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HomeMy WebLinkAbout8.5 P&CS Comm Bylaws CITY CLERK File # 610-20 AGENDA STATEMENT CITY COUNCIL MEETING DATE: September 3, 2002 SUBJECT: Revisions to Parks and Community Services Commission Bylaws and Rules of Procedure. Report by Diane Lowart, Parks & Community Services Director ATTACHMENTS: Resolution Amending Bylaws and Rules of Procedure RECOMMENDATION: ~ g Adopt Resolution FINANCIAL STATEMENT: None DESCRIPTION: Section V of the Bylaws and Rules of Procedure for the Parks and Community Services Commission states the following: A. Election and Term of Office. The Chairperson and Vice Chairperson are elected by the majority of the Commission for a 1-year term and hold office until their successors are elected, or until their terms as members of the Commission expire. The officers are elected at the first meeting of the commission in December of each year. Elections, whether regular or to fill vacancies shall be held only if six (6) Commission members are present. The Parks and Community Services Commission at its regular meeting of July 15, 2002, discussed the possibility of changing the attendance requirements for holding an election from six (6) to a simple majority of Commissioners. The reason for this change is that the Commission does not always have one hundred percent attendance and, consequently, is unable to conduct elections. Therefore, the Commission has recommended that Section V be amended as shown below: A. Election and Term of Office. The Chairperson and Vice Chairperson are elected by the majority of the Commission for a 1-year term and hold office until their' successors are elected, or until their terms as members of the Commission expire. The officers are elected at the first meeting of the Commission in December of each year. Elections, whether regular or to fill vacancies shall be held only if ~ a simple majority of the Commission members are present. This change is consistent with the Bylaws and Rules of Procedure for the Heritage and Cultural Arts Commission and the Youth Advisory Committee. Staff has prepared a resolution amending the Bylaws and Rules of Procedure to reflect the Commissions recommendation (Attachment 1). It is the recommendation of Staff that the City Council adopt the resolution. COPIES TO: Parks and Community Services Commission ITEM NO. ~'.6 G:'xPCSCOMMkBYLAWS\cc 9-3-02 bylaws.doc A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ADOPTING AMENDED BYLAWS AND RULES OF PROCEDURE FOR THE PARKS AND COMMUNITY SERVICES COMMISSION AND RESCINDING RESOLTUION NO. 130-98 WHEREAS, Resolution No. 57-83 was adopted by the City Council on October 10, 1983 which created a Parks and Recreation Commission and adopted Bylaws and Rules of Procedure for said Commission; and WHEREAS, the Bylaws and Rules of Procedure were amended by Resolution No.'s 137-88, 135- 90, 129-92, 137-92, 93-94, and 130-98; and WHEREAS, it is necessary to revise the elections process so that the Chairperson and Vice- Chairperson can be elected when a simple majority of the Commission is in attendance; and WHEREAS, Section V of the Bylaws and Rules o£Procedure dealing with Elections has been modified to reflect this change. NOW, THEREFORE, BE IT RESOLVED that the City Council hereby adopts the amended Bylaws and Rules of Procedure for the Parks and Community Services Commission as contained in Exhibit A, attached hereto. BE IT FURTHER RESOLVED that the provisions contained in resolution No. 130-98 are hereby rescinded. PASSED, APPROVED AND ADOPTED this day of__, 2002. AYES: NOES: ABSENT: ABSTAIN: Mayor ATTEST: City Clerk ATTACHMENT G:~PCSCOMMXBYLAWS~reso-elections.doc ~._~ ~//~/tP I. GENERAL PROVISIONS A. These Rules of Procedure shall be known as the Bylaws and Rules of Procedure of the Parks and Community Services Commission of the City of Dublin. A copy of these Rules and amendments theret©, shall be filed in the offices of the City Clerk for examination by the public. B. 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 Commission. COMMISSION COMPOSITION AND METHOD OF APPOINTMENT A. The Parks and Community Services Commission shall be composed of six (6) members, one of whom is a high school student from the Dublin Unified School District. B. The Mayor shall make all appointments to the Commission, with the approval of the City Council. C. Commission members may resign at any time by giving written notice to the Mayor and City Clerk. ' III. 