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HomeMy WebLinkAbout8.3 PCSC Responsibilities Dp�lf� 1 82 AGENDA STATEMENT PARKS AND COMMUNITY SERVICES COMMISSION MEETING DATE: May 18, 2009 SUBJECT: Parks and Community Services Commission Responsibilities Report by Diane Lowart, Parks & Community Services Director ATTACHMENTS: Adopted Bylaws and Rules of Procedure RECOMMENDATION: 1) Review the responsibilities of the Commission as contained in the Bylaws and Rules of Procedure; and 2) Provide recommendations on modifications, if any, to the City Council. FINANCIAL STATEMENT: None DESCRIPTION: At the February 7, 2009 City Council/Commission Goals and Objectives Workshop, the Mayor suggested, and the City Council concurred, that it would be a good idea for each of the Commissions and Committees to review and validate their particular scope of responsibilities. The general responsibilities of the Parks and Community Services Commission as included in the Bylaws and Rules of Procedure are as follows: VII. GENERAL RESPONSIBILITIES OF THE COMMISSION A. 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 modification 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. B. 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. COPIES TO: ITEM NO.: 8.3 GAPARKS C0MMISSI0N\AGNDSTMT\2009\5-18 Commission Responsibilities.doc As the Commission can see, the responsibilities of the Parks and Community Services Commission are fairly broadly defined. Staff suggests that the Commission discuss the responsibilities outlined above and if changes are suggested, inform Staff. Staff will then prepare a report to the City Council. RECOMMENDATION: Staff recommends that the Parks and Community Services Commission review the responsibilities of the Commission as contained in the Bylaws and Rules of Procedure (Attachment 1) and provide recommendations on modifications, if any, to the City Council. 2 of 2 CITY OF DUBLIN PARKS AND COMMUNITY SERVICES COMMISSION BYLARSAND RULES OF PROCEDURE 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 thereto, 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. II. 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 December of an even numbered election year. 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. Commission members shall be eligible to serve a maximum of eight (8) years with two (2) 4-year terms. B. The term of the student member shall be for one (1) year, commencing July 1 st 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. Commission members must attend 75% of all regular and special meetings in a 12 month period. The Secretary to the Commission shall provide the Mayor with monthly attendance reports and a quarterly overview of attendance by Commission members. The Secretary to the Commission shall notify the Mayor if a Commission member is absent from three consecutive meetings. The Commission member shall also be notified that they may be removed from the Commission. E. If a Commission member ceases to reside in the City of Dublin, said Commissioner's office shall be declared vacant. Bylaws and Rules of Procedure Page I of 3 Parks and Community Services Commission September 2, 2008 IV. VACANCIES 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. V. OFFICERS A. Election and Term of Office. The Commission shall elect a Chairperson and Vice Chairperson at the first meeting in December of each year or, if a quorum is not present, at the next meeting at which a quorum is present. The Chairperson and Vice Chairperson shall serve until their successors are elected, or until their terms as members of the Commission expire, whichever is first. 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. Bylaws and Rules of Procedure Page 2 of 3 Parks and Community Services Commission September 2, 2008 VII. GENERAL RESPONSIBILITIES OF THE COMMISSION A. 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 modification 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. B. 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 A. 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 A. 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 A. These Bylaws and Rules of Procedure may be amended in the same manner as originally adopted. Bylaws and Rules of Procedure Page 3 of 3 Parks and Community Services Commission September 2, 2008