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Jefferson County
Board of Commissioners
Agenda Request
To: Board of Commissioners
Mark McCauley, County Administrator
From: Monte Reinders, Public Works Director/County Engineer
Agenda Date: July 11, 2022
Subject: Parks and Recreation Advisory Board By-Laws Update
Statement of Issue:
The Jefferson County Parks and Recreation Advisory Board (JCPRAB) By-laws have
been updated with assistance from the Prosecuting Attorney's Office in order to meet
changes to the Open Public Meetings Act (OPMA).
Analysis/Strategic Goals/Pro's Et Con's:
Changes to the OPMA in the last State legislative session have made the current
JCPRAB by-laws non-compliant with the OPMA. The Prosecuting Attorney's Office
reviewed the current JCPRAB by-laws in light of the changes to the OPMA and
provided an updated draft for the JCPRAB consideration. The JCPRAB voted
unanimously to adopt the draft by-laws at its public meeting on June 1, 2022
Fiscal Impact/Cost Benefit Analysis:
Expenditures have been limited to staff time budgeted for in the adopted 2022-2023
Parks and Recreation budget.
Recommendation:
Adopt the attached JCPRAB By-laws.
Department Contact: Matt Tyler ext 129
Reviewed By:
Mark McCaule ' County Admi, :tor ate
Jefferson County Parks and
Recreation Advisory Board By -Laws
Wette rso n county
Parks and
RecreationAdvisory
Board
July 11, 2022
Jefferson County Parks and Recreation Advisory Board By -Laws
TABLE OF CONTENTS
TABLEOF 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 ............................................. .......................... I ........ I ........... 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..................................................................................I....8
24
SAVINGS CLAUSE..................................................................................................................8
25
EFFECTIVE DATE...................................................................................................................9
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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.
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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 one year 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.
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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.
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■ 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.
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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 place the item on an upcoming agenda or may set a date for the JCPRAB to solicit
comment from the community.
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.
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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.
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
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Jefferson County Parks and Recreation Advisory Board By -Laws
iii. Approval/Correction of Minutes from Previous Meeting
iv. Committee Reports
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.
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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 2022.
PARKS AND RECREATION ADVISORY BOARD
Tim Rensema, Chair
ADOPTED THIS DAY OF , 2022.
JEFFERSON COUNTY BOARD OF COMMISSIONERS
Heidi Eisenhour, Chair
Kate Dean, Member
Greg Brotherton, Member
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