'TERM OF OFFICE AND REMOVAL A. Commission members shall be appointed for terms which run four (4) years beginning in December of even numbered election years and ending in November of an even numbered election year. Two (2) Commissioners shall initially be appointed to two (2) year terms. At the end of a Commissioner member's term, the Commission member may be reappointed to the Commission in the same manner as the initial appointment. There shall be no limit to the number of terms a Commission member may serve. B. The term of the student member shall be for one (1) year, commencing July 1st and terminating on the following June 30th. C. Any member of the Commission may be removed from office by the Mayor, with the approval of a majority of the City Council. Removal and appointment of Commissioners shall be made only at a regularly scheduled meeting of the City Council. D. If a member of the Commission is absent from all regular meetings for a period of 90 days from the last regular meeting without permission from said Commission, or if a Commissioner member ceases to reside in the City of Dublin, said Commissioner's office shall be declared vacant. IV. VA CANCIES VaCancies on the Commission 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. Proposed 9-3-02 v. officers A. Election and Term of Office. The Chairperson and Vice Chairperson are elected by the majority of the Commission for a 1-year term and hold office until their successors are elected, or until their terms as members of the Commission expire. The officers are elected at the first meeting of the Commission in December of each year. Elections, whether regular or to fill vacancies shall be held only ifa simple majority of the Commission members are present. The secretary to the Commission will be the City Manager or his designee. B. 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. C. Duties of Officers. The Chairman performs the following duties: 1. Presides at all meetings of the Commission. 2. Appoints committee and chairpersons of committees as necessary~ 3. Signs correspondence on behalf of the Commission. 4. Represents the Commission before the City Council. 5. 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 to act of both the Chairperson and the Vice Chairperson, the remaining members shall elect one of their members to act as temporary Chairperson. D. The Committees. The Commission or the Chairperson, upon direction of the Commission, may appoint several of its members, but fewer than a quorum, to serve as a Committee. On certain occasions, such as when a particular kind of expertise or public representation is desirable, the Commission may appoint non-members to the Committee. Committee's make recommendations directly to the Commission. A Committee may not represent the Commission before the Council or other bodies unless it has first received the authorization of the Commission to do so. VI. MEETINGS A. The Commission shall hold regular meetings at least once per month at a designated time and place which shall be fixed and determined by the Commission and entered upon its minutes. All meetings of the Commission shall be open to the public. Special meetings of the Commission 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. B. A majority of the voting members of the Commission shall constitute a quorum for the purpose of transacting business. The secretary shall keep minutes of all regular and special meetings of the Commission, and these shall be sent to all members and administrative officers in advance of the meeting in which they are to be approved. VII. GENERAL RESPONSIBILITIES OF THE COMMISSION The Commission shall consider and make recommendations as it deems necessary to the City Council and to City Staff in all matters pertaining to the operation and maintenance of an effective, efficient, and adequate program of parks, recreation and community services for the citizens of Dublin. Such recommendations would include, but are not limited to the following: recommendations for the development, improvement and/or modifiqation of recreation and community services and facilities; future recreation and community service needs; conduct of persons using park and recreation facilities; rules for the use of park and recreation facilities by the public. 2 The Commission shall also accept and consider recommendations from the Senior Center Advisory Committee, the Heritage Center Advisory Committee and the Youth Advisory Committee, and forward the recommendations to the City Council, as appropriate. VIII. DUTIES OF COMMISSION TO BE ADVISORY ONLY It is intended that the Commission shall be an advisory body to the 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. IX. STAFF ASSISTANCE The City Manager shall provide the Commission with such information and Staff assistance as the Commission may, from time to time request, subject to the limitations imposed by the City Council. X. AMENDMENTS These Bylaws and Rules of Procedure may be amended in the same manner as originally adopted. 3