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HomeMy WebLinkAbout2018-09-01 ORDINANCE NO: .2OI s-D R -� AN ORDINANCE ABOLISHING THE CITY OF BATESVILLE PARKS AND RECREATION COMMISSION, CREATING A PARKS AND RECREATION ADVISORY COMMITTEE AND FOR OTHER PURPOSES WHEREAS, the Batesville Parks and Recreation Commission was created by ordinance decades ago and needs to be updated in order to better serve the needs of the City; WHEREAS, an advisory committee would give the city greater flexibility in addressing parks and recreation needs; and WHEREAS, it has been determined that the Batesville Parks and Recreation Commission should be replaced by a Parks and Recreation Advisory Committee. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF BATESVILLE, ARKANSAS: Section 1: Repeal of Ordinances Establishing the Batesville Parks and Recreation Commission. The following Ordinances are hereby repealed: No. 83-7-4, Section 1, Codified as 12.04.01 No. 725, Section 2, Codified as 12.04.02 No. 725, Section 3, Codified as 12.04.03 No. 725, Section 4, Codified as 12.04.04 Section 2. Establishment of the City of Batesville Parks and Recreation Advisory Committee. The Parks and Recreation Advisory Committee shall be composed of seven (7) members appointed by the City Council for terms of three (3) years. For the purpose of creating staggered terms, at the first appointment of Committee members two member shall be appointed to a one (1) year term, two members to a two (2) year term, and three members to a three (3) year term. Thereafter, all the terms shall be for three full years. Section 3: Meeting of Parks and Recreation Advisory Committee and Responsibilities. The Parks and Recreation Advisory Committee shall meet monthly with the Director of Parks and Recreation. The Advisory Board shall advise and make recommendations to the Director of Parks and Recreation, Mayor, and Council on all aspects of Parks and Recreation activities. In order to accomplish these responsibilities, the Parks and Recreation Advisory Committee may adopt Bylaws by a majority vote. Section 4: That all ordinances and parts thereof in conflict herewith are hereby repealed to the extent of such conflict. Section 5: If any portion or portions of this ordinance are deemed or held to be invalid, such invalidity shall not affect the remaining portions of this ordinance. PASSED AND APPROVED this114-t day of , 2018. Honorable &E gh Mayor ATTEST: 1 Denise M. Johnston,Itity Clerk Batesville Parks and Recreation Advisory Committee Bylaws ARTICLE I NAME THE BATESVILLE PARKS AND RECREATION ADVISORY COMMITTEE Section 1. NAME. The name of this organization shall be the Batesville Parks and Recreation Advisory Committee of the City of Batesville, Arkansas. Section 2. MISSION. The mission of this committee is to develop and preserve an outstanding system of parks, trails and recreational programs for the City of Batesville. The committee recommends long-range, city-wide plans and policies to the Mayor, City Council, and Parks and Recreation Director. The committee advocates programs and decisions that improve the quality of life and natural resources of the city. Section 3. OFFICE OF THE ADVISORY COMMITTEE: PLACE OF MEETING. The office of the advisory committee shall be at 1420 S. 20th Street, Batesville, AR 72501, or such other place as the advisory committee may, from time to time, designate by resolution. Regular and special meetings of the advisory committee shall be open to the public and shall be held at locations as established by the advisory committee; provided, however, that upon five days written notice to the advisory committee of the place of such meeting, any regular or special meeting may be held at such place as the notice shall designate. ARTICLE II PURPOSE Section 1. POWERS AND RESPONSIBILITIES. The Parks and Recreation Advisory Committee shall have and exercise the following powers and responsibilities: a. Act in an advisory capacity to the Batesville City Council in promoting, aiding and encouraging public recreation including the development of recreation and park facilities. b. Act in an advisory capacity to the Director of Parks and Recreation in the maintenance, development and operation of all recreation areas, facilities and recreational programs serving the residents of the City of Batesville. c. The Advisory Committee shall recommend reasonable rules and regulations for the proper use, management, government and protection of all City parks and programs under its supervision. d. The Advisory Committee shall serve as a forum for the general public to discuss issues relating to parks and recreation. The Advisory Committee shall assist in fostering increased public understanding and support for parks and recreation. e. The Advisory Committee shall assist with the selection process and recommend the appointment of the Parks and Recreation Director whenever the position may become vacant. ARTICLE III MEMBERSHIP AND ATTENDANCE Section 1. MEMBERSHIP. The Committee shall be composed of not more than SEVEN (7) members. Members are appointed by the Batesville City Council at the end of each members term or when there becomes a vacancy. Section 2. TERM. Each Committee Member is appointed to a THREE (3) year term. a. For the purpose of creating staggered terms, two members shall be appointed to 1-year terms, two members