Memorandum 16-060 Parks and Recreation Advisory Commission Bylaws Amendment

Memorandum ID: 
16-060
Memorandum Status: 
Backup

Details

Memorandum 16-060

TO:                       MAYOR WYTHE AND CITY COUNCIL

FROM:                 PARKS AND RECREATION ADVISORY COMMISSION

THRU:                 RENEE KRAUSE, CMC, DEPUTY CITY CLERK

DATE:                  MARCH 22, 2016

SUBJECT:         AMEND BYLAWS TO HAVE CHAIR OR VICE CHAIR AS APPROPRIATE CONDUCT                                       AGENDA REVIEW

In order to keep the agenda at a manageable level for the commission and staff and to conduct the meetings within the two and one-half hour maximum time frame designated by Resolution 13-092, staff is requesting a revision to the bylaws to have the chair approve all agenda item requests. Currently any commissioner and staff may add items to the agenda until the agenda closure time and this had led to lengthy commission meeting lasting three or more hours to address all the agenda items in a timely manner.

 

The Bylaws amendment was introduced at the February 18, 2016 meeting and again on the agenda for a final vote at the March 17, 2016 regular meeting. Following are the excerpts from the minutes of those meetings.

 

 

 

 

 

 

 

 

Recommendation

Approve the request to amend the Parks and Recreation Advisory Commission Bylaws to have the Chair or Vice Chair as appropriate conduct agenda review.

Excerpt from February 18, 2016 Regular Meeting:

NEW BUSINESS                   

D. Amending the Commission Bylaws Regarding Adding Items to the Agenda

 

Chair Steffy read the title into the record and requested a motion.

 

ASHMUN/LOWNEY – MOVED TO DISCUSS AMENDING THE BYLAWS.

 

Discussion on the proposed amendment was met favorably by a majority of the commission.

 

LOWNEY/ARCHIBALD – MOVED TO APPROVE THE AMENDMENT TO THE BYLAWS TO HAVE AGENDA PROCESS VETTED BY THE CHAIR OR VICE CHAIR AND ADD IT TO THE MARCH MEETING AGENDA FOR SECOND AND FINAL READING.

 

There was additional brief discussion on the benefits of making this change. If the Chair is not available the Vice Chair will be delegated the task or if he/she is not available then the Chair will appoint a commissioner to fill the role of acting chair. Staff explained that previously the Chair determined the agenda. A draft agenda containing items that were carried over, on the annual calendar or submitted by the Clerk, such as the regular meeting schedule would be forwarded to the Chair then they would add the additional items that were submitted to him from commissioners. This process was changed to staff and the Clerk preparing the agenda and the commissioners requesting items to be added because the Chair was not being responsive in a timely manner in completing the agenda. Staff would like to have it changed back to the way it was done.

 

VOTE. YES. ASHMUN, ROEDL, BRANN, ARCHIBALD, STEFFY, HART, LOWNEY

 

Motion carried.

 

Excerpt from March 17, 2016 Regular Meeting:

PENDING BUSINESS

 

A. Amending the Commission Bylaws

               1. Packet Material and Agenda Review Conducted by the Chair

 

Chair Steffy read the title into the record and requested a motion to bring it to the floor.

 

BRANN/HART - MOVED TO AMEND THE PARKS AND RECREATION ADVISORY COMMISSION BYLAWS TO HAVE THE CHAIR OR VICE CHAIR AS APPROPRIATE CONDUCT PACKET CONTENT REVIEW AND AGENDA APPROVAL.

 

Chair Steffy commented on the process will work very well and help contain what the commission can address in one meeting.

 

VOTE. YES. ASHMUN, ROEDL, BRANN, STEFFY, HART

 

Motion carried.