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HomeMy WebLinkAbout4.8 Parks & Rec Commission Procedures CITY OF DUBLIN AGENDA STATEMENT CITY COUNCIL MEETING DATE: December 14, 1992 SUBJECT: Amendments to Bylaws and Rules of Procedure for Parks & Recreation Commission and Senior Center Advisory Committee Report Prepared by Kay Keck, City Clerk EXHIBITS ATTACHED: ■ Resolution Adopting Amended Bylaws and Rules of Procedure for the Parks & Recreation Commission and Rescinding Resolution No. 129-92 ■ Resolution Adopting Amended Bylaws and Rules of Procedure for the Senior Center Advisory Committee and Rescinding Resolution No. 130-92 RECOMMENDATION: Adopt Resolutions FINANCIAL STATEMENT: None DESCRIPTION: On November 9, 1992, the City Council, by a majority vote, introduced an ordinance related to changes in the way Planning Commission appointments and removals are made. The changes were necessitated as a result of the City's first directly elected Mayor. The Ordinance, as introduced, provided that appointments to the Planning Commission shall be made by the Mayor, with the approval of the Council. The Ordinance further stated that the Mayor may remove Planning Commissioners without the approval of the Council. Also on November 9th, Resolutions were adopted by a unanimous vote of the Council providing that the Bylaws and Rules of Procedure for both the Parks & Recreation Commission and Senior Center Advisory Committee be amended to be consistent with the introduced Ordinance with regard to removal from office. At the November 23 , 1992 City Council meeting, by a majority vote, a Planning Commission Ordinance was adopted on an urgency basis, with a change in the procedures for removal from office. The Council determined that any member of the Planning Commission may be removed from office by the Mayor, with the approval of a majority of the City Council. Staff was directed to bring back amended resolutions for both the Parks & Recreation Commission and the Senior Center Advisory Committee to reflect that removal from these bodies must also be approved by the City Council. Staff recommends that the City Council adopt the attached Resolutions. ---------------------------------------------------------------------- COPIES TO: ITEM NO. CITY CLERK FILE / 0_� RESOLUTION NO. - 92 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ADOPTING AMENDED BYLAWS AND RULES OF PROCEDURE FOR THE PARRS & RECREATION COMMISSION AND RESCINDING RESOLUTION NO. 129-92 WHEREAS, Resolution No. 57-83 was adopted by the City Council on October 10, 1983 which created a Parks & 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 127-88, 135-90, and 129-92; and WHEREAS, it is necessary to amend the method of appointment section of the Bylaws and Rules of Procedure to correctly reflect the fact that a directly elected Mayor shall make all appointments to Boards, Commissions and Committees, with the approval of the City Council; and WHEREAS, it is appropriate that the Bylaws and Rules of Procedure correctly reflect the fact that any member of the Commission may be removed from office by the Mayor, with the approval of a majority of the City Council. WHEREAS, it is appropriate to specify that the length of terms shall be for four (4) years except that initially, two (2) Commissioners shall be appointed to serve two (2) year terms. NOW, THEREFORE, BE IT RESOLVED that the City Council hereby adopts the Bylaws and Rules of Procedure for the Parks & Recreation Commission as contained in Exhibit A, attached hereto. PASSED, APPROVED AND ADOPTED this 14th day of December, 1992. AYES: NOES: ABSENT: ABSTAIN: Mayor ATTEST: City Clerk a:K2resop&r2 I CITY OF DUBLIN PARRS & RECREATION COMMISSION BYLAWS AND RULES OF PROCEDURE I. GENERAL PROVISIONS A. These Rules of Procedure shall be known as the Bylaws and Rules of Procedure of the Parks & Recreation 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 & Recreation 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. The student member shall be appointed based on a recommendation from the Parks & Recreation Commission. D. 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. xxhl i 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 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 6 Commission members are present. The secretary to the Commission will be the City Manager or his designate. 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 meeting 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. -2- B. A majority of :he voting members " of Commission shall constitute a quorum for the purpose of ansacting business. The secretary shall keep minutes of all. regular and special meetings of the Commission, and these shall be sent to all members and ' 4 . administrative officers in advance of the meeting ,in which they are to ` be approved. VII. GENERAL RESPONSIBILITIES OF THE- CO TSSION 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 recreation service 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 services and facilities; future recreation needs; conduct of persons using recreation facilities; rules for the use of recreation facilities by the public. VIII.D6TIES 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- G RESOLUTION NO. - 92 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ADOPTING