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HomeMy WebLinkAbout072715_ca04Department of Public Works O Consent Agenda Page 1 of 1 Jefferson County Board of Commissioners Agenda Request To: Board of Commissioners Philip Morley, County Administrator From: Monte Reinders, P.E. 'L� Public Works Direct r /County Engineer Agenda Date: July 27"', 2014 Subject: Parks and Recreation Advisory Board By -Law Change Statement of Issue: The Parks and Recreation Advisory Board (PRAB) was established by the Board of Commissioners on February 27th, 1989. Section 10 of the current by- laws, approved on May 191h, 2003, indicate that the standing meeting time is the first Wednesday of each month from 12noon to 2pm. On April 9, 2014 the PRAB voted unanimously to change its by -laws to an 1lam to f pm standing meeting time on the first Wednesday of each month. This change also provides the PRAB with the ability to set a meeting time and place by a majority vote and notification to the BoCC. Analysis /Strategic Goals /Pro's Et Con's: The purpose of this change is to better accommodate working people and people caring for small children. There are no known drawbacks to this change. The 2003 by -laws and the PRAB establishing resolution have been included in this agenda request for your information. Fiscal Impact /Cost Benefit Analysis: There are no fiscal impacts to this change. Recommendation: Review and approve the new by -laws. Department Contact: Matt Tyler, 385 -9129 Reviewed /By: Q/ Philip Morley, tounty Administrator Date BY -LAWS JEFFERSON COUNTY PARKS AND RECREATION ADVISORY BOARD SECTION 1 AUTHORITY: These by -laws are promulgated by the Board of Jefferson County Commissioners, who herein direct the formation of the Jefferson County Parks and Recreation Advisory Board. The committee shall be known hereafter as the "Jefferson County Parks and Recreation Advisory Board," hereafter referred to as the BOARD. The Board of Jefferson County Commissioners is hereafter referred to as the COMMISSION. SECTION 2 MEMBERSHIP: The BOARD shall be comprised of nine members residing in Jefferson County, representing equally each county commissioner's district. Vacant seats on the BOARD will be advertised in the official county newspaper, and persons requesting appointment will be interviewed by the Department of Public Works and the COMMISSION. The chairman of the COMMISSION shall appoint members to the BOARD with approval of a majority of the COMMISSION members. Upon completion of a member's term, the member may request reappointment of successive terms by the COMMISSION. Members shall serve either one, two or three year terms, established by lot. A vacancy of an unexpired term shall be filled by an appointment by the COMMISSION of a length necessary to complete the term. A member may be removed for cause by the chairman of the COMMISSION upon recommendation of a majority of BOARD members. Irregular attendance for scheduled meetings shall be grounds for a recommendation to the COMMISSION that an individual be removed from the BOARD. A leave of absence may be granted by the Chairman of the BOARD for a period not to exceed ninety (90) days. Any unexcused leave of absence in excess of ninety (90) days shall render the position unfilled, and it shall be filled as established in Section 2, Paragraph 2. SECTION 3 MEMBERS RESPONSIBILITIES AND DUTIES: The BOARD will assist in the development of programs and policies concerning Jefferson County parks and recreation. It will review and comment upon proposed rules, policies or ordinances prior to their adoption by the COMMISSION. The BOARD will oversee the development and any revisions to the Jefferson County Parks, Open Space and Recreation Plan and official amendments thereto, and carry out those duties prescribed therein. The BOARD from time to time may also make inquiries, or develop reports or recommendations. The BOARD shall report in all matters referred to it within forty (40) days or within such time as specified by the COMMISSION. The report of the BOARD shall be advisory only. SECTION 4 OFFICERS: Officers of the BOARD shall be the chairman and vice chairman. The chairman and vice chairman shall be elected annually, from among its members, at the first meeting held in December. A member shall serve no more than one (1) consecutive year as chairman or vice chairman. In the absence of both the chairman and vice chairman at a meeting or workshop, members present may elect for that session a temporary chairman to perform those duties prescribed by Section 5 of these by -laws. The chairman shall sign all correspondence on behalf of the BOARD. Jefferson County Parks and Recreation Advisory Board By -Laws Page 1 of 4 SECTION 5 OFFICERS' RESPONSIBILITIES AND DUTIES: The chairman shall; preside at all meetings and execute the agenda of such meetings in an orderly manner as prescribed under Section 9 of these by- laws; when appropriate and necessary; establish committees and appoint members thereto; and officially represent the BOARD before other organizations or groups. The vice - chairman shall officiate as chairman in the chairman's absence. SECTION 6 SECRETARY: The secretary shall be appointed by the BOARD. No member of the BOARD shall be appointed secretary. SECTION 7 SECRETARY'S RESPONSIBILITIES AND DUTIES: The secretary shall record the proceedings of all BOARD meetings, and shall be responsible for correspondence as required by