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HomeMy WebLinkAboutAgenda_2020_2_10_Meeting(615) Meeng Locaon: Rambling River C enter 325 O ak Street Farmington, M N 55024 RAM B L I N G RI V E R C E N T E R A D V I SO RY BO AR D M E E T I N G A G E N DA F ebruary 10, 2020 9:30 A M 1.C all to O rder 2.A pprove A genda 3.A pprove M inutes (a)A pprove J anuary 13, 2020 M eeng Minutes 4.P resentaons (a)I ntroducons of New A dvis ory Board M embers 5 B usiness I tems (a)2020 A rts and Cra's Fair F undrais er (b)Chair and V ice-C hair Elecons (c)Rambling River Center Capital I mprovement F und Balance and F uture P rojects (d)Review Farmington S ons of the A merican L egion S teak F ry 6.D iscussion I tems (a)O pen M eeng Law Review (b)O rganize Meet and G reet City Council C andidates (c)Park and Facilies Tour with the Park and Recreaon C ommis s ion (d)Review 2020 C ommunity Expo (e)Review 2020 Work P lan (f)Review S ample Bylaws (g)S enior Center Tour 7.S taff Report (a)I nformaonal Updates 8.A dvisory B oard Roundtable (a)Roundtable Format 9.Items for N ext M eeng A genda (a)A genda I tems for M arch 9, 2020 M eeng 10.A djourn TO :Rambling River Center A dvisory Board F R O M :Missie Kohlbeck, Recreaon S upervisor and Randy D istad, Parks and Recreaon D irector S U B J EC T:A pprove J anuary 13, 2020 M eeng Minutes DATE:February 10, 2020 I N T R O D U C TI O N I ncluded in the meeng packet are dra( minutes from the A dvisory Board's January 13, 2020 meeng. D I S C U S S I O N A dvisory Board members should review the dra( minutes in order to determine if there are any correcons or edits that need to be made prior to approval of the minutes . A C T I O N R EQ U E S T E D The A dvis ory Board is being as ked to review the a.ached dra( J anuary 13, 2020 meeng minutes , make any correcons needed and then approve the meeng minutes. AT TA C H M E N T S : Type D es cripon Backup M aterial D ra( J anuary 13, 2020 M eeng Minutes JANUARY 13, 2020 RAMBLING RIVER CENTER ADVISORY BOARD MEETING MINUTES 1. Call to Order: Meeting was called to order by Vice-Chair Marjorie Koski at 9:33 am. Members Present: Marjorie Koski, Joan Moes, Blanch Reichert, and Pat Hennen Members absent Pennie Page Others Present: Parks and Recreation Director Randy Distad, Program Assistant Stacey Popp, Ken Schumann and Recreation Supervisor Missie Kohlbeck 2. Approve Agenda Motion made by Reichert and seconded by Moes to approve January 13, 2020 meeting agenda. APIF. Motion carried. 3. Approve Minutes Motion made by Moes and seconded by Reichert to approve December 9, 2019 meeting minutes. APIF. Motion carried. 4. Presentation A. Approve Day Old Bakery Items Collection and Distribution Guidelines Program Assistant Popp reviewed the day old bakery collection and distribution guidelines she created. There seemed to be general acceptance of the guidelines she developed. Moved by Moes and seconded by Hennen to approve the guidelines that were written by Popp with the following additions: • have the guidelines bulleted before posting • add specific time for non-member pickup • post a note saying “no saving items” APIF. Motion carried. B. Approve Flyer/Poster Hanging Guidelines Program Assistant Popp reviewed the guidelines she created. There seemed to be general acceptance of the guidelines she developed. Moved by Moes and seconded by Hennen to accept guidelines that were written by Popp with the following additions: • events that are two weeks or less from date of the event will go on right side of bulletin board under an event heading • information posted about available resource will be ongoing and will be changed quarter and will go on left side of bulletin board under a resource heading APIF. Motion carried. 5. Business Items A. 2020 Arts and Crafts Fundraising Event Director Distad shared that park and building maintenance staff will help with set up of booth space and any tables that are purchased by vendors. Moes shared that volunteer sign-up categories will include the following: • greeters/check in • counters • concessions • RRC table • sign detail • clean up and tear down Moes shared there is a need to have signs made for concession and 3 banners should be ordered with the new schedule. Recreation Supervisor Kohlbeck shared she will work with the city’s Communication Specialist Lauren Siebenaler to have it advertised and promoted on the city’s social media accounts. She will also research the free daily event listing on KCHK, which is out of New Prague, MN and Kool 108. Moes shared that vendors will be asked to donate a door prize for the drawings that will occur during the arts and crafts event. She asked if there is a sound system at the arena that can be used to play background music. She was informed that music can be played and that there is a public address system, so door prize winners can be announced. Director Distad donated a $10 Blue Nose coffee gift card as a door prize. B. 2020 Community Expo A discussion occurred about the logistics of the Community Expo that will occur at the Farmington High School on Saturday, January 25 from 9:00 a.m. to noon. Staff will bring pens to hand out, the display board that contains information and photos of the Rambling River Center, membership application forms and copies of bi-monthly newsletter The River. The following schedule of people volunteering during the Community Expo was reviewed: • Dennis Michaelis and Reichert from 9:00 a.m. to 10:30 a.m. • Hennen, Page and Moes from 10:30 – Noon. Recreation Supervisor Kohlbeck informed everyone that David McMillen from the RRC Model Railroad Club will also be attending the Community Expo and will have a small model railroad train display. C. 2020 Farmington VFW Steak Fry Fundraiser Recreation Supervisor Kohlbeck made everyone aware that the Sons of the American Legion will be taking over the steak fry fundraiser from the Farmington VFW. She shared that the number of people who volunteered to supply baked goods is down from previous years. There is also a concern with a low number of members volunteering to help at the steak fry fundraiser, which may present an issue with having enough help. She asked that anyone who can help at the fund is welcome to do so, but the stairs s that lead to the basement does present a challenge for some volunteers to climb them repeatedly. She is hopeful that in the end there will be enough volunteers to help. D. Approve 2020 Work Plan There was general agreement with the content contained in the Advisory Board’s draft 2020 work plan. Moved by Reichert and seconded by Moes to approve the 2020 work plan. APIF. Motion carried. E. Approve Completed 2019 Work Plan Advisory Board members reviewed the completed work plan and there was general agreement that it accurately reflected what was completed by the Advisory Board in 2019. Moved by Moes and seconded by Hennen to approve the completed 2019 work plan. APIF. Motion carried. F. Rambling River Center Building Study/Master Plan Director Distad explained the purpose of developing a building master plan. He said developing a building master plan would be able to help address any current issues the building layout is experiencing. It would also address how to make the building feel warm and inviting. Motion by Moes, seconded by Hennen to approve moving forward with requesting approval from the city council to hire a consultant to develop a building study/master plan for the RRC. APIF. Motion carried. 6. Discussion Items 7. Staff Report A. Informational Updates • Banquet room floor replacement is underway. Staff will have it completed by the end of January. • SAIL is offering free training to volunteer to become certified in teaching exercise classes. We have two volunteer interested and Program Assistant Popp will follow up with training dates. 8. Advisory Roundtable. Moes – Didn’t have anything to share. Koski – Will be glad to have RRC historical stuff on the walls in the Farmington Rotary Club Room. Reichert – Didn’t have anything to share. Hennen – Shared she will be on vacation during the February meeting, so won’t be in attendance. 9. Agenda Items for February 10, 2020 Meeting • review steak fry fundraiser • arts & crafts fundraising event • review 2020 community expo • chair and vice-chair elections • building study/master plan • review 2020 work plan • review sample by-laws • update on the senior space software 10. 