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R-2015-101 2015-06-08RESOLUTION NO. R2015-101 A Resolution of the City Council of the City of Pearland, Texas, approving the Amended Bylaws of the Pearland Parks, Recreation and Beautification Board. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PEARLAND, TEXAS: Section 1. That the City Council hereby approves the Amended Bylaws of the Pearland Parks, Recreation and Beautification Board attached hereto as Exhibit "A". PASSED. APPROVED. AND ADOPTED this 8'" day of June, A.D., 2015. ATTEST: YO LORG, RMC CI '/ SECRRY APPROVED AS TO FORM: w-- DARRIN M. COKER CITY ATTORNEY TOM REID MAYOR • : ''''iflllll\k\``\ Resolution No. R2015-101 Exhibit "A" First Amended By -Laws For Pearland Parks, Recreation and Beautification Board NAME Article 1. The name of this body shall be the Parks, Recreation and Beautification Board of the City of Pearland. PURPOSE Article 2. The purpose of this board shall be the following as they concern recreational needs and facilities for the citizens of Pearland: 1. to promote interest throughout the community; 2. to act as liaison between citizens and the City Council; 3. to review and recommend to the City Council a Parks and Recreation department budget; 4. to provide recommendations to the City Council regarding policies, procedures, programs and services provided by the Parks and Recreation Department: 5. Provide recommendations to the City Council regarding the planning for and the construction of parks and facilities for the City. MEMBERSHIP Article 3. The Board shall consist of seven (7) voting members. Article 4. Each regular member shall have one vote. Article 5. Each regular member shall be charged with the responsibility of representing all of the citizens of the community, with membership on the Board requiring an interest in the recreational facilities and activities within the City of Pearland. Article 6. Article 7. Vacancies that occur through regular termination, resignation, removal from the Board or death shall be filled by appointment to the Board by the City Council. Interested individuals wanting to serve on the Board must submit a volunteer application form with the City Secretary's office of the City of Pearland. Adopted April 9, 2015 Article 8. Article 9. Article 10. The members shall serve three-year terms, may succeed themselves only twice. Terms of office start November 1, of each year. The officers of the Board shall serve one-year terms beginning each October and shall be elected at the prior September meeting by active regular members serving at the time. Article 11. Committee positions shall be: 1. Chairman: a. To preside over all meetings. Speak for the Board and signs all official documents of the Board. b. Shall be selected from the members who were active in the preceding year. 2. Vice Chairman: a. In the absence of the Chairman, shall preside over all meetings, speak for the Board, and sign all official documents of the Board. b. Shall be selected from the members who were active in the preceding year. PROCEDURES Article 12. The Board shall meet once a month and may call special meetings at the Board's discretion. Article 13. Meetings will be at a regularly scheduled day, time and place to be determined at the first meeting in October of each year. Article 14. All meetings shall be held in accordance with the Texas Open Meeting Act. Article 15. Failure to attend three (3) consecutive un -excused absences and/or five absences in one calendar year may result in removal from the Board, by Majority vote of the Board. Article 16. The meetings shall be conducted in accordance with Robert's Rules of Order. Adopted April 9, 2015 Article 17. Article 18. Decisions of the Board shall be by simple majority of membership except on changes to the By -Laws which require a two-thirds vote of the membership required. Official recommendations of the Board shall be made to City Council through the City Manager in the form of a memo from the Parks and Recreation Director and the Chairman of the Parks, Recreation and Beautification Board. Article 19. The City Council of the City of Pearland shall approve these By -Laws and any changes thereto, before they can become effective. Adopted April 9, 2015 Parks, Recreation & Beautification Board Rules and Order of Business 1. ORGANIZATION The advisory board shall consist of seven (7) voting board members. Board members are appointed and serve at the will of City Council. The Chairman of the board shall be the presiding officer for Board meetings. The Parks & Recreation Director serves as the staff liaison between the City Administration and City Council and is not a voting member of the board. These rules shall serve as guidelines for the organization and conduct of board to ensure that the City is governed in an orderly fashion. 