meeting held subsequently and their approval or amendment 5.Discussion and action items 6.Director's Report 7.Commissioner's Comments 8.Adjournment ARTICLE ill:OFFICERS Section 1.Appointment of Officers The Commission shall elect from its members a Chair and a Vice-Chair from among its membership,and each officer shall hold office for one year or until replaced by a simple majority vote of the Commission. Section 2.Duties of Chair of the Commission The Chair of the Commission shall preside at the meetings of the Commission,and shall perform the other duties ordinarily performed by that officer. Section 3.Duties of the Vice-Chair The Vice-Chair of the Commission,in the absence of the Chair,shall perform all duties of the Chair of the Commission.In the absence of both the Chair and the Vice-Chair,the Commission shall elect a Chair Pro Tern who shall perform the duties as Chair. Section 4.Duties of the Parks and Recreation Director The Parks and Recreation Director shall not be a member of the Commission.The Director shall attend all regular meetings and will be responsible for preparing the agenda for regular and special meetings. Parks and Recreation Commission By-Laws,City of Marble Falls ARTICLE IV:COMMITTEES OF THE COMMISSION Section 1.Appointment of Special Sub-Committees Special Sub-Committees shall be appointed by the Chair for consideration and study of any matter not covered by the Commission during regular or special meetings.The special committee shall report their findings to the Commission. ARTICLE V:SPECIAL CEMETERY BOARD MEMBERS Section 1.Role and Responsibility of Special Cemetery Board Members Special cemetery board members are appointed to represent city cemetery business only. Special cemetery board members will participate only in those Commission Meetings with cemetery business;and shall be allowed to debate,make motions,and vote on cemetery business only.There shall be no less than two Parks and Recreation Commission meetings per year for the majority of cemetery business;and others as needed.Special cemetery board members do not have term limits. ARTICLE VI:AMENDMENTS Section 1.Amendments The by-laws may be amended at any regular meeting of the Commission by a majority vote of the members present,provided previous notice of the nature of any proposed amendment shall have been given at least one regular meeting before the action thereon shall be taken.The by-laws shall be automatically amended by any future ordinances passed by the City Council dealing with matters relating to or applicable to the Parks and Recreation Commission. First Reading -December 6,2010 Approved this 3rd day of January,2011. Place 1,Commissioner Ronelda Wendler ~-;'iO~ Place 2,Commissioner Pamela Parsons Place 4,Coirimissioner Bob Fallis Parks and Recreation Commission By-Laws,City of Marble Falls Place 7, Parks and Recreation Commission By-Laws,City of Marble Falls Dn""",",j:'t;; TO :Far mington Parks and Recreaon Commission M embers F R O M :R andy D istad, Parks and Recr eaon D irector S U B J EC T:I nformaonal U pdates DAT E:J anuary 8 , 2020 B A C KG R O U N D S taff w ill provide an update during the meeng on the following items : 1 . O utdoor R inks 2 . S chmitz -M ak i A rena P roj ect TO :Far mington Parks and Recreaon Commission M embers F R O M :R andy D istad, Parks and Recr eaon D irector S U B J EC T:A genda I tems for Febr uar y M eeng DAT E:J anuary 8 , 2020 B A C KG R O U N D T he following are pos s ible topics staff has idenfied for the Commission to cons ider for its February 13 , 2 020 meeng agenda: Commis s ion bylaw s Fairhill E s tate at N orth C reek development neighborhood park naming proces s Chair and v ice-chair elecons Review 2 0 2 0 w ork plan Bike Pedes tr ian P lan priories review Volunteeris m in Par ks and Recreaon D epar tment City communicaon presentaon Commission members s hould come to the meeng prepared to provide other pos s ible agenda items for this meeng.