10. Adjourn Motion by Hennen and seconded by Moe to adjourn the meeting at 11:07 a.m. APIF. Motion carried. Respectfully Submitted Missie Kohlbeck, Recreation Supervisor TO :Rambling River Center A dvisory Board F R O M :Missie Kohlbeck, Recreaon S upervisor and Randy D istad, Parks and Recreaon D irector S U B J EC T:I ntroducons of New A dvis ory Board M embers DATE:February 10, 2020 I N T R O D U C TI O N Two new members have been appointed to the A dvis ory Board by the C ity C ouncil and will be in a*endance for the first me at the February 10, 2020 meeng. I n addion, Blanche Reichert and Pennie Page were reappointed to the A dvis ory Board for addional 3 year terms . D I S C U S S I O N City Council appointed Kenneth S chumann and G ina S mith to the Rambling River Center A dvisory Board at its J anuary 21, 2020 meeng. Both new members are as ked to introduce themselves and share a li*le informaon about themselves . L ikewise, current A dvisory Board members are also as ked to introduce thems elves and s hare a li*le informaon about thems elves including how many years they have s erved on the A dvis ory Board. A C T I O N R EQ U E S T E D A dvisory Board members are being asked to w elcome Kenneth S chumann and G ina S mith to the A dvisory Board. TO :Rambling River Center A dvisory Board F R O M :Missie Kohlbeck, Recreaon S upervisor and Randy D istad, Parks and Recreaon D irector S U B J EC T:2020 A rts and Cra#s Fair F undrais er DATE:February 10, 2020 I N T R O D U C TI O N The Rambling River C enter (R R C ) w ill be holding its fi#h annual A rts and Cra#s S ale fundraiser on S aturday, A pril 18, 2020 from 9:00 a.m. to 2:00 p.m. at the S chmitz -Maki A rena (A rena). The Rambling River Center A dvisory Board (A dvisory Board) has as s is ted with the annual arts and cra# fundraiser in the pas t. D I S C U S S I O N A n update w ill be provided by Recreaon S upervisor Kohlbeck and A dvis ory Board member Moes about the status of the A rts and C ra#s fundrais er. F urther dis cus s ion about the event should occur both during and a#er the presentaon, so addional decisions related to this fundraising event can be made. A C T I O N R EQ U E S T E D A dvisory Board members are asked to come and listen to the update given and then further discuss the A rts and C ra#s S ale fundrais ing event. A s items are dis cus s ed further decisions should be made before the event is held. TO :Rambling River Center A dvisory Board F R O M :Missie Kohlbeck, Recreaon S upervisor and Randy D istad, Parks and Recreaon D irector S U B J EC T:Chair and V ice-C hair Elecons DATE:February 10, 2020 I N T R O D U C TI O N S ince this is the first meeng a)er the City Council made their appointments to the A dvisory Board, per City O rdinance, February is the month w hen officers are elected for the A dvisory Board. O fficer to be elected are the C hair and V ice-Chair posions . Both of these pos ions are for a one-year term. P leas e come prepared to nominate and vote on the elecon of thes e two posions . D I S C U S S I O N Pennie Page is the current C hair of the A dvis ory Board. S he will firs t call for nominaons for the chair pos ion. I f any member is interested in becoming the chair they s hould indicate they are interes ted and then they can be a candidate for the posion. C hair Page will connue to call for chair nominaons and if no one els e indicates they are interested in the chair posion, then the nominaon w ill be closed. O nce all members who are interested in becoming the chair are know n, then a vote will be taken for the chair pos ion. O nce the chair is elected, then the pers on elected as the chair will repeat the nominaon and vong process for the vice-chair posion. A C T I O N R EQ U E S T E D A dvisory Board members should come prepared to make their interes t known to other A dvis ory Board members about s erving as either chair or vice-chair. A ll members are being asked to vote during the elecon of the chair and vice-chair posions . TO :Rambling River Center A dvisory Board F R O M :Missie Kohlbeck, Recreaon S upervisor and Randy D istad, Parks and Recreaon D irector S U B J EC T:Rambling River Center Capital I mprovement F und Balance and F uture P rojects DATE:February 10, 2020 I N T R O D U C TI O N The banquet room flooring work has been completed. A s a result staff would like to have the Board review the list of possible other idenfied improvements and determine the next project or projects to complete. D I S C U S S I O N I ncluded in the meeng packet are the follow ing documents: lis t of future improvements to complete or furniture and equipment to purchase that staff and A dvisory Board members have previously idenfied A lis t of past improvement projects that have been completed and past purchases of equipment and furniture A financial report showing annual revenues and expens es in the fund s ince it was created in 2012 and the current balance that remains as of January 15, 2020 S ince the banquet room flooring has been installed, a discussion should occur by staff and A dvisory Board members about which of the remaining projects s hould be considered for compleon. S taff is recommending replacing the exis ng Banquet Room T V w ith a larger s creen T V. Then the current Banquet Room T V w ould be moved to the F itnes s Room and the F itnes s Room T V would be moved to the Train Room. A C T I O N R EQ U E S T E D S taff is requesng A dvis ory Board members review the a4ached documents and then approve the purchas e of a new larger s creen T V for the Banquet Room. The A dvis ory Board is als o asked to dis cus s and consider other building improvements and/or purchase of any other equipment and furniture for the R R C . I f there are other building improvements and/or purchas e of equipment and furniture recommended by the A dvis ory Board, then staff will research cos ts associated w ith the idenfied building improvement(s) and/or equipment and furniture to purchase and will provide this informaon at a future A dvisory Board meeng. AT TA C H M E N T S : Type D es cripon Backup M aterial R R C C apital I mprovement F und Balance Backup M aterial R R C P rojects C ompleted with F undraising and D onaons Backup M aterial F uture R R C C apital P rojects to Complete Rambling River Center Capital Improvement Project Fund Balance Account Description 2012 2013 2014 2015 2016 2017 2018 2019 2020 OPERATING TRANSFER 0.00 10,000.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 DONATIONS 13,093.63 16,325.09 13,901.27 20,441.66 21,964.69 18,471.31 12,668.55 22,299.32 0.00 OFFICE SUPPLIES 0.00 0.00 0.00 0.00 (108.91)0.00 0.00 0.00 0.00 EQUIP SUPPLIES & PARTS 0.00 (4,905.20)(8,224.54)(6,573.95)(1,174.66)0.00 0.00 0.00 0.00 BUILDING SUPPLIES & PARTS 0.00 (3,430.00)0.00 (891.74)0.00 (1,255.00)0.00 (3,622.21)0.00 PERMIT 0.00 0.00 0.00 0.00 0.00 (33.19)0.00 0.00 0.00 PROFESSIONAL SERVICES 0.00 (6,159.00)(1,050.00)(7,979.00)(2,424.00)(1,766.60)(1,210.70)(2,582.66)0.00 ADVERTISING 0.00 (182.95)0.00 0.00 0.00 (50.00)(224.32)0.00 0.00 BUILDING REPAIR/MAINTENANCE 0.00 0.00 0.00 0.00 0.00 0.00 0.00 (479.50)0.00 PROGRAMMING EXPENSE (1,480.38)(4,157.68)(276.04)(380.66)(524.48)(3,959.36)(1,734.40)(4,078.40)0.00 BUILDING AND STRUCTURE 0.00 0.00 0.00 0.00 0.00 0.00 (3,325.00)(15,657.84)0.00 FURNITURE & OFFICE EQUIPMENT 0.00 0.00 0.00 (788.50)(26,000.00)0.00 (2,320.87)0.00 0.00 OTHER CONSTRUCTION COSTS 0.00 0.00 (6,265.92)0.00 (2,713.00)0.00 0.00 0.00 0.00 ANNUAL NET TOTAL 11,613.25 7,490.26 (1,915.23)3,827.81 (10,980.36)11,407.16 3,853.26 (4,121.29)0.00 Rambling River Center Capital Improvement Project Fund Balance TOTAL 10,000.00 139,165.52 (108.91) (20,878.35) (9,198.95) (33.19) (23,171.96) (457.27) (479.50) (16,591.40) (18,982.84) (29,109.37) (8,978.92) 21,174.86 Rambling River Center Building Improvement and Equipment/Furniture Purchases from Fundraised and Donated Funds Building Improvement/Equipment/Furniture Items Completed Cost Year Completed Banquet Room acoustic improvements $5,459.00 2013 Arts and Crafts Room concrete floor resurfacing Improvement $4,200.00 2013 Purchase and install security video cameras in Fitness Room, Banquet Room, Oak Street entrance hallway and hallway leading from/to Banquet Room $4,256.00 2013 PC and monitor for security cameras $1,074.00 2013 Purchase new banquet tables donated by Coffee Guys $1,353.00 2013 Replace arm chairs in Jerry Ristow Library and Empire Room sitting area $1,498.00 2014 Purchase greeting card rack by Kay Bennett $200.00 2014 Construction of concrete garage apron along Oak Street by Farmington Liquors $6,266.00 2014 Carpet and chair cleaning equipment and Portable PA System by Coffee Guys $275.00 2015 Purchase new treadmill for McKnight Fitness Center $3,665.00 2014 Library bookshelves donated by Kay Bennett and Marilyn Briesacher $3,200.00 2014 Concrete Flower Containers Oak Street entrance area donated in memory of Jim Steege $751.00 2015 Benches for Oak Street entrance area donated by Louis Schmitz Foundation $1,418.00 2015 Bookshelf for Jerry Ristow Library donated by Betty Steege $325.00 2015 Front entrance separation wall and counter top $900.00 2015 Table and lamps Charles Finstad $789.00 2015 Enclosing Front Reception Area with Locking Roll Up Security Gate $2,713.00 2015 Front desk area cabinets donated by the Rotary Club of Farmington $4,512.00 2016 34 chairs for Nicolai Board Room and Harry and Louise Ross Room donated by the Farmington Lions Club and Rotary Club of Farmington $4,080.00 2016 150 Chairs for Banquet Room and Empire Room $19,500.00 2016 50 Chairs donated by Empire Township $6,500.00 2016 Security Camera Oak Street Entrance $585.00 2016 Laptop donated by Matt Little $555.00 2016 Puzzle Table donated by Coffee Guys $100.00 2017 2 Bookshelves for Jerry Ristow Library $777.00 2017 A frame board to advertise events donated by Kay Bennett $350.00 2017 Banquet Room lighting improvement $3,325.00 2018 Banquet Room window blinds $2,062.60 2018 Harry and Louise Ross Room flooring materials $3,481.64 2019 Banquet Room flooring materials $12,176.20 2019 Window blinds for remaining building windows $2,974.22 2019 Repaint Banquet Room ceiling a brighter color $3,787.66 2019 TOTAL $103,108.32 RRC Future