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HomeMy WebLinkAboutCONSENT Parks and Rec By-laws update Department of Public Works O Consent Agenda Page 1 of 1 Jefferson County Board of Commissioners Agenda Request To: Board of Commissioners Josh Peters, County Administrator From: Monte Reinders, Public Works Director/County Engineer Agenda Date: January 12, 2026 Subject: Minor Parks and Recreation Advisory Board By-Law Update Statement of Issue: The Parks and Recreation Advisory Board (JCPRAB) seeks to change the term of its' officers from one year to two years.The JCPRAB voted unanimously to approve a bylaw amendment to this effect on October 2, 2025.The amended bylaws have been prepared and are ready for approval by the BoCC. Analysis/Strategic Goals/Pro's&Con's: The JCPRAB officers are board chair and board vice chair.The JCPRAB decided that a one year term was not effective or efficient because it did not allow enough time for the chair and vice chair to learn the role, make plans, and show leadership and initiative.The JCPRAB meets six times per year. Fiscal Impact/Cost Benefit Analysis: This change has no fiscal impacts.The only cost is staff time to process the amendment.There is a potential benefit to Parks and Recreation in that this change could support the productivity of the JCPRAB. Recommendation: Review and approve the amended bylaws. Department Contact: Matt Tyler, 385-9129 Reviewed By:-1/141 - —1 /W' / / / 9 /026, Josh Peters, County Administrator Date//! 2026 Jefferson County Parks and Recreation Advisory Board By- Laws ° N Co w � S�IING� efferson County Parks and Recreation Advisor Board. January 19, 2026 Jefferson County Parks and Recreation Advisory Board By-Laws TABLE OF CONTENTS TABLE OF CONTENTS 1 1 AUTHORITY 2 2 ROLE OF THE PUBLIC WORKS DEPARTMENT 2 3 DUTIES OF THE JCPRAB 2 4 COMPOSITION OF THE JCPRAB 3 5 APPOINTMENT AND TERM OF MEMBERS OF THE JCPRAB 3 6 NO COMPENSATION FOR MEMBERS OF THE JCPRAB 3 7 JCPRAB OFFICERS, THEIR DUTIES, AND THEIR TERM OF OFFICE 3 8 PROCEDURE FOR REMOVAL OF JCPRAB OFFICERS 3 9 SUBCOMMITTEES OF THE JCPRAB 4 10 JCPRAB MEMBER ROLES AND RESPONSIBILITIES 4 11 REGULAR MEETING SCHEDULE 5 12 QUORUM REQUIREMENT 5 13 VOTING 5 14 CONFLICT OF INTEREST/APPEARANCE OF FAIRNESS FOR MEMBERS OF THE JCPRAB 5 15 REPORTS, RECOMMENDATIONS AND CORRESPONDENCE FROM THE JCPRAB 5 16 COMPLIANCE WITH THE OPEN PUBLIC MEETING ACT IS REQUIRED 6 17 NOTICE OF EACH MEETING OF THE JCPRAB 6 18 AGENDA FOR EACH MEETING OF THE JCPRAB 6 19 ABSENCES 7 20 CONDUCT OF EACH MEETING OF THE JCPRAB 7 21 RECORD OF MEETINGS OF THE JCPRAB 8 22 MINUTES OF MEETINGS OF THE JCPRAB 8 23 AMENDMENT OF THESE BY-LAWS 8 24 SAVINGS CLAUSE 8 25 EFFECTIVE DATE 9 1I Jefferson County Parks and Recreation Advisory Board By-Laws 1 AUTHORITY The Jefferson County Parks and Recreation Advisory Board (JCPRAB) was established on February 27, 1989 by Jefferson County Resolution 18-89. 2 ROLE OF THE PUBLIC WORKS DEPARTMENT The Parks and Recreation Division of the Public Works Department (Department) assists the JCPRAB in its duties through development of agendas, briefings on issues, transmittal of written communication, meeting logistics, and in maintenance of the records of JCPRAB actions. Records shall be maintained by the Department pursuant to a retention schedule approved by the Jefferson County Records and the State Archivist. The Parks and Recreation Manager is the designated staff for the JCPRAB Subject to staffing and budget constraints, the Department may make available additional staff to assist in staffing sub-committees. Staff shall meet annually with the Chair and Vice-Chair to review staffing and budget constraints. 