Memorandum 11-090 Amending the Regular Meeting Schedule of the Parks and Recreation Advisory Commission

Memorandum ID: 
11-090
Memorandum Status: 
No Status

Details

Office of the City Clerk 491 E. Pioneer Avenue
Homer, Alaska 99603-7624
Jo Johnson, CMC, City Clerk (907) 235-3130

(907) 235-8121
Melissa Jacobsen, CMC, Deputy City Clerk II Extension: 2227
Renee Krause, CMC, Deputy City Clerk I Extension: 2224

Fax: (907) 235-3143
Email: clerk@ci.homer.ak.us
MEMORANDUM 11-090
________________________________________
TO: MAYOR HORNADAY AND CITY COUNCIL
FROM: THE PARKS AND RECREATION ADVISORY COMMISSION
DATE: JUNE 19, 2011
RE: AMENDING THE REGULAR MEETING SCHEDULE OF THE COMMISSION
________________________________________
Background
The Parks and Recreation Advisory Commission changed the regular meeting schedule in 2009 due to the inability to have a quorum for meetings especially during the winter months. Due to increased budget shortfalls City Council also requested the standing bodies to consider reducing the number of meetings to save on staff overtime.

This commission complied reducing the meetings to monthly during the May through September season and bi-monthly October through April.

Since there is now a full complement on this Commission and to be able to distribute the workload and items on the agenda it is in the best interest of the Commission to revert back to monthly meetings. The number of time sensitive issues is increasing; the commission is focused on more projects, goals and tasks, and the results are meetings lasting longer than two hours.
The Parks and Recreations Advisory Commission addressed the issue of meeting monthly at their regular meetings of March 17, 2011; May 19, 2011 and June 16, 2011. Excerpts from those meetings minutes are included.


RECOMMENDATION
Approve the request to reinstate the regular monthly meetings on the third Thursday of the month at 5:30 p.m. with the exception of no meeting scheduled for the month of December.

Attachments: Meeting Minutes - March 17, 2011, New Business, Item D.
Meeting Minutes - May 19, 2011, Pending Business, Item A.
Meeting Minutes - June 16, 2011, Pending Business, Item A.
 

EXCERPT FROM THE MARCH 17, 2011 MEETING MINUTES:
NEW BUSINESS
D. Request to Consider Changing the Frequency of the Regular Commission Meetings

Chair Bremicker outlined the reason for the previous changes to the meeting time and schedule and asked what the majority of the commission felt on changing the time.

The Commissioners discussed the budgetary constraints and having special meetings in order to accomplish their heavy agendas. The current meeting schedule is not favorable to accomplishing their agenda in a timely manner. Subcommittees are a great way to accomplish some tasks but the time to form a Committee, getting members, etc. Sub-committees still must work on the recommendations that are submitted to the Commission and then the Commission submits to the Council. It was agreed that this all takes time. Staff noted that the frequency of the meetings was originally changed to comply with Council request at the time and since there was a number of meetings that the Commission did not have a quorum but the time and expense to create the agendas and packets was still expended by staff it was agreeable. If the Commission agrees that regular monthly meetings at 5:30 p.m. it will have to still be approved by Council.

BRANN/HARRALD – MOVED TO START THE PROCESS TO CHANGE THE BYLAWS TO MEET MONTHLY YEAR ROUND.

There was no discussion.

VOTE. YES. NON-OBJECTION. UNANIMOUS CONSENT.

Motion carried.

There was a brief discussion on having a special meeting in April after the Worksession on April 20, 2011 at 5:00 p.m.

There was no further discussion.

EXCERPT FROM THE REGULAR MEETING MINUTES OF MAY 19, 2011:
PENDING BUSINESS

A. Changing the Frequency of the Regular Meetings

Chair Bremicker summarized the memorandum for the record. Clarification was made regarding the need to make a decision on it at this meeting since they were running short of time. Ms. Krause explained that this item was on the agenda and discussed during the March regular meeting and this is the second review and hearing on changing the meeting frequency to monthly year round. It was noted that it could be postponed to the June meeting.

The Commission agreed to postpone this item to the June meeting.

EXCERPT FROM THE JUNE 16, 2011 REGULAR MEETING MINUTES:
PENDING BUSINESS

A. Changing the Frequency of the Regular Meetings

Chair Bremicker introduced the agenda item and provided a summary history of the changes and request to revert back to monthly meetings.

CUMMING/HARRALD – MOVED TO RESUME REGULARLY SCHEDULED MONTHLY MEETINGS WITH THE EXCEPTION OF DECEMBER THERE WOULD BE NO MEETING AND THESE MEETINGS WILL BE ON THE THIRD THURSDAY OF THE MONTH.

Commissioner Cumming reminded the Commissioners present on the previous discussions and that they have so many things to address and not meeting monthly they will fall behind. She pointed out further the value of meeting monthly year round. This will have to go before Council for approval. Commissioner Harrald brought attention to unexcused absences. Chair Bremicker explained absences and the removal from the Commission. Commissioner Harrald stated that this was off topic and apologized to the Commissioners present. There was no further discussion or comments.

VOTE. YES. NON-OBJECTION. UNANIMOUS CONSENT.

Motion carried.