2. REGULAR MEETINGS The board shall meet once per month in accordance with their by-laws. Regular meetings times shall be established at the October meeting for terms beginning in November. For November 2014 -October 2015, the meetings of the board shall be held on the 2"d Thursday of each month at 8:30 A.M. in the 2"d floor conference room of the Recreation Center & Natatorium, and the public is invited to attend the meetings. If the board meets at a place or time other than its regular meeting place, then public notice to such effect shall be posted in accordance with the Texas Open Meetings Act. 3. SPECIAL MEETINGS A special meeting may be held upon the request of the Parks & Recreation Director or written request by any two (2) board members provided to the Parks & Recreation Director. Notice of special meetings must be posted in accordance with the Texas Open Meetings Act. 4. JOINT MEETINGS The Board may hold Joint Meetings with various Boards, Commissions, and/or various governmental entities that share a community interest with the City. Such meetings shall be scheduled for a specific purpose or goal, agreed to by the City and the other entity prior to the meeting and posted for public information in accordance with the Texas Open Meetings Act. 5. AGENDA The Parks & Recreation Director and the Administrative Assistant shall prepare an agenda for business to be considered at each regular Board meeting. It shall be the practice of the City to include on any regular Board meeting agenda all items that are deemed appropriate by the Parks & Recreation Director or any one board member. For any board member to have an item placed on the regular meeting agenda, the request shall be in writing and shall be filed with the Administrative Assistant no later than noon on the Wednesday the week before the regular meeting at which it is requested for consideration. If the filing is later than noon on that Approved January 8, 2015 Wednesday before the regular meeting, the item shall be placed on the agenda of the next regular meeting, unless the Parks & Recreation Director determines that delaying the requested item would be contrary to the City's best interest. The format for agendas shall include: I. Call to Order II. RoII Call III. Approval of Minutes IV. Board Report V. Citizen Comment VI. Discussion/Action Items VII. Director's Report VIII. Adjournment 6. PUBLIC COMMENT RULES A. All members of the audience addressing the Board("Speaker") shall direct their remarks to the person in charge of the meeting ("Chair"). B. No Speaker shall address the Board unless recognized by the Chair for that purpose. C. Remarks shall be limited to those pertaining to matters before the Board, to related City business or policy, or to issues of community concern or interest. Profane, vulgar or abusive language or personal attacks will not be tolerated. D. No Speaker shall continue to address the Board after being informed by the Chair that the Speaker's time for addressing the Board has expired. E. The Speaker shall be limited to 3 minutes to address the Board. If a single individual has been designated, on behalf of a larger group, to speak for the group, then such individual shall be allowed a maximum of 5 minutes to speak. The Chair has the authority to grant additional time, if requested by a Speaker, for good cause. At the end of the Speaker's allotted time, the Chair shall direct the Speaker to wrap up and the Speaker shall not exceed 1 additional minute of speaking time. F. Board shall not respond to Speakers; however the Parks & Recreation Director or designee may respond to the Speaker, if appropriate, outside of or during the meeting. Approved January 8, 2015 7. QUORUM Two-thirds (2/3) of the qualified members of the Board shall constitute a quorum for conducting business. A quorum for conducting business can be achieved with four board members physically present at the meeting. Board members must RSVP by responding prior to the meetings to ensure quorum. If quorum cannot be established 24 hours prior to the meeting, the meeting will be canceled and a notice sent. 8. VOTING Unless otherwise provided by City Charter, law or ordinance, the affirmative vote of the majority of those Board members present shall be necessary to adopt any ordinance or resolution. The vote on Parks & Recreation ordinances and resolutions shall be taken by roll call and entered into the City's official record. 9. DEBATE AND DECORUM Robert's Rules of Order Newly Revised shall, to the extent feasible, govern the proceedings of Board. The Parks & Recreation Director or designee shall act as Parliamentarian for Board meetings. 