Proposed Building Improvements, Equipment and Furniture Purchases Building Improvement/Equipment Item Estimated Cost Year to be Completed Expand Fitness Room ????No year identified yet Purchase NU Step $4,500 No year identified yet Purchase additional recumbent bike $5,000 No year identified yet Tile hallway walls four feet up $2,500 No year identified yet HVAC System Replacement $10,000 2025 Replace Banquet Room round tables $6,000 No year identified yet Replace Banquet Room TV with larger screen TV (Move existing Banquet Room TV to Fitness Room and Fitness Room TV to Train Room)$2,000 2020 Complete RRC building study/master plan for building improvements and programming opportunities $1,200 No year identified yet TO :Rambling River Center A dvisory Board F R O M :Missie Kohlbeck, Recreaon S upervisor and Randy D istad, Parks and Recreaon D irector S U B J EC T:Review Farmington S ons of the A merican L egion S teak F ry DATE:February 10, 2020 I N T R O D U C TI O N This year the tradional Farmington V F W S teak F ry F undraiser was taken over by the Farmington S ons of the A merican L egion. The s teak fry fundraiser benefi-ed the Rambling River C enter (R R C ) and was held on S aturday, J anuary 18, 2020. A review of the event w ill occur during the meeng. D I S C U S S I O N The Farmington S ons of the A merican L egion s teak fry sold 127 meal ckets and it generated a $527.00 donaon from the Farmington S ons of the A merican L egion to the R R C . Ticket s ales w ere down from previous years due to the cold and very w indy weather. This year leading up to the s teak fry fundraiser it was very difficult recruing enough volunteers to help. Thankfully in the end there w ere enough volunteers to help. S taff would like to thank the volunteers who did s how up and help w ith the fundraiser. I n addion to having difficulty recruing enough volunteers to help w ith the fundraiser, it w as als o a challenge to receive enough baked goods to provide as dessert at the event. G iven these challenges , staff w ould like to discuss with the A dvisory Board the annual steak fry fundrais er to s ee if this fundrais ing event has maybe ran its course and should be dropped as one of the fundraising events for the R R C . A C T I O N R EQ U E S T E D A dvisory Board members should come prepared to dis cus s the annual steak fry fundrais er and give input on w hether the R R C should connue to have this as one of its fundrais ers . TO :Rambling River Center A dvisory Board F R O M :Missie Kohlbeck, Recreaon S upervisor and Randy D istad, Parks and Recreaon D irector S U B J EC T:O pen M eeng Law Review DATE:February 10, 2020 I N T R O D U C TI O N Because the February meeng includes new members to the A dvisory Board, staff would like to review the M innesota s tate s tatute as it pertains to w hat the open meeng law all entails . D I S C U S S I O N I ncluded in the meeng packet is informaon about the open meeng law. Becaus e the A dvisory Board is a publicly appointed board, it mus t always comply with the open meeng law. V iolang it is a very s erious is s ue. S taff w ill review the a-ached informaon w ith A dvisory Board members during the meeng. A C T I O N R EQ U E S T E D A dvisory Board members are asked to review the a-ached informaon concerning the open meeng law that the S tate of Minnes ota has in place. A dvis ory Board members are als o asked to lis ten to the pres entaon by s taff and as k ques ons either during or a/er the presentaon. AT TA C H M E N T S : Type D es cripon Backup M aterial O pen M eeng Law I nformaon TO :Rambling River Center A dvisory Board F R O M :Missie Kohlbeck, Recreaon S upervisor and Randy D istad, Parks and Recreaon D irector S U B J EC T:O rganize Meet and G reet City Council C andidates DATE:February 10, 2020 I N T R O D U C TI O N O ne of the goals the A dvis ory Board approved to be completed in 2020, is to have a city council candidate meet and greet. D I S C U S S I O N H aving a meet and greet with city council candidates is a good idea. I t provides candidates, especially new city council candidates, an opportunity to vis it the Rambling River C enter and meet members . The idea behind the meet and greet is to have candidates introduce thems elves and then mingle w ith members, s o members can learn a li.le bit more about each candidate. The meet and greet is not a candidate debate, so the proces s w ill be very informal, but the A dvisory Board may want to have some guidelines upon which the meet and greet w ill be bas ed on. This w ay candidates and members be.er unders tand what w ill occur during the meet and greet. A C T I O N R EQ U E S T E D A dvisory Board members are being asked to dis cus s and decide the follow ing: guidelines it would like to put in place for a city council candidate meet and greet a date, me and locaon to hold the meet and greet logiscs of how the public and candidates will be invited to a.end the meet and greet TO :Rambling River Center A dvisory Board F R O M :Missie Kohlbeck, Recreaon S upervisor and Randy D istad, Parks and Recreaon D irector S U B J EC T:Park and Facilies Tour with the Park and Recreaon C ommis s ion DATE:February 10, 2020 I N T R O D U C TI O N The Park and Recreaon Commission (P R C ) and A dvis ory Board previous ly toured together some of the city's parks and facilies in A ugust 2018. D I S C U S S I O N I t was determined by both the P R C and A dvis ory Board that an every other year parks and facilies tour s hould occur with the tw o groups . Becaus e the last tour occurred in 2018, 2020 is the year that another joint tour s hould occur. The firs t thing that s hould be determined is a date and me that a tour s hould occur. The las t date occurred during the P R C's regular monthly meeng in A ugus t. S hould this be the s ame approach in 2020 w ith the tour, then the tour w ould occur on Wednes day, A ugust 12 at 6:00 p.m. I f there are other possible dates and mes to cons ider, then they s hould be shared during the discussion on this topic. O nce a final propos ed date and me for the parks and facilies tour is determined by the A dvisory Board, then the P R C will be made aw are of the proposed date and me and will determine if the propos ed date and me w ill w ork for P R C members. O nce a date and me are set, then a discussion about w hat parks and facilies s hould be toured will occur betw een the P R C and A dvis ory Board. A C T I O N R EQ U E S T E D A dvisory Board members should come prepared to dis cus s and propos e a date and me it w ould like to have a parks and facilies tour w ith the P R C . Then the date and me will be s hared with the P R C, s o a decision can be made about when the park and facilies tour will occur. TO :Rambling River Center A dvisory Board F R O M :Missie Kohlbeck, Recreaon S upervisor and Randy D istad, Parks and Recreaon D irector S U B J EC T:Review 2020 C ommunity Expo DATE:February 10, 2020 I N T R O D U C TI O N The C ommunity Expo was held on S aturday, J anuary 25, 2020 at the Farmington H igh S chool. S everal A dvisory Board members, both current and past, and staff a.ended and provided informaon about the R R C during the Community Expo. D I S C U S S I O N A.endance at the Community Expo s eemed to be somewhat dow n from previous years. H owever, there s eemed to be a s teady stream of vis itors at the R R C booth. Current A dvisory Board members Blanche Reichert, Pennie Page, Pat H ennen and J oan M oes, along w ith previous A dvis ory Board member D ennis Michaelis all w orked a shi0 at the R R C booth during the Community Expo. S taff was impressed w ith how w ell A dvis ory Board members interacted w ith the public during the event. A request is being made to have the A dvisory Board members who volunteered at the Community Expo to provide some feedback on what w ent well and what could be improved for the 2021 C ommunity Expo. A C T I O N R EQ U E S T E D A dvisory Board members should have a discussion about the 2020 C ommunity Expo, s o any revisions s uggested can be cons idered for the 2021 C ommunity Expo. TO :Rambling River Center A dvisory Board F R O M :Missie Kohlbeck, Recreaon S upervisor and Randy D istad, Parks and Recreaon D irector S U B J EC T:Review 2020 Work P lan DATE:February 10, 2020 I N T R O D U C TI O N The A dvis ory Board approved its 2020 annual work plan at its J anuary 13, 2020 meeng. M onthly review s s hould occur to track progres s being made with accomplishing the 2020 goals and objecves the A dvisory Board s et for its elf. D I S C U S S I O N This w ill be the first review of the 2020 w ork plan since it w as approved at the J anuary 2020 meeng. S taff has updated the w ork plan to show what the A dvis ory Board has accomplis hed so far in the w ork plan. A C T I O N R EQ U E S T E D A dvisory Board members are asked to review the a/ached updated 2020 w ork plan to see what has been accomplis hed and then idenfy addional items it would like to w ork on next, s o progres s can connue to be made w ith accomplis hing all goals and objecves by the end of the year. AT TA C H M E N T S : Type D es cripon Backup M aterial Update Work P lan Rambling River Center Advisory Board 2020 Work Plan Goal #1: Create Advisory Board By-Laws. Objectives: 1. By March 1, a review of sample by-laws from other boards will have occurred. 