3 DUTIES OF THE JCPRAB Resolution No. 18-89 states that the objectives of the JCPRAB shall be to assist in the development of programs and policies concerning Jefferson County parks and recreation, to review and comment upon proposed rules, policies or ordinances prior to their adoption by the Jefferson County Board of Commissioners (the Board), to oversee the development and any revisions and amendments to the Jefferson County Parks, Recreation, and Open Space Comprehensive Plan, and to carry out those duties prescribed therein. The JCPRAB must carry out the following additional yearly tasks: • Provide an update report to the Board of County Commissioners. • Provide a program of recognition and appreciation to parks and recreation volunteers • Tour and assess county parks and recreation programs. The JCPRAB may also engage in less formal, advisory roles, including but not limited to researching, reporting on, or making recommendations on parks and recreation issues. Wage Jefferson County Parks and Recreation Advisory Board By-Laws The JCPRAB is an advisory body only that makes recommendations to the Board on matters it is required to consider prior to adoption by the Board. The Board shall take final action after considering the JCPRAB's recommendations and other available information. 4 COMPOSITION OF THE JCPRAB The JCPRAB is an ongoing board that shall consist of 3 members from each county commissioner district, for a total of nine voting members. In addition, one Jefferson County Commissioner shall serve on the board as an ex-officio member. 5 APPOINTMENT AND TERM OF MEMBERS OF THE JCPRAB Under Resolution No. 18-89, members are appointed to JCPRAB by the Board and shall serve for a term not to exceed two years. 6 NO COMPENSATION FOR MEMBERS OF THE JCPRAB Members of the JCPRAB shall serve without compensation. 7 JCPRAB OFFICERS,THEIR DUTIES, AND THEIR TERM OF OFFICE There shall be a Chair and Vice Chair. Officers shall be elected by the JCPRAB sitting in regular, open, public meetings. The Chair shall preside over the JCPRAB meetings and coordinate development of the agenda with staff representatives of the Parks and Recreation Division of the Jefferson County Public Works Department. The Chair shall sign all correspondence originated by the JCPRAB. The Vice Chair shall preside over the JCPRAB meetings in the absence of the Chair. Officers of the JCPRAB shall serve for two years from the date of election. No officer shall serve for more than two consecutive terms. 8 PROCEDURE FOR REMOVAL OF JCPRAB OFFICERS The JCPRAB may remove any officer whom they elect by the following procedure: Any member of the JCPRAB may offer a motion for removal at a meeting. If the motion is seconded, it shall be considered and voted on at the next regular meeting of the JCPRAB. Approval of a motion to remove shall require a two-thirds majority of the members present and voting. 31 Jefferson County Parks and Recreation Advisory Board By-Laws 9 SUBCOMMITTEES OF THE JCPRAB The Chair may appoint such standing and ad hoc sub-committees as may be considered useful and appropriate to investigate any matter of interest to the JCPRAB. At the Chair's discretion, or by a majority vote of the JCPRAB voting members, an item may be transmitted to a subcommittee for review and comment. The Chair shall establish a deadline for subcommittee review, provide members with direction or any specific review questions, and schedule regular updates from the subcommittee, as necessary. If the subcommittee fails to meet the review deadline, the JCPRAB shall proceed to take action without subcommittee comment. No sub-committee shall contain more than four JCPRAB members. A quorum of the subcommittee members is not required for a sub-committee meeting. No JCPRAB member who is not a member of a sub-committee may attend a sub-committee meeting; otherwise, all OPMA requirements would apply to the sub-committee meeting. If a quorum or more of JCPRAB members are present at a sub-committee meeting, the sub-committee meeting shall be adjourned immediately. Sub-committees may meet informally, without minutes; however, the Sub-committee shall keep the JCPRAB Chair informed, and report to the full JCPRAB at each JCPRAB meeting which occurs while the sub-committee exists. 