AMENDED BYLAWS AND RULES OF PROCEDURE FOR THE SENIOR CENTER ADVISORY COMMITTEE AND RESCINDING RESOLUTION NO. 130-92 WHEREAS, Resolution No. 48-92 was adopted by the City Council on April 27, 1992 which established the Bylaws and Rules of Procedure for the Dublin Senior Center Advisory Committee; and WHEREAS, the Bylaws and Rules of Procedure were amended by Resolution No. 130-92; and WHEREAS, it is necessary to amend the method of appointment section of the Bylaws and Rules of Procedure to correctly reflect the fact that a directly elected Mayor shall make all appointments to Boards, Commissions and Committees, with the approval of the City Council; and WHEREAS, it is appropriate that the Bylaws and Rules of Procedure correctly reflect the fact that any member of the Committee may be removed from office by the Mayor, with the approval of a majority of the City Council; and WHEREAS, it is appropriate to specify that the length of terms shall be for four (4) years except that initially, two (2) Committee Members shall be appointed to serve two (2) year terms. NOW, THEREFORE, BE IT RESOLVED that the City Council hereby adopts amended Bylaws and Rules of Procedure for the Senior Center Advisory Committee as contained in Exhibit A, attached hereto. PASSED, APPROVED AND ADOPTED this 14th day of December, 1992 . AYES: NOES: ABSENT: ABSTAIN: Mayor ATTEST: City Clerk a:resosnr2 CITY OF DUBLIN DUBLIN SENIOR CENTER ADVISORY COMMITTEE BYLAWS AND RULES OF PROCEDURE I. GENERAL PROVISIONS A. 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. 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 Advisory Committee. II. COMMITTEE COMPOSITION AND METHOD OF APPOINTMENT A. The Advisory Committee shall be composed of five members. The Mayor shall make all appointments to the Committee, with the approval of the City Council. B. Committee members may resign at any time by giving written notice to the Mayor, City Clerk, and Senior Center Staff. C. One member of the Parks and Recreation Commission shall serve as a non-voting member of the Advisory Committee. III. TERM OF OFFICE AND REMOVAL A. Committee members shall be appointed for terms which run four (4) years beginning in December of even numbered election years and ending in November of even numbered election years. Two (2) Committee Members shall initially be appointed to two (2) year terms. At the end of a Committee member's term, the Committee member may be reappointed to the Committee in the same manner as the initial appointment. There shall be no limit to the number of terms a Committee Member may serve. B. Any member of the Advisory Committee may be removed from office by the Mayor, with the approval of a majority of the City Council. Removal and appointment of Senior Center Advisory Committee Members shall be made only at a regularly scheduled meeting of the City Council. C. If a member of the Advisory Committee is absent from all regular meetings for a period of 90 days from the last regular meeting without permission from said Advisory Committee, or if a Committee member ceases to reside in the City of Dublin, said Committee member's office shall be declared vacant. 1%bibil,441, IV. VACANCIES 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. V. OFFICERS A. 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 December of each year. Elections, whether regular or to fill vacancies shall be held only if 5 Advisory Committee members are present. The secretary to the Advisory Committee will be the City Manager or his designate. 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 Advisory Committee. 2 . Appoints sub-committees and chairpersons of sub-committees as necessary. 3 . Signs correspondence on behalf of the Advisory Committee. 4. Represents the Advisory Committee before the Parks & Recreation Commission and 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 Sub-Committees. The Advisory Committee or the Chairperson, upon direction of the Advisory Committee, may appoint several of its members, but fewer 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-Committee's make recommendations directly to the Advisory Committee. -2- r.� r,r' A Sub-Committee may not represent the Advisory Committee before the Parks and Recreation Commission and the City Council or other bodies unless it has first received the authorization of the Advisory Committee to do so. VI. MEETINGS A. 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. B. 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. VII. GENERAL RESPONSIBILITIES OF THE COMMITTEE The Advisory Committee shall consider and make recommendations as it deems necessary to the Parks and Recreation Commission, City Council, and to City Staff in all matters pertaining to the operation and maintenance of an effective, efficient, and adequate Senior Center 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 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. VIII.DUTIES OF COMMITTEE TO BE ADVISORY ONLY It is intended that the Advisory Committee shall be an advisory body to the Parks and Recreation 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. IX. STAFF ASSISTANCE 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. X. AMENDMENTS These Bylaws and Rules of Procedure may be amended in the same manner as originally adopted. -3-