2. By May 31, a draft of the Advisory Board by-laws will have been reviewed. 3. By July 31, a final draft of the Advisory Board by-laws will have been reviewed and approved. 4. By October 31, the Advisory Board by-laws will have been reviewed by the Park and Recreation Commission and City Council and approved. Goal #2: Create a Master Plan for Future Building Configuration, Improvements and Programming Opportunities. Objectives: 1. By March 1, a discussion and recommendation will have occurred about creating a building master plan for the Rambling River Center. Status: Completed. A discussion occurred during the January 13 meeting and the it was decided to move forward with asking for funds in the 2021 city budget to complete a building master plan for the Rambling River Center. 2. If the Advisory Board recommends completing a building master plan, then by June 1 the Park and Recreation Commission will have reviewed the recommendation and then make their own recommendation to the City Council. 3. If the Park and Recreation Commission recommends completing a building master plan, then by August 30 the City Council will have reviewed the recommendation and made a decision about completing a master plan for the Rambling River Center Goal #3: Create a Behavioral and Trespassing Policy Objectives: 1. By April 1, a discussion about creating a policy and a reviewed of some examples of other senior center behavioral and trespassing policies will have occurred. 2. If the Advisory Board would like to create a policy, then by June 1 a draft behavioral and trespassing policy will have been created, reviewed and approved. 3. By August 31, the Park and Recreation Commission will have reviewed the policy and will have forwarded its recommendation to the City Council about whether or not to approve the policy. 4. By October 1, the City Council will have reviewed and made a decision concerning the approval and implementation of the policy. Goal #4: Review and recommend 2021 Rambling River Center fees and charges to the City Council. Objectives: 1. By July 1, review and discuss the 2020 RRC fees and charges and determine if any revisions should be made to the 2021fees and charges. 2. By August 1, forward recommended 2021 RRC fees and charges to the Park and Recreation Commission. 3. By September 30, the Park and Recreation Commission will have reviewed and approved the 2021 RRC fees and charges and will recommend to the City Council to approve them. 4. By December 31, the City Council will have acted on the Advisory Board and Park and Recreation Commission recommended 2021 RRC fees and charges. Goal #5: Raise at least $10,000.00 from fundraising events and through donations to fund future Rambling River Center capital improvements and/or equipment and furniture purchases. Objectives: 1. By March 1, have a discussion about the current fundraising events to see if any changes should be made to the exiting fundraising events and a discussion should occur about creating a new fundraising event. 2. By April 1, assist with and complete at least one fundraising activity. Status: Completed. The Farmington Sons of the American Legion steak fry fundraiser occurred on January 18 and netted $527.00 for the Rambling River Center. 3. By July 1, assist with and complete at least a second fundraising activity. 4. By October 1, assist with and complete at least a third fundraising activity. 5. By December 31, assist with and complete at least a fourth fundraising activity. Goal #6: Organize a Meet and Greet for City Council Candidates. Objectives: 1. By March 1, have a discussion about if the Advisory Board would like to host a city council candidate meet and greet. 2. By May 1, a decision will have been made by the Advisory Board about hosting a meet and greet event for city council candidates. 3. If a decision is made to host a meet and greet event for city council candidates at the Rambling River Center, then by August 31, the planning of the event will be completed. 4. By November 1, a meet and greet event will have occurred with city council candidates at the Rambling River Center. Goal #7: Work with the Trip Planning Committee to offer bus trips in 2020 and to plan future bus trips in 2021. Objectives: 1. By May 1, receive a report from the Trip Committee on the attendance and trips offered during the first quarter in 2020. 2. By June 1, receive a presentation by the Trip Committee about the draft list of future trips planned in 2021. 3. By August 1, receive a report from the Trip Committee on the attendance and trips offered during the second quarter in 2020. 4. By September 1, approve a final list of trips planned by the Trip Committee in 2021. 5. By November 1, receive a report from the Trip Committee on the attendance and trips offered during the third quarter in 2020. 6. By December 31, receive a report from the Trip Committee on the attendance and trips offered during the fourth quarter and an annual report identifying the total attendance of those attending the 2020 trips. Goal #8: Tour Other Senior Centers to Learn About Facilities and Programs Offered in Other Communities. Objectives: 1. By March 1, a discussion and decision will have been made about touring other senior center facilities. 2. If a decision is made to tour other senior center facilities, then by May 1 a decision will have been made about the number, location and date of the senior center facility tour. 3. By November 1, a tour of other senior center facilities and a follow up discussion about the tours will have occurred. Goal #9: Complete a City Parks and Facilities Tour with the Park and Recreation Commission (PRC). Objectives: 1. By April 1, determine possible tour dates. 2. By June 1, finalize and approve a recommended tour date and schedule. 3. By July 1, provide a recommended tour date, schedule and site locations to the PRC. 4. By October 1, complete a parks and facilities tour with the PRC. TO :Rambling River Center A dvisory Board F R O M :Missie Kohlbeck, Recreaon S upervisor and Randy D istad, Parks and Recreaon D irector S U B J EC T:Review S ample Bylaws DATE:February 10, 2020 I N T R O D U C TI O N O ne of the goals idenfied in the A dvisory Board's 2020 w ork plan was to create its ow n bylaw s . D I S C U S S I O N T h e purpose of bylaws is to establis h the A dvis ory Board's management structure, procedures , and proces s es used to resolve differences . B ylaw s serv e as an operang manual for the A dv is ory Board and are developed by the A dvis ory Board. Bylaws outline the s tructure of the A dvis ory Board and should be cus tomized for each s ituaon. Bylaw s es tablish and pr otect the r ights , and s pecify the dues and res pons ibilies of the A dv is ory Board's member s and any s pecial commi.ees cr eated by the A dvisory Board. Bylaw s ar e impor tant to or ganiz aons in order to maintain cons is tency in the running of the organizaon. O rganiz aons us e bylaws to communicate organiz aonal rules so inter nal disputes and conflict can be avoided. The firs t s tep in the proces s to create A dvisory Board by-law s is to review a few s ample by-laws from other organiz aons in order to be.er unders tand w hat s hould/could be included in the A dv is ory Board's by-law s . A.ached are several examples of other organizaon's bylaws. A C T I O N R EQ U E S T E D A dvisory Board members are asked to review the sample bylaw s prior to the meeng, so they have a bas ic unders tanding of w hat could/s hould be included in its ow n bylaw s . Then during the meeng A dvisory Board members are as ked to provide s ome direcon to staff about w hat it would like to have included in its ow n bylaw s , so staff can begin to create an outline of dra3 bylaw s for the A dvisory Board to approve. AT TA C H M E N T S : Type D es cripon Backup M aterial City of D ublin S enior C enter A dvis ory Commi.ee Bylaws Backup M aterial Coppell S enior A dvisory Bylaw s Backup M aterial City of O ak Ridge, T N S enior A d Bd Bylaws Backup M aterial L R G A C Bylaws ____________________________________________________________________________________________ Bylaws and Rules of Procedure Page 1 of 4 Senior Center Advisory Committee May 7, 2019 CITY OF DUBLIN SENIOR CENTER ADVISORY COMMITTEE BYLAWS AND RULES OF PROCEDURE ARTICLE I GENERAL PROVISIONS Section 1. These Rules of Procedure shall be known as the Bylaws and Rules of Procedure of the Dublin Senior Center Advisory Committee of the City of Dublin. A copy of these Rules and amendments thereto, shall be filed in the offices of the City Clerk for examination by the public. Section 2. These Rules and any amendments hereto shall be effective on the date of the adoption hereof, and shall govern the meetings and activities of the Advisory Committee. ARTICLE II COMMITTEE COMPOSITION AND METHOD OF APPOINTMENT Section 1. The Advisory Committee shall be composed of five (5) members (“members” or “Committee Members”) and two (2) alternate members (“alternates” or “Alternate Committee Members”). One alternate shall be designated as first alternate or “A1.” The other alternate shall be designated as second alternate or “A2.” The Mayor shall make all appointments to the Commission, with the approval of the City Council. Section 2. Committee members and alternates