10. ETHICAL STANDARDS It is the official policy of the city that: A. City officials shall be independent, impartial, and responsible to the citizens of the city; B. City officials shall not have a financial interest, and shall not engage in any business, transaction, or professional activity, or incur any obligation that conflicts with the proper discharge of their duties for the city in the public interest; C. The principles of personal conduct and ethical behavior that should guide the behavior of city officials include: (1) A commitment to the public welfare; (2) Respect for the value and dignity of all individuals; (3) Accountability to the citizens of the city; (4) Truthfulness; and (5) Fairness. D. Under such principles of conduct and ethical behavior, city officials should: Approved January 8, 2015 (1) Conduct business with integrity and in a manner that merits the trust and support of the public; (2) Be responsible stewards of the taxpayers' resources; and (3) Take no official actions that would result in personal benefit in conflict with the best interests of the city. E. To implement the aforementioned purpose and principles, the City Council has enacted rules of ethical conduct to govern city officials (City Ordinance No. 1462-1 as it may be amended from time to time). It is the purpose and intent of this city board to comply with these rules of ethical conduct and assure a fair opportunity for all of the city's citizens to participate in government, to adopt standards of disclosure and transparency in government, and to promote public trust in government. 11. NEW BOARD MEMBER ORIENTATION Each new Board member shall, at their first meeting, be provided various forms of vital information which shall include, but not be limited to, the following: A. By-laws B. Park & Trail Master Plan C. Annual Goals & Action Plan D. Information on Capital Improvement Projects E. Department Organizational Charts F. Department Timeline/Monthly Schedule Each November board meeting members will review the by-laws and participate in other board related training. 12. ROLES/FUNCTIONS/EXPECTATIONS: In accordance with the by-laws the board will specifically: a. Submit budget recommendations to the Parks and Recreation Department staff, City Manager and City Council as required for inclusion in the City budget. b. Recommend priorities for projects to be funded by the City. c. Assist the Parks and Recreation Department staff in seeking grant aid for projects, land purchases, park equipment and other associated materials and supplies. d. Recommend policies and procedures for the operation, maintenance, construction and programming for parks, facilities and recreation programs. e. Seek advice and information from other City, County, State and Federal agencies. Approved January 8, 2015 f. Review and recommend updates to the Parks and Recreation Master Plan(s) every five years. g. Provide recommendations to City Council regarding conflicts of usage of any park or recreation facility belonging to the City of Pearland. h. Provide recommendations to the Parks and Recreation Department staff for department special events. Board will serve as the Event Advisory Committee. In the capacity as the event advisory committee, board members will be asked to provide recommendations on band/entertainment selections, food vendors, and parade themes. Board members may be asked to research possible types of activities and provide staff with findings, provide suggestions/input event rain plans, the creation of new events and the discontinuation of existing events. i. The Board will be involved in reviewing and approving applications for projects for proposed enhancements to public park property. Project applications will be submitted by individuals, non -profits, businesses wishing to make these improvements. j. The board will review applications from sporting associations to be designated as Recognized Sorts Associations (RSA) in accordance with the departments Athletic User Group policies. The board will also hear and approve/deny appeals regarding use of Athletic Fields brought forward by potential users. k. When possible, the board will review proposals submitted by developers for park amenities and provide a written opinion to the Planning and Zoning Commission for consideration. I. Board members are the eyes and ears of the community to the Department and should be advocates for the Parks & Recreation Department as well as communicate with/to the department. Board members should be familiar with and promote the department vision and mission to the community and other organizations. Other actions board members can take to become advocates include: i. Attend Council meetings to support the department ii. Assist and establish contacts within the community iii. Assist in identifying community resources to aid in meeting the needs of the public at large iv. Know and communicate various functions of the department to the public v. Be a spokesperson for the department at various organizations vi. Actively participate in events/programs/projects vii. Provide constructive feedback to Parks & Recreation Department received by others to address community needs viii. Relay information gathered from Parks & Recreation department to community and council ix. Educate the community as to the benefits of parks and recreation programs and facilities. m. Undertake other duties consistent with the Board's purpose as requested by the City Council. Approved January 8, 2015