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Jefferson County
Board of Commissioners
Agenda Request
To: Board of Commissioners
Philip Morley, County Administrator
From: Monte Reinders, Public Works Director/County Engineer
Agenda Date: June 3, 2019
Subject: Jefferson County Parks and Recreation Advisory Board Bylaw Revision
Statement of Issue:
The Jefferson County Parks and Recreation (Advisory Board) bylaws were last updated on
May 19th, 2003. The Advisory Board worked together and prepared a new revision. On April
3, 2019 the Advisory Board unanimously recommended the revised bylaws for adoption by
the Jefferson County Board of Commissioners.
Analysis/Strategic Goals/Pros Et Cons:
Substantive changes to the bylaws are as follows:
1. Meeting location changed from the Courthouse to Public Works.
2. Regular meeting frequency changed from once a month to once every two months.
3. Board Programs and Responsibilities section added (Section 4).
Fiscal Impact/Cost Benefit Analysis:
The Advisory Board plays a key role in community involvement, policy, programs, and the
Parks, Recreation and Open Space Comprehensive Plan. The bylaws revisions allow for:
1. More accessible meetings in a more conducive space.
2. Additional sub-committee work between regular meetings.
3. More action-oriented meetings.
4. Consistent yearly projects and responsibilities.
Recommendation:
Approve and accept the revised bylaws.
Department Contact:
Matt Tyler, 385-9129
Revie ed By:
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Philip Morle 'ounty Administrator Date
Jefferson County Parks and Recreation Advisory Board Bylaws
Section 1:Authority
The Jefferson County Board of Commissioners(Commission) established the Jefferson County Parks and
Recreation Advisory Board (Board) in Resolution 18-89.The Commission enacts and revises these bylaws as
recommended by the Board.
Section 2: Membership
The Board has 3 seats in each county commissioner district, equaling 9 total seats. Members must live in the
district they represent.Jefferson County Public Works advertises vacant Board seats in the official county
newspaper or county website.The Board interviews applicants to recommend to the Commission.The
Commission votes on applicants.The Commission chair appoints applicants with a majority Commission vote.
Each term is two years.A member whose term is ending may ask the Commission for another term.
The Commission chair may remove a member for cause if the majority of the Board is in support. Irregular
attendance may be grounds for removal.
A member may ask for a leave of absence for up to 3 consecutive regular meetings, which the Board chair may
grant. Members with unexcused absences over 3 consecutive regular meetings forfeit their seats.
Section 3: Member Responsibilities and Duties
The Board will help develop Jefferson County Parks and Recreation programs and policies. It will review and
comment on proposed rules, policies, and ordinances before the Commission adopts them.
The Board will help develop, revise, amend, and carry out duties in the Jefferson County Parks, Recreation and
Open Space Comprehensive (PROS) Plan.
The Board may research, report on, or make recommendations on parks and recreation issues.The Board may
form subcommittees as needed.
The Board must report on items referred to it within 40 days or another timeframe set by the Commission.
Board reports are advisory only.
Section 4: Board Programs and Responsibilities
The Board must carry out three yearly tasks:
• Report progress to the Commission.
• Host a volunteer appreciation event.
• Tour and assess county parks.
Section 5: Officers
The Board elects officers chair and vice chair during the first meeting in December. Officers must change yearly.
Section 6: Officers' Responsibilities and Duties
The chair must:
• Lead all meetings.
• Carry out meeting agendas in an orderly manner.
• Officially represent the Board before other organizations or groups.
• Sign correspondence on the Board's behalf.
The vice chair will act as chair in the chair's absence. If both officers are absent for a meeting or workshop,the
present Board members may elect a temporary chair to carry out the chair's duties.
Section 7: Secretary
Jefferson County Public Works provides a staff member to serve as secretary.
Section 8:Secretary's Responsibilities and Duties
The secretary records Board meeting minutes and handles Board correspondence.
Section 9: Staff
Jefferson County Public Works staff serve as the Board's staff.
Section 10:Staff Responsibilities and Duties
The Board's staff will:
• Prepare and distribute meeting agendas.
• Account for and process expenses.
• Create plans, studies, and reports with the Board.
• Provide technical advice.
• Notify members of meetings and workshops.
• Perform other duties needed by the Board.
Section 11: Meetings
Regular Board meetings are 11 a.m. at Jefferson County Public Works on the first Wednesday of:
• February.
• April.
• June.
• August.
• October.
• December.
Section 12:Conduct
Board meetings are guided by Robert's Rules of Order.
Section 13: Quorum
A majority of the current Board is needed for a quorum.
Section 14:Voting
Each regular member is allowed one vote per item. Members may vote for, against, or abstain from voting on
items.The secretary records all votes as written motions in the meeting minutes.
Votes on policy include the chair and must pass with a majority of the current Board. Non-policy items pass with
a majority vote of a quorum.The chair only votes on non-policy items when needed to break ties.
Section 15:Agenda Items
Agendas for regular meetings may be revised when meetings start. A majority of members present must
approve revisions.
•
• Section 16: Expense Claims
Jefferson County Public Works must follow the Jefferson County Auditor's rules when claiming expenses for
Board needs. All claims are issued by the Public Works Director and approved by the Commission. Board
members may ask to claim expenses to attend conferences, seminars, or other similar sessions.The Commission
must approve the claims before members register for or attend such events.
Section 17: Conflict of Interest
A Board member who appears to have a conflict of interest on a topic must leave the meeting area during
discussion or votes on that topic.
Section 18: Open Meetings and Public Records
The Board must train on and follow the Open Public Meetings Act (RCW 42.30) and the Public Records Act (RCW
42.56).
Section 19: Repealer
This repeals all previous Board bylaws.
Section 20:Adoption
The Commission adopts these bylaws today,
Approved and accepted:
Parks and Recreation Advisory Board Jefferson County Board of Commissioners
Malloree Weinheimer, Chair Kate Dean,Chair
David Sullivan, Member
Greg Brotherton, Member
Approved as to form only.
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Philip Hunsucker Date
Civil puty Prosecuting-Attorney
Monte Re Da e
Public Works Director/County Engineer