may resign at any time by giving written notice to the Mayor, City Clerk, and Senior Center Staff. Section 3. One member of the Parks and Community Services Commission shall serve as a liaison to the Advisory Committee. ARTICLE III TERM OF OFFICE AND REMOVAL Section 1. Committee members shall be appointed for terms which run four (4) years. Alternates shall be appointed for a term of two (2) years. Terms shall begin in December of even numbered election years and end in December of even numbered election years. At the end of a Committee member's or alternate’s term, the Committee member or alternate may be reappointed to the Committee in the same manner as the initial appointment. Committee members shall be eligible to serve a maximum of eight (8) years with two (2) 4-year terms. No term limit shall apply to alternates. Section 2. Any member or alternate of the Advisory Committee may be removed from office with the approval of a majority of the City Council. Removal and appointment of Senior Center Advisory Committee Members and Alternate Committee Members shall be made only at a regularly scheduled meeting of the City Council. Section 3. Committee Members and Alternate Committee Members should endeavor to attend all regular and special meetings of the Advisory Committee. The Secretary to the Advisory Committee shall provide the Mayor with quarterly attendance reports by Committee Members and Alternate Committee Members. After the third absence from a regularly ____________________________________________________________________________________________ Bylaws and Rules of Procedure Page 2 of 4 Senior Center Advisory Committee May 7, 2019 scheduled Committee meeting within any twelve (12) month period, said Committee Member’s or Alternate Committee Member’s office shall be automatically declared vacant. Section 4. If a Committee member or alternate ceases to reside in the City of Dublin, said Committee member’s or alternate’s office shall be automatically declared vacant. ARTICLE IV VACANCIES Section 1. Vacancies on the Advisory Committee occurring other than by expiration of term shall be filled for the unexpired portion of the term in the same manner as the original appointment. In the event of a Commission vacancy, alternates will be considered without submitting a new application unless alternate notifies the Clerk that he or she does not want to be considered for appointment to the vacancy. ARTICLE V OFFICERS Section 1. Election and Term of Office. The Chairperson and Vice Chairperson are elected by the majority of the Advisory Committee for a 1-year term and hold office until their successors are elected, or until their terms as members of the Advisory Committee expire. The officers are elected at the first meeting of the Advisory Committee in January of each year. Elections, whether regular or to fill vacancies shall be held only if a simple majority of the Advisory Committee members are present. The Advisory Committee shall, unless no Committee Members meet the criteria, elect Committee Members to the positions that have not previously served in the position and that have not declined the appointment, with the intent that no one should serve in the position for more than two consecutive years. Alternates are not eligible to serve as Chairperson or Vice Chairperson. Section 2. The secretary to the Advisory Committee will be the City Manager or his/her designee. Section 3. Vacancies. In case of any vacancy in the office of Chairperson or Vice Chairperson, the vacancy shall be filled by an election held at the first regular meeting after the occurrence of such vacancy. The person so elected shall serve the balance of the term. Section 4. Duties of Officers. The Chairman performs the following duties: (a) Presides at all meetings of the Advisory Committee. (b) Appoints sub-committees and chairpersons of sub-committees as necessary. (c) Signs correspondence on behalf of the Advisory Committee. (d) Represents the Advisory Committee before the Parks and Services Commission and City Council, or designates a representative. (e) Performs other duties necessary or customary to the office. In the event of the absence of the Chairperson or his/her inability to act, the Vice- Chairperson presides in place of the Chairperson. In the event of the absence of or the inability ____________________________________________________________________________________________ Bylaws and Rules of Procedure Page 3 of 4 Senior Center Advisory Committee May 7, 2019 to act of both the Chairperson and the Vice-Chairperson, the remaining members shall elect one of their members to act as temporary Chairperson. Section 5. The Sub-Committees. The Advisory Committee or the Chairperson, upon direction of the Advisory Committee, may appoint several of its members, but less than a quorum, to serve as a Sub-Committee. On certain occasions, such as when a particular kind of expertise or public representation is desirable, the Advisory Committee may appoint non- members to the Sub-Committee. Sub-Committees make recommendations directly to the Advisory Committee. A Sub-Committee may not represent the Advisory Committee before the Parks and Community Services Commission and the City Council or other bodies unless it has first received the authorization of the Advisory Committee to do so. ARTICLE VI MEETINGS Section 1. The Advisory Committee shall hold regular meetings at least once per month at a designated time and place, which shall be fixed and determined by the Advisory Committee and entered upon its minutes. All meetings of the Advisory Committee shall be open to the public. Special meetings of the Advisory Committee may be called by a majority of the members thereof, or by the Chairperson thereof. Notice of any such special meeting shall be given as required by law. Section 2. A majority of the voting members of the Advisory Committee shall constitute a quorum for the purpose of transacting business. The secretary shall keep minutes of all regular and special meetings of the Advisory Committee, and these shall be sent to all members and administrative officers in advance of the meeting in which they are to be approved. Section 3. Advisory Committee Members and Alternate Committee Members shall attend all regular and special Committee meetings in person. Committee Members will not be permitted to use teleconferences as an option to attend Committee meetings. ARTICLE VII GENERAL RESPONSIBILITIES OF THE COMMITTEE Section 1. The Advisory Committee shall consider and make recommendations, as it deems necessary to the City Parks and Community Services Commission, City Council, and City Staff in all matters pertaining to the operation and maintenance of an effective, efficient, and adequate Senior Center for Dublin citizens. Such recommendations would include, but are not limited to the following: recommendations for the development, improvement and/or modification of senior services and facilities; future senior needs; conduct of persons using the Senior Center; and rules for the use of the Senior Center by the public. A majority vote of voting members is required to take action. Section 2. Alternates shall participate in all Committee matters except that alternates shall vote only in the event of an absence of a member or of a vacancy on the Committee. In such event, the first alternate shall participate as a voting member for the duration of the first occurring absence or vacancy. The second alternate shall participate as a voting member for the duration of the second occurring absence or vacancy or for the duration of the first occurring absence or vacancy if the first alternate is vacant or absent. ____________________________________________________________________________________________ Bylaws and Rules of Procedure Page 4 of 4 Senior Center Advisory Committee May 7, 2019 ARTICLE VIII DUTIES OF COMMITTEE TO BE ADVISORY ONLY Section 1. It is intended that the Advisory Committee shall be an advisory body to the Parks and Community Services Commission and City Council. Nothing herein contained shall be construed as a limitation on the power of the City Council or the Administrative Staff of the City or any other agency in their supervision, or authority over property or personnel which are under their respective jurisdictions. Each Committee Member and Alternate Committee Members is expected to serve the City and the residents of the City of Dublin with professionalism and respect. ARTICLE IX STAFF ASSISTANCE Section 1. The City Manager shall provide the Advisory Committee with such information and Staff assistance as the Advisory Committee may, from time to time request, subject to the limitations imposed by the City Council. ARTICLE X AMENDMENTS Section 1. These Bylaws and Rules of Procedure may be amended in the same manner as originally adopted. 2808781.1 Created December 17th, 2009, Modified March 24, 2015 FINAL Page 1 of 7 Mission: Represent the membership in a positive way and support Senior Center staff. Bylaws Coppell Senior Center Advisory Committee ARTICLE 1. PURPOSE. 