to 2-year terms and 3 members to 3-year terms. Section 3. ATTENDANCE. Committee Members are asked to make all reasonable efforts to attend regularly scheduled and emergency meetings. Each member shall be responsible for notifying the committee chair or staff if he/she must be absent from a regularly scheduled meeting, indicating the reason for the necessary absence. The chair shall announce all absences at the beginning of each meeting. The chair may excuse members from meetings due to personal or work-related conflicts. In the event a member is absent from three regular meetings during the course of a year, unless excused by the chair of the committee, the chair shall recommend that the Mayor request the resignation of such member from the committee. In the event that a member has three or more excused or unexcused absences in a year, the chair shall consult with the member to determine his or her ability to serve fully on the committee. ARTICLE IV OFFICERS Section 1. OFFICERS. The officers of the committee shall be a chair, vice-chair and secretary. Other officers may be elected at times that the committee feels the positions are warranted. Section 2. ELECTIONS. All officers shall be elected at the first regularly scheduled meeting of each calendar year. The Chair shall serve for no more than two consecutive one year terms. If at the end of the second consecutive term, no other committee member is nominated for the office of Chair, the Vice Chair shall succeed to that office. Section 3 DUTIES OF OFFICERS. a. The Chairman Shall; 1. Preside at all meetings 2. Appoint sub-committees at his/her discretion or as directed by the Committee. The Committee Chair shall appoint a sub- committee chairman and other members of the committee. 3. Call Special Meetings of the committee or sub-committees. 4. Represent the Committee at various meetings and activities when necessary. b. The Vice Chairman shall: 1. Act as Chairman in the absence of the Chairman 2. Perform other duties as assigned by the Chairman c. The Secretary shall: 1. Be responsible for the official minutes of all meetings of the Committee 2. Keep attendance records of all members ARTICLE V MEETINGS AND PROCEDURES Section 1. MEETINGS. All business of the Advisory Committee shall be conducted at regularly scheduled monthly meetings that are open to the public. Regular meetings shall be held the third Wednesday of each month, generally, at 12 noon at the office of the Parks and Recreation Director located at 1420 S. 20th Street, Batesville, AR 72501. In the instance that the regular scheduled meeting date falls on a holiday, the committee may vote to hold the meeting at an alternate time and/or location. The Chair and the Director of Parks and Recreation will determine the agenda for the committee meetings. If the Chair and the Director determine there is not sufficient business to warrant a regular meeting, the chair may cancel the meeting provided there is sufficient notice to all members. Section 2. SPECIAL MEETINGS. The committee, at any regular meeting, may provide for a special meeting to deal with a specific item of business that requires action before the next regular meeting of the committee. In the event of an emergency, the special meeting of the committee may be called by the chair or by two committee members by request to the Parks Director who shall notify all members of time and place of such meeting. Section 3. QUOROM. More than half of the total number of seats for members of the Advisory Committee, regardless if vacancies exist or not, shall constitute a quorum for the transaction of business and the taking of official action for all matters before the committee. Section 4. VOTING. The voting on all questions coming before the committee may be voice vote called for by the chair. The vote shall be entered into the minutes of each meeting. The chair and all members of the committee shall be entitled to vote unless it is determined that there is conflict of interest for one of the committee members. A roll call on any question before the committee may be taken upon the request of one or more members of the committee. a. A conflict of interest for a committee member is constituted by business brought before the committee directly involving a person or entity that a committee member is: 1. Currently conducting business with and/or for the person/entity presenting items to the committee. 2. Related (including relations by marriage) to the person presenting items to the committee. b. If a committee member disagrees with the determination that a conflict of interest exists, a vote of the Advisory Committee shall be the determining factor on whether abstaining from the vote is warranted. Section 5. PROCEDURE. Parliamentary procedure in Committee meetings shall be informal. However, if required to keep order, Committee meetings shall then by governed by the latest edition of Robert's Rules of Order for issues not specifically covered by these Bylaws. Where these Bylaws conflict, or are different than Robert's Rules of Order, then these Bylaws control. ARTICLE VI AMENDMENTS Section 1. PROCESS. Recommendations for changes to these Bylaws may be made by a 2/3 majority vote of committee members at any regular meeting of the committee. Recommended amendments shall be forwarded to the Batesville City Council for final approval.