the BOARD. SECTION 8 STAFF: The staff of the Jefferson County Department of Public Works shall serve as the BOARD'S staff. SECTION 9 STAFF RESPONSIBILITIES AND DUTIES: The BOARD'S staff shall; prepare and distribute agendas for meetings and workshops; account for and process expenditures; develop plans, studies and reports as directed by the BOARD; provide technical advice for BOARD members; notify members by telephone of meetings and workshops; and act in any other manner deemed necessary and consistent by the BOARD. SECTION 10 MEETINGS AND WORKSHOPS: Regular meetings of the BOARD shall be held monthly. Meetings shall be held the first Wednesday of every month, at 11am at the County courthouse in Port Townsend, or at a regular monthly time and place as set by a majority vote of the BOARD members and notification to the COMMISSION. Workshops can be held on matters of discussion by approval of the BOARD. No official action shall be taken at workshops. SECTION 11 CONDUCT: Meetings of the BOARD shall be guided by "Roberts Rules of Order." SECTION 12 QUORUM: A majority of the current membership of the BOARD as provided under Section 2 of these by -laws shall constitute a quorum. SECTION 13 VOTING: All members are entitled to one vote. A vote shall either favor or oppose the matter being acted upon, or a member may abstain from voting. All matters acted on shall be recorded as written motions. All matters establishing policies shall be decided by an affirmative vote of not less than a majority of the BOARD'S total current membership as provided under Section 2 of these by -laws. Such a vote shall include the chairman's. On all non - policy matters, action shall be taken by a majority vote of the quorum as established under Section 10 of these by -laws. The chairman shall only vote on non - policy matters when there is a need to break a tie vote. Jefferson County Parks and Recreation Advisory Board By -Laws Page 2 of 4 SECTION 14 AGENDA ITEMS: Items may be added to the agenda when presented at the beginning of the meeting, upon approval of a majority of members present. SECTION 15 CLAIMS FOR EXPENDITURES: All claims for expenditures for operating the BOARD shall be made by the Jefferson County Department of Public Works in accordance with requirements established by the Jefferson County Auditor. All claims shall be issued by the director of the department and approved by the COMMISSION. Any requests to claim expenses for attending a conference, seminar, or other similar session shall be approved by the COMMISSION prior to registration or attendance. SECTION 16 CONFLICT OF INTEREST: Members of the BOARD having personal or professional interest on a specific topic that may be deemed conflicting or infringe upon the appearance of fairness shall be absent from the meeting area during the discussion or voting of that topic. SECTION 17 OPEN MEETINGS: The BOARD shall abide by the Open Public Meetings Act as per RCW 42.30. SECTION 18 REPEALER: All previous by -laws of the BOARD are hereby repealed. SECTION 19 ADOPTION: These by -laws hereby adopted this day of , 20_, by the Board of Jefferson County Commissioners. Jefferson County Parks and Recreation Advisory Board By -Laws Page 3 of 4 APPROVED AND ACCEPTED: APPROVED AND ADOPTED THIS DAY OF 2015. PARKS AND RECREATION ADVISORY BOARD BOARD OF COUNTY COMMISSIONERS Jane Storm, Chair David Sullivan, Chair SEAL: ATTEST: Phil Johnson, Member Kathleen Kier, Member Approved as to Form: f� Erin Lundgren, Clerk of the Board David Alvarez Date Deputy Prosecuting Attorney Jefferson County Parks and Recreation Advisory Board By -Laws Page 4 of 4 BY -LAWS LINE IN LINE OUT VERSION JEFFERSON COUNTY PARKS AND RECREATION ADVISORY BOARD SECTION 1 AUTHORITY: These by -laws are promulgated by the Board of Jefferson County Commissioners, who herein direct the formation of the Jefferson County Parks and Recreation Advisory Board. The committee shall be known hereafter as the "Jefferson County Parks and Recreation Advisory Board," hereafter referred to as the BOARD. The Board of Jefferson County Commissioners is hereafter referred to as the COMMISSION. SECTION 2 MEMBERSHIP: The BOARD shall be comprised of nine members residing in Jefferson County, representing equally each county commissioner's district. Vacant seats on the BOARD will be advertised in the official county newspaper, and persons requesting appointment will be interviewed by the Department of Public Works and the COMMISSION. The chairman of the COMMISSION shall appoint members to the BOARD with approval of a majority of the COMMISSION members. Upon completion of a member's term, the member may request reappointment of successive terms by the COMMISSION. Members shall serve either one, two or three year terms, established by lot. A vacancy of an unexpired term shall be filled by an appointment by the COMMISSION of a length necessary to complete the term. A member may be removed for cause by the chairman of the COMMISSION upon recommendation of a majority of BOARD members. Irregular attendance for scheduled meetings shall be grounds for a recommendation to the COMMISSION that an individual be removed from the BOARD. A leave of absence may be granted by the Chairman of the BOARD for a period not to exceed ninety (90) days. Any unexcused leave of absence in excess of ninety (90) days shall render the position unfilled, and it shall be filled as established in Section 2, Paragraph 