1.1(a) The Coppell Senior Center Advisory Committee (hereafter referenced as Committee) is a senior citizen’s advisory committee organized primarily for the purpose of providing a forum for seniors to make suggestions or recommendations to the staff that will improve the Coppell Senior Center (hereafter referenced as the Center). The Committee shall assist with the development, promotion and implementation of senior and community programs. 1.2 (b) The purpose of this Committee is: (1) To act in an advisory capacity to the Center staff 2) To work toward improvement of the facilities and services including transportation, senior contact and assistance, and other items of senior interest (3) To encourage cooperation and interaction with other senior organizations (4) To act as a forum for the discussion of issues raised by seniors (5) To encourage all seniors to take an active interest and to participate in the programs and activities of the Center (6) To make the Center a place of learning, activity, friendship and entertainment (7) To promote the activities of the Center, recruit and welcome all eligible citizens of the community to the Center (8) Discuss and suggest new events and activities and make recommendations to Center staff Created December 17th, 2009, Modified March 24, 2015 FINAL Page 2 of 7 1.3 Roles and Responsibilities 1.3 (a) The Committee is an advisory body that functions as a vehicle for participant involvement. Additionally, the Committee assists in the implementation of the Center’s activities. Its main functions are to advise, support, and assist. At no time shall a committee member speak for the Center staff. 1.3 (b) The Committee will represent and speak for the participants and assist with the development of the Center’s activities by: (1) Assisting with the planning and implementation of activities. (2) Cooperating and working with Center staff and participants. (3) Promoting good will and good fellowship among the participants and in the community. ARTICLE 2. MEMBERSHIP. 2.1 Generally. The Committee shall consist of eleven (11) members who are voted for by the Center membership. A person(s) receiving the most votes in any election will be elected to the Committee. The elected representatives must be participants who regularly attend the Center and who are able to regularly attend the meetings. Regular attendance shall mean participating in Center activities for at least six (6) months prior to elections. 2.2 Term. All member appointments shall be made for a term of two (2) years, January 1 through December 31 of the appropriate years. Members must confirm they will serve their second year. A person is eligible to serve on the Committee again after one year of absence unless there are insufficient candidates. 2.3 Vacancies. An appointment to fill any vacancy on the Committee shall be for the remainder of the unexpired term and voted on by the Committee. Completion of an unexpired term shall not be used to calculate the successive terms of a Committee member. 2.4 Residency and Membership Requirements. All members must be and remain a resident of Coppell, Texas and a Center member throughout the term. 2.5 Member Absenteeism. The Committee shall recommend the replacement of any member who has three (3) successive absences or six (6) absences within a rolling twelve-month period. 2.6 Member Removal. A Committee member can be removed by majority vote should his/her behavior be considered unethical or counter-productive on a consistent basis to the Committee's purpose. Examples of counter-productive behaviors Created December 17th, 2009, Modified March 24, 2015 FINAL Page 3 of 7 could include those that are perceived to be, but not limited to, obstructive (grand standing), argumentative, disrespectful, rude, disruptive, combative, or foul language. Unethical behavior would include, but not be limited to, lying, misrepresentation, stealing, or criminal conviction. If a member is removed, serving on future Committees is prohibited. ARTICLE 3. OFFICERS. 3.1 Election of Chair and Members. In November of each year, the Committee in conjunction with the Center staff will hold an election. Interested candidates must complete a Nomination Form. Nomination forms must be submitted on or before November 15. Center staff will prepare the ballots, secure the ballot box, advertise the election and conduct background checks on candidates. Chair is the only officer position in the election; a commitment letter for this position is required by the Center. Others wishing to be elected will be general nominees. On Monday through Saturday of the first week in December, elections will be held. Those eligible to vote must be members of the Center. Candidate's pictures and a resume will be near the ballot box. A ballot will be presented to a voter when voter's membership has been verified. After voting, the ballot will be placed in a locked ballot box. Voting will close on Saturday of the voting week. The ballots will be tabulated the next Monday. The counting of votes will be completed by two Committee members and Center staff. Write-in candidates will not be accepted. The candidate(s) receiving the largest number of votes will be declared the winner(s). The Secretary or Center Manager will notify all candidates of the results by phone and/or email. Then, the results of the election will be announced to the general membership. The Chair and members will officially start their duties in January. Current and New members will meet in December. Retiring members are required to pass over all items belonging to the Committee. The Committee shall include a Chair, a Vice Chair, a Secretary, and eight (8) committee members. At the January Committee meeting, the Vice Chair and Secretary positions will be elected for the following two (2) years. Any Committee member may place his/her name or another’s name on the ballot. A secret ballot will be taken by members in attendance, and a simple majority of the votes determines these two positions. 3.2 Chair. Under the guidance of the Center Manager, the Chair shall preside at all Committee meetings. The Chair shall call special meetings with the approval of the Center Manager when required, and shall transmit reports, plans, and recommendations of the Committee to the Center Manager. The Chair shall act as a spokesperson for the Created December 17th, 2009, Modified March 24, 2015 FINAL Page 4 of 7 Committee and shall also have such other duties as are normally conferred on such officers by parliamentary procedure. The Chair may appoint subcommittees (composed of the Committee members or Center members) whenever such subcommittees can be of value to the Committee and the Center. The Center Manager should have knowledge of any said subcommittees. 3.2 (a) Subcommittees (1) The chair of each subcommittee shall be appointed by the Chair. (2) At least one member of the Committee shall serve on each subcommittee. This member will encourage and assist the chair of the subcommittee in fulfilling the subcommittee’s objectives and goals. (3) Subcommittee members are not required to be Committee members and shall be Center members for at least six (6) months. (4) All subcommittee assignments shall terminate when the assignment is completed. 3.3 Vice Chair. Under the guidance of the Chair, the Vice Chair shall serve as Chair during the temporary absence or disability of the Chair. In the event of the Chair’s permanent absence, due to resignation or other causes, the Vice Chair shall perform the Chair’s duties until such time as the Committee shall elect a new Chair by secret ballot. 3.4 Secretary. Under the guidance of the Chair, and with the assistance of other staff as may be available, the Secretary shall prepare, distribute, and maintain the minutes and records of the Committee and assume such other duties as are normally carried out by a Secretary. In case of the temporary absence of both the Chair and Vice Chair at any meeting, the Secretary shall serve as Chair. In case of the temporary absence of the Chair, Vice Chair, and Secretary at any meeting, the Committee shall elect a temporary Chair for such meeting. 3.5 Committee Members. Under the direction of the Chair, these members discuss, recommend and vote when appropriate. 3.6 Ex-Officio Representative. The Ex-Officio Representative is a member of the Center staff and serves as the liaison to the Committee members during meetings. An Ex- Officio Representative can be anyone of the Center staff and must be present at each meeting. The Ex-Officio Representative has the right to intervene during meetings and table a discussion if the discussion should be discussed by the Chair, Vice Chair and the Center Manager before allowing the Committee members to discuss. Created December 17th, 2009, Modified March 24, 2015 FINAL Page 5 of 7 ARTICLE 4. MEETINGS. 4.1 Frequency. The regular meeting of the Committee shall be held on the (4th) Tuesday of each month at 10:00 am in the Center, located at 345 W. Bethel Rd, Coppell, Texas 75019. If for any reason Center staff sees fit to change the day or time, Committee members will be notified. The Chair may elect to cancel scheduled meetings or recommend a meeting to be held elsewhere. In either case, Committee members will be notified immediately after Center staff approval is given. 4.2 Voting. Routine votes such as acceptance of Meeting Minutes, motions or other issues presented. 4.3 Agenda Topic Time Limits. Agenda topics will be limited to 15 minutes of meeting time, unless requested, allowed or approved by the Chair.