10 JCPRAB MEMBER ROLES AND RESPONSIBILITIES JCPRAB members shall: • Act as a participant, reviewer, and advisor regarding the JCPRAB's parks and recreation strategic planning. • Actively participate in the JCPRAB discussions and official JCPRAB comments (see Section 15). • Keep the JCPRAB discussions and activities focused on services, projects, policies, programs, and communications specific or relevant to the JCPRAB's duties (see Section 3). • Attend regular and special meetings of the JCPRAB. • Read background material, review agenda and notes for each meeting of the JCPRAB, and prepare questions and comments in advance of the meeting as needed. • Share appropriate information about the Parks and Recreation Division's services, projects, policies, and programs with their communities. 41Page Jefferson County Parks and Recreation Advisory Board By-Laws • Gather community input about parks and recreation from their constituents on an informal basis and relay it to the JCPRAB during regular or special meetings. 11 REGULAR MEETING SCHEDULE Regular Meetings are held in the Jefferson County Public Works Office from 3:00 pm to 4:30 pm on the first Thursday of February, April, June, August, October, and December. Meetings may also be held via a hybrid of telecommunications and in-person. All regular and special meetings are open to the public as required by Chapter 42.30 RCW, the Open Public Meetings Act (OPMA). 12 QUORUM REQUIREMENT A quorum is required to be present before an official, regular or special meeting of the JCPRAB can take place. A simple majority of the members of the JCPRAB shall constitute a quorum. 13 VOTING Each member shall be allowed one vote on items considered by the JCPRAB. Proxy votes are not permitted. 14 CONFLICT OF INTEREST/APPEARANCE OF FAIRNESS FOR MEMBERS OF THE JCPRAB Members of the JCPRAB shall not be disqualified from participating in any meetings or in the preparation of any reports, recommendations, or correspondence of the JCPRAB based on any potential or actual conflict of interest. A JCPRAB member is not prohibited from using their general expertise to educate the JCPRAB or provide general information to the JCPRAB on a decision item. However, members of the JCPRAB shall disclose personal or business interests to the committee that might tend to prejudice the member's participation in any meetings, reports, recommendations and correspondence of the JCPRAB. Members of the JCPRAB shall abstain from voting on any decisions of the JCPRAB that directly or indirectly benefits them. 15 REPORTS, RECOMMENDATIONS AND CORRESPONDENCE FROM THE JCPRAB Reports, recommendations and correspondence from the JCPRAB shall be made by consensus, if possible, and will seek opportunities to develop group solutions and resolve conflicts. To reach a consensus decision,JCPRAB members will make proposals, hold additional discussion, and then the Chair will call for the consensus decision on the proposal. 51 Jefferson County Parks and Recreation Advisory Board By-Laws If consensus is not possible,then reports, recommendations, and correspondence shall be submitted to the Board on behalf of a majority of the members over the signature of the Chair. Minority reports, if any, shall be attached to and forwarded with such reports, recommendations, or correspondence without comment by the Chair. Concerning items of less formal advice: after discussion in one or more meetings,the JCPRAB shall adopt, by consensus, a written report on the JCPRAB's findings. 16 COMPLIANCE WITH THE OPEN PUBLIC MEETING ACT IS REQUIRED Because the Board is required to consider JCPRAB recommendations before taking final action, all meetings of the JCPRAB are subject to and shall conform with the provisions of the OPMA. 17 NOTICE OF EACH MEETING OF THE JCPRAB A meeting of the JCPRAB will be either a regular meeting pursuant to the regular meeting schedule in Section 10 or a special meeting. A meeting of the JCPRAB that is not conducted in the place or the time posted in the regular meeting schedule is a special meeting. Special meetings shall comply with the special meeting notice requirements in OPMA, RCW 42.30.080. For special meetings, RCW 42.30.080 requires at least 24-hour notice that specifies the time and place of the special meeting and the business to be transacted. Notice for a special meeting must be: (a) Posted on an agency's website; (b) Prominently displayed at the main entrance of the agency's principal location and the meeting site if it is not held at the agency's principal location; and, (c) Delivered to each local newspaper of general circulation and local radio or television station that has on file with the Board a written request to be notified of such special meeting or of all special meetings. 