2. SECTION 3 MEMBERS RESPONSIBILITIES AND DUTIES: The BOARD will assist in the development of programs and policies concerning Jefferson County parks and recreation. It will review and comment upon proposed rules, policies or ordinances prior to their adoption by the COMMISSION. The BOARD will oversee the development and any revisions to the Jefferson County Parks, Open Space and Recreation Plan and official amendments thereto, and carry out those duties prescribed therein. The BOARD from time to time may also make inquiries, or develop reports or recommendations. The BOARD shall report in all matters referred to it within forty (40) days or within such time as specified by the COMMISSION. The report of the BOARD shall be advisory only. SECTION 4 OFFICERS: Officers of the BOARD shall be the chairman and vice chairman. The chairman and vice chairman shall be elected annually, from among its members, at the first meeting held in December. A member shall serve no more than one (1) consecutive year as chairman or vice chairman. In the absence of both the chairman and vice chairman at a meeting or workshop, members present may elect for that session a temporary chairman to perform those duties prescribed by Section 5 of these by -laws. The chairman shall sign all correspondence on behalf of the BOARD. Page 1 of 4 SECTION 5 OFFICERS' RESPONSIBILITIES AND DUTIES: The chairman shall; preside at all meetings and execute the agenda of such meetings in an orderly manner as prescribed under Section 9 of these by- laws; when appropriate and necessary; establish committees and appoint members thereto; and officially represent the BOARD before other organizations or groups. The vice - chairman shall officiate as chairman in the chairman's absence. SECTION 6 SECRETARY: The secretary shall be appointed by the BOARD. No member of the BOARD shall be appointed secretary. SECTION 7 SECRETARY'S RESPONSIBILITIES AND DUTIES: The secretary shall record the proceedings of all BOARD meetings, and shall be responsible for correspondence as required by the BOARD. SECTION 8 STAFF: The staff of the Jefferson County Department of Public Works shall serve as the BOARD'S staff. SECTION 9 STAFF RESPONSIBILITIES AND DUTIES: The BOARD'S staff shall; prepare and distribute agendas for meetings and workshops; account for and process expenditures; develop plans, studies and reports as directed by the BOARD; provide technical advice for BOARD members; notify members by telephone of meetings and workshops; and act in any other manner deemed necessary and consistent by the BOARD. SECTION 10 MEETINGS AND WORKSHOPS: Regular meetings of the BOARD shall be held monthly. Meetings shall be held the first Wednesday of every month, at 11am at the County courthouse in Port Townsend, or at a regular monthly time and place as set by a majority vote of the BOARD members and notification to the COMMISSION. Workshops can be held on matters of discussion by approval of the BOARD. No official action shall be taken at workshops. SECTION 11 CONDUCT: Meetings of the BOARD shall be guided by "Roberts Rules of Order." SECTION 12 QUORUM: A majority of the current membership of the BOARD as provided under Section 2 of these by -laws shall constitute a quorum. SECTION 13 VOTING: All members are entitled to one vote. A vote shall either favor or oppose the matter being acted upon, or a member may abstain from voting. All matters acted on shall be recorded as written motions. All matters establishing policies shall be decided by an affirmative vote of not less than a majority of the BOARD'S total current membership as provided under Section 2 of these by -laws. Such a vote shall include the chairman's. On all non - policy matters, action shall be taken by a majority vote of the quorum as established under Section 10 of these by -laws. The chairman shall only vote on non - policy matters when there is a need to break a tie vote. Page 2 of 4 SECTION 14 AGENDA ITEMS: Items may be added to the agenda when presented at the beginning of the meeting, upon approval of a majority of members present. SECTION 15 CLAIMS FOR EXPENDITURES: All claims for expenditures for operating the BOARD shall be made by the Jefferson County Department of Public Works in accordance with requirements established by the Jefferson County Auditor. All claims shall be issued by the director of the department and approved by the COMMISSION. Any requests to claim expenses for attending a conference, seminar, or other similar session shall be approved by the COMMISSION prior to registration or attendance. SECTION 16 CONFLICT OF INTEREST: Members of the BOARD having personal or professional interest on a specific topic that may be deemed conflicting or infringe upon the appearance of fairness shall be absent from the meeting area during the discussion or voting of that topic. SECTION 17 OPEN MEETINGS: The BOARD shall abide by the Open Public Meetings Act as per RCW 42.30. SECTION 18 REPEALER: All previous by -laws of the BOARD are hereby repealed. SECTION 19 ADOPTION: These by -laws hereby adopted this day of , 20_, by the Board of Jefferson County Commissioners. Page 3 of 4 APPROVED AND ACCEPTED: APPROVED AND ADOPTED THIS DAY OF 2013. SEAL: ATTEST: BOARD OF COUNTY COMMISSIONERS John Austin, Chair Phil Johnson, Member David W. Sullivan, Member Approved as to Form: Erin Lundgren, Clerk of the Board David Alvarez Date Deputy Prosecuting Attorney Page 4 of 4