HomeMy WebLinkAboutDraft JCPRAB Event Planning Guide Proposal
PROPOSAL
JCPRAB Event Planning Guide
A Flexible Framework to Work Within
Draft Working Document, November 13, 2024
Regular Meetings (First Thursday of every other month starting in February from 3pm to 5pm at P.W.)
The Parks & Rec manager, chair, and vice-chair work as a team to plan and produce the meetings.
Staff, Board Chair and Vice Chair, and Member Meeting Shared Responsibilities:
1. Chair and Vice Chair will work with the board to create their overall goals and objectives for the
year and plan the meetings in consultation with staff based on these goals. Staff can support the
process, provide analysis, and other information.
2. Board Chair initiates the creation of the meeting agendas by providing guidance to staff.
3. Staff will produce the agenda based on board guidance and send it to the Chair and Vice Chair
for their review and approval.
4. Staff will send the agenda and meeting documents to the board.
5. Staff will publicize the meeting according to OPMA standards and take minutes.
6. Meeting quorums will be tracked using a scheduling poll such as Doodle. Staff and members will
rely on the results of the Doodle Poll. Staff will notify the board if there is not a quorum.
7. Staff will send and receive all planning emails.
Celebration of Stewardship (3rd Wednesday in September from 3pm to 5pm at the HJ Carroll Park
Rotary Pavilion)
This event is produced by the JCPRAB with support from staff. An event committee usually takes the
lead.
Board
1. Write and provide letters and invites.
2. Create an Evite account or other invite service, send invites via the Evite account, and monitor
RSVP’s.
3. Prepare (stuff) envelopes, apply labels.
4. Plan and produce all aspects of the event.
5. Attend the event to the best of their ability.
6. If desired, then buy food by reimursement, equipment, and supplies for the event; prepare and
serve food and give receipts to staff. There is also the option of pizza, subs, or other low-cost
catering type food.
7. Set up, operate, and clean up.
8. If there is a program – then MC the program and participate in speeches etc.
9. Transportation of any Parks & Rec equipment as needed.
Staff
1. Keep an updated list of parks and recreation volunteers name, address, and email where
possible. Provide the list to the board so the board for invitations.
2. Design and print appreciation certificates, letters, etc. if desired.
3. If mailings are wanted, then provide envelopes and mailing labels for invitations.
4. Provide postage and mail the board-prepared invites or other letters.
5. Complete a County event expense form for food reimbursement.
6. Reserve HJ Carroll Park Rotary Pavilion.
7. Manager will arrive early and stay late in order to help set up, run, and clean up after the event.
Manager can give a speech if there is a program, but not MC.
8. Other parks staff will try to attend and support the event when possible.
9. Staff will make Parks and Rec equipment available if needed.
Annual Parks Tour (4th Weds in April from 9:00am to 2:00pm)
The Park Tour is initiated, produced, and documented by the board with staff support. A committee or
an individual board member usually takes the lead.
Board
1. Initiate the planning process. Consult with staff for support and information needed.
2. Attend the tour and participate in the survey.
3. Gather and analyze the surveys and create a report or a power point presentation.
Staff
1. Provide a template for the survey and bring copies to the tour.
2. Take photos and make them available to the board.
3. If needed, staff can help prepare the power point.
Annual Presentation to the BoCC (2nd Monday in May, usually in the afternoon)
This is a presentation to the BoCC by the JCPRAB. The Board Chair usually takes the lead. The
presentation can focus on whatever the board prefers, but would typically include information about
the condition of the parks and the status of the recreation programs. Other topics could include capital
planning, small projects, volunteerism, policy issues, fees, rules and ordinances, maintenance and
operations, JCPRAB successes, JCPRAB concerns or praise from their interactions with the community.
Board
1. Prepare information and present it to the BoCC in a workshop format.
2. Attend the presentation if possible.
3. It is usually seated around the table with a brief presentation followed by an informal discussion
and question and answer.
4. Keep notes and provide a review for the whole board at the next JCPRAB meeting.
Staff
1. Write the agenda request and schedule the presentation with the BoCC office.
2. Provide information and analysis as needed by the board.
3. Attend the presentation and participate in discussion as needed.
Ongoing Use and Monitoring of This Plan
1. This plan will be placed as an agenda item in the Committee Reports section of each meeting as
way of checking in and moving forward.