18 AGENDA FOR EACH MEETING OF THE JCPRAB The Chair shall create the upcoming agenda. The JCPRAB shall make the agenda of each regular meeting of the governing body available online no later than twenty-four hours in advance of the published start time of the meeting JCPRAB members wishing to review issues not requested by the JCPRAB Coordinator shall consult with the Chair to have the item placed on a future agenda. 6I Jefferson County Parks and Recreation Advisory Board By-Laws 19 ABSENCES Members will notify the Chair and the JCPRAB Coordinator if the member is unable to attend a JCPRAB regular meeting. The Chair, with assistance from the JCPRAB Coordinator, shall document the excuse provided for the absences in question. If no excuse is giving for a particular absence, it shall be considered unexcused. At the start of each meeting,the Chair will ask Staff to call the roll of JCPRAB members. For any member absent, the Chair shall announce whether the member's absence is excused or unexcused. Staff will record the roll call, and notify the Chair if a quorum is present. Staff will maintain an ongoing attendance record for all JCPRAB members and provide this record to all JCPRAB members, in writing, at least quarterly. A JCPRAB member who accrues three (3) consecutive, unexcused absences from regular meetings may be recommended to the Board for removal from the JCPRAB by the Chair with the concurrence of a majority of the members. 20 CONDUCT OF EACH MEETING OF THE JCPRAB a. All meetings of the JCPRAB shall comply fully with OPMA, including but not limited to: (a) The limitation on taking action on items not listed on the notice for a special meeting;and, (2)OPMA's public comment requirements. b. Roberts Rules of Order shall apply for the conduct of the JCPRAB meetings, except where they conflict with these By-laws in which case these By-laws control. c. Members and visitors at the meetings will treat each other with respect, will not monopolize meeting time, and will listen to and try to understand each other's views. d. The meeting agenda shall be constituted as follows: i. Call to Order and Roll Call ii. Public Comment iii. Approval/Correction of Minutes from Previous Meeting iv. Committee Reports 71Page Jefferson County Parks and Recreation Advisory Board By-Laws v. New Business vi. Old Business vii. Manager's Report viii.Correspondence e. Committee and Staff reports may be held in abeyance if they relate to old or new business items. 21 RECORD OF MEETINGS OF THE JCPRAB Regular and special meetings of the JCPRAB shall be electronically recorded by audio or video, and the recording shall be made available online for a minimum of six months. 22 MINUTES OF MEETINGS OF THE JCPRAB The minutes of all regular and special meetings of the JCPRAB, except executive sessions, shall be promptly recorded and such records shall be open to public inspection. Department staff shall prepare minutes which shall be considered, revised (if necessary), and adopted by the JCPRAB at its next regular meeting. 23 AMENDMENT OF THESE BY-LAWS These By-laws may be amended by the JCPRAB by majority vote of the members, provided the Board approves the minutes by a majority vote. 24 SAVINGS CLAUSE Should any portion of these By-laws be declared unconstitutional or otherwise contrary to law, such decision shall not affect the validity of the remaining portion of these By-laws. 8I Jefferson County Parks and Recreation Advisory Board By-Laws 25 EFFECTIVE DATE These Bylaws are effective immediately after approval by the Board. ADOPTED THIS — DAY OF (?A,yf_ eij , 2025 PARKS AND RECREATION ADVISORY BOARD Bo Hoyle, Chai ADOPTED THIS DAY OF , 2026. JEFFERSON COUNTY BOARD OF COMMISSIONERS Heather Dudley-Nollette, District 1 Heidi Eisenhour, District 2 Greg Brotherton, District 3 91