(e.g. presentations, critical subjects, Bylaws) Those requiring more time will be tabled to the next meeting, addressed by a sub-committee or other action as deemed necessary by the Chair. The Chair or Vice Chair will assume this Timekeeper role. 4.4 Agenda. Agenda items should be submitted in writing to the Secretary at least three (3) days before the meeting. Agenda items can be submitted by any Committee member, Center member, or Center staff member. 4.5 Special Meetings. Special meetings may be called by the Chair, provided that reasonable advance notice is given to each Committee member and prior approval from the Center Manager. 4.6 Order of Business. The order of business at regular meetings shall be: (1) Roll Call (2) Approval of Previous Minutes (3) Unfinished Business (4) Agenda/New Business (5) Discussion Items (6) Adjournment Created December 17th, 2009, Modified March 24, 2015 FINAL Page 6 of 7 4.7 Quorum. A quorum shall consist of a simple majority of members present, with a minimum of six (6) members, and every action and decision rendered by the Committee must be approved by the quorum. All agenda items shall be discussed. A motion shall then be made to vote where it is appropriate to do so. If a motion fails, discussion may continue. 4.8 Minutes. The minutes of all meetings shall be kept by the Secretary. Copies shall remain on file in the Center office and posted by Center staff. Copies of all written advisory opinions issued by the Committee shall also remain on file with the Center. 4.9 Rules of Order. Robert’s Rules of Order, the most recent edition, shall provide guidelines in conducting all meetings of the Committee. ARTICLE 5.ORGANIZATIONAL CHART. Senior Center Manager Sr. Center Coor. (Staff) Sr. Center Attendant (Staff) Committee (non-staff members) ARTICLE 6. AMENDMENTS TO BY-LAWS. 6.1 Amendments. Amendments to the Bylaws may be submitted to the Committee in writing (30) days prior to the next monthly meeting and members shall have read the changes by the next Committee meeting; however, all amendments require a majority vote of the Committee members. All amendments to the Bylaws shall be approved by the Center Manager. A copy of the revised Bylaws shall be filed with the Center and made available for any Center members review. Created December 17th, 2009, Modified March 24, 2015 FINAL Page 7 of 7 The Bylaws for the Committee, as stated above, are hereby approved by the Committee. Signature of Chair ___________________________________ Date _________________________ Signature of Senior Center Manager ___________________________________ Date _________________________ This Committee shall be non-discriminatory in regard to race, sex, national origin, religion, age, color, creed, disability, martial status or public assistance status. CITY OF OAK RIDGE, TENNESSEE SENIOR ADVISORY BOARD BYLAWS I. Name. The name of the organization is: Senior Advisory Board II. Membership. The number of Board members is established by resolution of City Council. Members of the Board shall share a concern for the senior members of the community and a preference for membership to reflect a variety of ages as well as knowledge and background in senior interests such as health, safety, recreational activities, and transportation. Each member is elected for a three-year term of office. Any vacancies occurring during the year will be filled in accordance with current city policies and procedures. III. Functions and Powers. The function of the Board shall be to provide advice to City Council on senior related issues including but not limited to: health, nutrition, safety and security, recreational activities and facilities, transportation, and intergenerational interaction, all in order to enrich and enhance the quality of life for seniors in Oak Ridge. In performance of its functions, the Board is authorized to: a. Recommend and conduct, as required, any studies or reviews as advised regarding assessment of needs, development, and maintenance of a program of activities and services which meet the needs and wishes of senior citizens in Oak Ridge so that seniors may continue to contribute, participate, and share in the life of the community. b. Cooperate with any group or organization in any way that will aid in fulfilling its functions to enhance senior lifestyles. c. Make recommendations regarding policies for (1) use of the Senior Center and (2) the reserving of certain hours for exclusive use by senior citizens. d. Adopt any rules and procedures it feels advisable for the conduct of its meetings. e. Act as a sounding board for senior citizens in the community who seek new or altered opportunities for activities, education, policies, and services. f. Support the use of the Senior Center as a source of education and programming for senior health, nutrition, safety and security, recreational activities, transportation, and intergenerational interaction. g. Engage senior citizens programs in activities that will enhance intergenerational action such as literacy, tutoring, or mentoring programs. IV. Meetings. A. The Board shall meet the first Monday of each month at the Senior Center, unless it is a city holiday and then the Board shall meet on the second Monday of the month. B. Special meetings may be called upon the request of the Chairperson or any three members of the Board. The notice of a special meeting shall be given at least 24 hours prior to the meeting and shall state the subject matter to be considered and no other matter shall be before the Board. C. In the event there is no matter to be considered, the Chairperson may dispense with a meeting by notifying the Board’s staff liaison and each Board member at least 24 hours prior to the time set for the meeting. V. Quorum. A majority of the Board shall constitute a quorum for the transaction of business, and all actions shall require the concurring vote of a majority of members present. VI. Absences. Absences shall be treated in accordance with the established City Council attendance policy for boards and commissions. VII. Officers. At the regular January meeting after all newly-elected or reelected members have taken the oath of office, the Board shall elect a Chairperson and a Vice Chairperson for one-year terms beginning immediately. A member shall be eligible for reappointment to one of these offices as long as he or she remains on the Board. Duties of Officers The Chairperson shall preside at all meetings of the Board, decide all points of order, appoint membership to such temporary committees as deemed necessary, sign documents on behalf of the Board, and call regular or special meetings of the Board. The Vice Chairperson shall assume all the duties of the Chairperson in his or her absence. The Board’s staff liaison will record the minutes of the meeting and be responsible for their distribution to Board members and appropriate city offices. VIII. Agenda. At least 48 hours prior to each meeting, the members shall be furnished with an agenda reflecting items to be considered. The Board’s staff liaison is responsible for preparation and distribution of the agenda and the minutes of the previous meeting, as well as any other materials relative to the upcoming agenda. The order of business of all regular meetings shall be as follows: 1. Call to Order 2. Approval of Minutes 3. Reports 4. Unfinished Business 5. New Business 6. Announcements 7. Adjournment Under each heading shall be listed the items scheduled for consideration at the meeting. (See attached example.) IX. Notice. Adequate notice of all meetings and matters to be discussed shall be given to the public and appropriate City offices, and shall be posted at the Senior Center. All meetings shall be open to the public. X. Annual Report. The Board will prepare an annual written report of its activities and recommendations for submission to City Council by June 30 of each year. XI. Amendment. These bylaws may be amended by majority vote of the members of the Board. An amendment to the bylaws shall be voted on at the next regular meeting after the regular meeting at which the amendment is proposed. APPROVED BY THE OAK RIDGE CITY COUNCIL (signature on file) Mayor October 13, 2014 Date of Meeting Approved by City Council by Resolution 10-100-2014 Effective Date for Bylaws: 10/13/2014 Attachment: Sample Agenda EXAMPLE OF AGENDA FOR SENIOR ADVISORY BOARD 1. Call to Order - Chairperson_____________________ 2. Approval of Minutes - January 8, 2013 3. Appearance of Citizens (Items not on the Agenda) 4. Reports a. Senior Center Manager’s Report b. Secretary’s Review of Correspondence or other Actions c. Recent Actions of City Council d. Oak Ridge Senior Foundation Report 5. Unfinished Business Construction of New Senior Center 6. New Business New Funding Opportunities 7. Announcements 8. Adjournment Bylaws Little River Glen Senior Center Advisory Council Purpose The purpose of the Advisory Council is to assist the County of Fairfax, through the Senior Center, to help fulfill the social, educational, and recreational needs of its citizens, fifty-five years of age and older, regardless of race, sex or religion. General An Advisory Council, consisting of 8 to 10 elected participants of the Center and the immediate Past President will be established for the purpose of representing the interests of the senior citizens who use the Senior Center. The Council will meet on the last Monday of each month. Functions In order to best represent the membership of Little River Glen Senior Center, the Council shall: 1.Work closely with and make recommendations to the Center Director regarding programming, fund-raising, policies, procedures, and public relations. The Advisory Council shall also support the operations of the Center. To do so, the Council is authorized to establish committees as needed to accomplish its work. All committees will include a Council member to serve as liaison and ensure efforts support Council objectives. 