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HomeMy WebLinkAboutItem 4.02 Parks Bylaws/~~~ ~- ~ -i~ ~~ CITY CLERK File # ^~^©-~~ 9~a•7o 595.20 AGENDA STATEMENT CITY COUNCIL MEETING DATE: September 2, 2008 SUBJECT: Amendments to the Bylaws of the Parks and Community Services Commission, the Heritage and Cultural Arts Commission, and the Senior Center Advisory Committee Report by Diane Lowart, Parks & Community Services Director ATTACHMENTS: 1. Resolution Amending Bylaws and Rules of Procedure for the Parks and Community Services Commission 2. Resolution Amending Bylaws and Rules of Procedure for the Heritage and Cultural Arts Commission 3. Resolution Amending Bylaws and Rules of Procedure for the Senior Center Advisory Committee RECOMMEN~(D~,A,TION: Adopt Resolutions (Attachments 1-3) YJ~-'• FINANCIAL STATEMENT: None DESCRIPTION: The Bylaws and Rules of Procedure for the Parks & Community Services Commission and Heritage and Cultural Arts Commission were last amended in November 2002; the Senior Center Advisory Committee was last amended in November 2003. When last amended, the language related to residency requirements for Commissioners and Committee members was inadvertently omitted. Consequently, Staff had prepared amendments to the respective bylaws of the three advisory bodies to include the following language in Section III. Term of Office and Removal: If a Commission (Committee) member ceases to reside in the City of Dublin, said Commissioner's (Committee member's) office shall be declared vacant. RECOMMENDATION: Staff recommends that the City Council adopt the Resolutions amending the Bylaws and Rules of Procedure for the Parks & Community Services Commission, Heritage and Cultural Arts Commission, and Senior Center Advisory Committee (Attachments 1-3). COPY TO: Page 1 of l G:ACOUNCIU.4genda Statements~2008\9-2 Amendment to Bylaws.DOC ITEM NO. G.• i ~~- RESOLUTION NO. - 2008 A RESOLUTION OF THE CITY COUNCIL OF TAE CITY OF DUBLIN ADOPTING AMENDED BYLAWS AND RULES OF PROCEDURE FOR THE PARKS AND COMMUNITY SERVICES COMMISSION AND RESCINDING RESOLUTION N0.218-02 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, 130-98, 178-02 and 218-02; and WHEREAS, it is necessary for Commission members to reside within the City of Dublin; and WHEREAS, Section III of the Bylaws and Rules of Procedure dealing with Terms of Office and Removal 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. 218-02 are hereby rescinded. PASSED, APPROVED AND ADOPTED this 2nd day of September, 2008. AYES: NOES: ABSENT: ABSTAIN: ATTEST: Caroline Soto, City Clerk Janet Lockhart, Mayor ATTACHMENT 1 CITY OF DUBLIN PARKS AND COMMUNITY SER VICES COMMISSION BYLAWSAND 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 1st and terminating on the following June 30th. C. Any member of the Commission maybe 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 maybe removed from the Commission. Bylaws and Rules of Procedure Page l of 3 Parks and Community Services Commission September 2, 2008 IV. VACANCIES 3 ~ ~a 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 ~ i~ VII. GENERAL RESPONSIBILITIES OF THE MMI I ~ 1 CO SS ON 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 ~ ~ is RESOLUTION NO. - 2008 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ADOPTING AMENDED BYLAWS AND RULES OF PROCEDURE FOR THE HERITAGE AND CULTURAL ARTS COMMISSION AND RESCINDING RESOLUTION NO. 219-02 WHEREAS, Resolution No. 132-99 was adopted by the City Council on July 6, 1999 which created a Heritage and Cultural Arts Commission and adopted Bylaws and Rules of Procedure for said Commission; and WHEREAS, the Bylaws and Rules of Procedure were amended by Resolution No. 219-02; and WHEREAS, it is necessary for Commission members to reside within the City of Dublin; and WHEREAS, Section III of the Bylaws and Rules of Procedure dealing with Terms of Office and Removal 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 Heritage and Cultural Arts Commission as contained in Exhibit A, attached hereto. BE IT FURTHER RESOLVED that the provisions contained in resolution No. 219-02 are hereby rescinded. PASSED, APPROVED AND ADOPTED this 2nd day of September, 2008. AYES: NOES: ABSENT: ABSTAIN: ATTEST: Janet Lockhart, Mayor Caroline Soto, City Clerk ATTACHMENT 2 ~ °~I, is CITY OF D UBLIN HERITAGE AND CULTURAL ARTS COMMISSION BYLAWSAND RULES OF PROCEDURE L GENERAL PROVISIONS A. These Rules of Procedure shall be known as the Bylaws and Rules of Procedure of the Heritage and Cultural Arts 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 Heritage and Cultural Arts Commission shall be composed of seven (7) members. B. The Mayor shall make all appointments to the Commission, with the approval of the City Council. When making appointments to the Commission, consideration shall be given to members of the Dublin Fine Arts Foundation and Dublin Historical Preservation Association (or similar groups) and to persons who are specifically qualified by reason of training, experience, interest or involvement in arts and/or heritage, particularly as related to artistic and cultural activities in the City. C. All members shall be residents of the City and shall be committed to furthering public art, and historical and cultural life in the community. 