2.Manage and account for any monies that become available to the Advisory Council. 3.Communicate with other Senior Centers, both directly and through the Senior Services Advisory Council, and to disseminate pertinent information concerning activities that may interest Little River Glen Senior Center participants. 4.Make, in cooperation with the Center Director, appropriate recommendations to the Fairfax County Department of Neighborhood and Community Services regarding programming, policies, and procedures. 5.Discussion on a motion before the Council is limited to two minutes for Council members and ten minutes for any non-Council member having the floor. The President may designate additional time. Council Membership Requirements Any resident of Fairfax County who is a registered participant of Little River Glen Senior Center and has an active interest in serving those who attend the Center is eligible to be elected to the Advisory Council. Council Organization The Council will consist of a President, immediate Past President, Vice- President, Secretary, Treasurer, and a minimum of four Members-at-large. The Center Director serves on the Council as an ex-officio member without a vote. A quorum is defined as 50% of the elected members. A quorum must be present for the Council to vote. Decisions of the Council shall be by majority vote of the quorum. Roberts Rules of Order shall be used for conducting business. 1.Office of President - The President will preside over all meetings, represent the council at official functions and ceremonial events, speak for the Council, and perform such other duties as are normally inherent in similar positions. The President and the Senior Center Director shall jointly develop an annual budget to be presented at the first meeting of the newly elected Council. 2.Office of Vice-President - The Vice-President will preside in the absence of the President and perform such other duties as assigned by the Council. 3.Office of Secretary - The Secretary will keep and distribute the official minutes of all regular and special meetings of the Council. The Secretary will also prepare such correspondence as may be directed by the President of the Council and perform other related duties as assigned. 4.Office of Treasurer - The Treasurer will provide a written financial report at each monthly meeting. The Treasurer will ensure that a checking account has been established. Three council members (the President, Vice-President, and Treasurer) shall be signatories on the account. All checks issued shall be co-signed by two of the signatories. The Council's fiscal year will begin on the first day of July and end the last day of June each year. A committee of three persons, including the Treasurer, appointed by the President will conduct an internal audit. This audit will be performed within 30 days of the election of new officers. Council Elections Elections are held on an annual basis. To ensure a dynamic Council and continuity from year to year, officers will be elected for a one-year term and will be eligible for re-election. However, no officer will serve for more than two consecutive years in the same position. Members-at-large will be elected for a two year term. The President will appoint a three member Nomination/Election Committee in April with the approval of the Council. The Election Committee is comprised of two current Council members and one registered participant of LRG. The nominating committee will also serve as the ballot counting committee. All candidates must be currently registered as participants of Little River Glen Senior Center and be willing to serve. The slate of officers will be presented at the May Advisory Council meeting. Elections will be held by June 15th by secret ballot. Each ballot will be deposited and the voter's name checked off the official registered participants' list. Those elected will assume office on July 1st. If a member is absent for three consecutive Advisory Council meetings, without notification, that member is automatically removed from the Council. The President can appoint, and the Council confirm, any registered Senior Center member to any vacated position to serve out the term. Bylaw Amendments Amendments to or revisions of these bylaws may be made by a majority vote of the Council. Amendments to, or revisions of the bylaws will be voted on at the next regular meeting, following their introduction. The Bylaws were corrected and approved by the Little River Glen Senior Center Advisory Council on October 27, 2014 The Bylaws were corrected and approved by the Little River Glen Senior Center Advisory Council on June 30, 2004. The Bylaws were revised and approved by the Little River Glen Senior Center Advisory Council on October 29, 2003. The Bylaws were revised and approved by the Little River Glen Senior Center Advisory Council on July 30, 2002. The Bylaws were revised and approved by the Little River Glen Senior Center Advisory Council on March 28, 2002. The Bylaws were adopted unanimously by the Little River Glen Senior Center Advisory Council on May 26, 1999. TO :Rambling River Center A dvisory Board F R O M :Missie Kohlbeck, Recreaon S upervisor and Randy D istad, Parks and Recreaon D irector S U B J EC T:S enior Center Tour DATE:February 10, 2020 I N T R O D U C TI O N O ne of the A dvisory Board's goals is to tour other senior centers in the area to view what s enior centers look like in other communies and learn more about w hat program s paces are offered in other senior centers. D I S C U S S I O N The A dvis ory Board has expressed an interes t in creang a building master plan for the R R C that w ould define how the building interior will look and funcon in the future. I t would be good to have the A dvisory Board visit other senior centers to s ee how they are des igned, so there is an understanding by the A dvis ory Board about w hat funcons w ell and not s o w ell in other senior center buildings. Then based on the informaon gathered from the tour, a mas ter plan for the building can be developed that may borrow ideas from other senior center s paces that funcon w ell. A C T I O N R EQ U E S T E D A dvisory Board members should come prepared to dis cus s a possible tour of senior centers including the follow ing: idenfy other city s enior centers to vis it that are relavely close to the R R C idenfy a date and me to tour other facilies TO :Rambling River Center A dvisory Board F R O M :Missie Kohlbeck, Recreaon S upervisor and Randy D istad, Parks and Recreaon D irector S U B J EC T:I nformaonal Updates DATE:February 10, 2020 I N T R O D U C TI O N D uring each meeng, staff provides informaonal updates that do not require A dvisory Board approval. D I S C U S S I O N The following updates w ill be provided during the meeng: 1. 2020 R R C Building I mprovements 2. DA R T S bus update 3. R R C s o/w are purchase A C T I O N R EQ U E S T E D A dvisory Board members should come listen to the informaonal updates given by s taff and then ask any quesons about the updates . TO :Rambling River Center A dvisory Board F R O M :Missie Kohlbeck, Recreaon S upervisor and Randy D istad, Parks and Recreaon D irector S U B J EC T:Roundtable Format DATE:February 10, 2020 I N T R O D U C TI O N The A dvis ory Board Roundtable occurs at every monthly meeng. D I S C U S S I O N The A dvis ory Board roundtable agenda item provides an opportunity for A dvis ory Board members to s hare informaon or ask quesons of s taff about items that are not on the agenda. No formal decis ions can be made during the A dvisory Board roundtable. A C T I O N R EQ U E S T E D A dvisory Board members are being asked to come s hare informaon or ask quesons about items not on the agenda. TO :Rambling River Center A dvisory Board F R O M :Missie Kohlbeck, Recreaon S upervisor and Randy D istad, Parks and Recreaon D irector S U B J EC T:A genda I tems for M arch 9, 2020 M eeng DATE:February 10, 2020 I N T R O D U C TI O N This item is for staff and the A dvis ory Board to idenfy pos s ible items for the next meeng agenda. D I S C U S S I O N Thus far s taff has idenfied the following pos s ible items for the M arch 9, 2020 meeng agenda: arts and cra/s fundraising event review 2020 w ork plan review dra/ by-law s Park and Recreaon C ommis s ion parks and facilies tour tour other senior centers organize meet and greet City Council candidates A C T I O N R EQ U E S T E D A dvisory Board members are asked to come prepared to discuss the s taff proposed agenda items and to also provide other agenda items for the March 9, 2020 meeng.