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 years and ending in December of an even numbered 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. Any member of the Commission maybe 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. C. 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 maybe removed from the Commission. D. 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 1 of 3 Heritage and Cultural Arts Commission September 2, 2008 N. VACANCIES A. 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 fora 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. 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 less 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. Committees 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 maybe 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 Heritage and Cultural Arts Commission September 2, 2008 VII. GENERAL RESPONSIBILITIES OF THE COMMISSION v A. The Commission shall consider and make recommendations, as it deems necessary to the City Council in all matters pertaining to: The restoration, maintenance and operation of the Heritage Center. Such recommendations would include, but are not limited to the following: recommendations for the development, improvement and/or modification of Heritage Center facilities or programs; recommendations for policies on heritage preservation, artifact acquisition, conduct of persons using the Heritage Center facilities; and rules for the use of the Heritage Center by the public. 2. The promotion and support of the arts within the community. Such recommendations would include, but are not limited to the following: recommendations on art in public places including City facilities and new developments within the City; exhibits at the Civic Center, Heritage Center and Dublin Sculpture Park; and recommendations for policies on art, cultural activities and facilities. VIII. DUTIES OF COMMISSION TO BE AD i~ISORY ONLY A. 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 Heritage and Cultural Arts Commission September 2, 2008 ,' `~ RESOLUTION NO. - 2008 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 N0.213-03 WHEREAS, Resolution No. 48-92 was adopted by the City Council on Apri127, 1992 which created a Senior Center Advisory Committee and adopted Bylaws and Rules of Procedure for said Commission; and WHEREAS, the Bylaws and Rules of Procedure were amended by Resolution No.'s 130-92, 138- 92 and 213-03; and WHEREAS, it is necessary for Committee members to reside within the City of Dublin; and WHEREAS, Section III of the Bylaws and Rules of Procedure dealing with Terms of Office and Removal 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 Senior Center Advisory Committee contained in Exhibit A, attached hereto. BE IT FURTHER RESOLVED that the provisions contained in resolution No. 213-03 are hereby rescinded. PASSED, APPROVED AND ADOPTED this 2nd day of September, 2008. AYES: NOES: ABSENT: ABSTAIN: ATTEST: Janet Lockhart, Mayor Caroline Soto, City Clerk ATTACHMENT 3 !~ ~ I~ CITY OF D UBLIN SENIOR CENTER ADVISORY COMMITTEE BYLAWSAND 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 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 Community Services Commission shall serve as anon-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 December of even numbered election years. At the end of a Committee member's term, the Committee member maybe 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) four-year terms. 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. Members must attend 75% of all regular and special meetings in a 12-month period. The Secretary to the Advisory Committee shall provide the Mayor with monthly attendance reports and a quarterly overview of attendance by Committee Members. The Secretary to the Advisory Committee shall notify the Mayor if a Committee Member is absent from three (3) consecutive meetings. The Committee Member shall also be notified that they may be removed from the Advisory Committee. D. If a Committee member ceases to reside in the City of Dublin said Committee member's office shall be declared vacant. Bylaws and Rules of Procedure Page 1 of 3 Senior Center Advisory Committee September 2, 2008 ~~ ~ ,~_ 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 fora 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 a majority of the 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 ofsub-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 as 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. 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. 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 Bylaws and Rules of Procedure Page 2 of 3 Senior Center Advisory Committee September 2, 2008 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 A. The Advisory Committee shall consider and make recommendations, as it deems necessary to the Parks and Community Services 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 A. 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. IX. STAFF ASSISTANCE A. 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 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 Senior Center Advisory Committee September 2, 2008