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HomeMy WebLinkAboutParks and Rec Advisory Board-Agenda Packets-3/4/1989 (3)C~tY of ~_ e Il Texas AGENDA PARKS AND RECREATION BOARD 5400 BRANSFORD ROAD April 6, 1989 1. CALL TO ORDER 2. APPROVAL OF MINUTES 3-30-89 3. APPROVAL OF PARK ORDINANCES 4. APPROVAL OF PARK AND RECREATION BOARD BY-LAWS 5. ESTABLISHMENT OF GOALS AND OBJECTIVES 6. OTHEP. CONCERNS 7. ADJOURNMENT DF / df 7:00 p.m. P.O. BOX 185 COLLEYVILLE, TEXAS 76034 (817) 281-4044 (:11 y u! Il~ l~l' X il!i Department: Parks and Recreation ,{ Subject: Approval of Minutes Meeting Agenda Ik 4-6-89 2 Minutes from the meeting on March 30, 1989. Department eed Signature DISPOSITION: Approved ~~ i City Manager Other ~ STAFF REVIEW: AGENDA BRIEFING CoC 1/89 PARKS AND RECREATION ADVISORY BOARD MINUTES March 30,1989 The meeting of the Colleyville Parks and Recreation Advisory Board was called to order by the chairman Paul Vigiletti at 7:10 p.m. Individuals in attendence: Paul Vigiletti- chairman; Alan Linford- vice-chairman, Mary Lou Brieger-secretary, Dawn Quinby, Nick Martine, Lila Coley, Cheryl Livingston, David Fain, Parks and Recreation Director. Absent: Don Wood Business 1. Minutes were approved by a unanimous vote. 2. Discussion and Approval of Park Ordinances: Discussion centered around an ordinance to create a Park Board, duties and responsibilities. It was decided that each board member would be assigned a place number by drawing a numbered lot. All even numbered places will stay in office until 1992. All odd numbered places will stay in office until 1991. Offices will follow the calendar year beginning January 1 and end December 31st in two year intervals. Parks and Recreation Director will talk to the City Attorney to get proper verbage to be included in the ordinance Part I, Section I, and a 'Park Fund' ordinance. 3. Discussion and approval of Parks and Recreation Board By-Laws: Discussion centered around the importance of establishing by-laws as a flexible working tool. The by-laws can be changed at any meeting. Included in the by-laws are: organization and officers, meeting, hearings and decisions, and amendments. 4. Discussion and approval of concession stand policy: David Fain presented a concession stand policy for approval by the Parks Board. Nick Martine, who also represents the Colleyville Boys Baseball Association agreed with the policy with the following exception which reads: "The concession stand will be operated for all scheduled league play and tournaments. The Parks and Recreation Department will inform concession operator as to the days of operation. Exceptions is April 8, 1989 in which Boys Baseball Association will operate concession stand." The Parks Board approved the policy with a unanimous vote and stated that the policy should go into effect immediately. 5. Other Concerns: Other items discussed were that the City Council should receive minutes of Parks and Recreation Board meetings, invitations should be given to the City Council and the GCISD administration to attend Parks and Recreation Board meetings. p.2 Budget recommendations should be developed within a master plan to be given to Parks and Recreation Director to be turned in with his Department's budget. It was recommended that the City Council should appoint new board members during the October meetings prior to termination of office. Brief discussion about setting goals and objectives at the next meeting. Each member should be prepared at the next meeting to present a goal and objective. Res ctfully Submitted, David"ice Parks and Recreation Director /`/ _ j2~LG~ Malr Lou Brie er y g Parks Board Secretary DF / df Gily o~ -- Il~ ~• . .~~ Department: Parks and Recreation `"" I Subject: Approval of Park Ordinances Meeting 4-6-89 Approval of park ordinances. These ordinances will be presented to the City Manager and City Attorney for proper verbage and will then be presented to the City Council for final approval. x~elG~ ~ Department , e d Signature DISPOSITION: Approved City Manager Other ~ STAFF REVIEW: AGENDA BRIEFING Agenda ~k CoC 1/89 CITY OF COLLEYVILLE PARKS AND RECREATION DEPARTMENT PROPOSED CITY ORDINANCES City Ordinances - Parks and Recreation Article I. Parks and Recreation Section 1. Parks and Recreation Advisory Board There shall be established a Parks and Recreation Advisory Board which shall consist of eight citizens of the the City of Colleyville. Members of the Board shall be appointed by the Council for a term of two years. Four members of the Parks and Recreation Board shall be appointed each odd numbered year and four members shall be appointed each even numbered year. The Board shall elect a chairman from its membership and shall meet not less than once a month. The chairman of the Board sha11 be anon-voting member. Vacancies shall be filled by the Council for the remainder of the term. A quorum shall consist of four (4) members. Members of the Board may be removed by a majority of the Council after public hearing and for cause set forth in writing. The Board shall keep minutes of its proceedings which shall be of public record. The Board shall serve without compensation. Section 2. Duties and Responsibilities a . Act i n an advisory capacity to the City Counci 1 and the Parks and Recreation Director in all matters, including finances, pertaining to Parks and Recreation and coordinate with other governmental agencies, civic groups and all citizens of Colleyville in advancement of sound Parks and Recreation planning and programming. b. Adopt a set of bylaws and establish policies and procedures for the proper administration of the parks and recreation board and programs of the City. c. Recommend policies on recreation services to the City Council. d. Recommend any and all usage of the "Park Fund" to City Council. e. Recommend the adoption of standards for recreational areas, facilities, programs and their financial support. f. Have periodic inventories made of existing services and survey of services needed and interpret the needs of the public to the City Council and to the Parks and Recreation Director. g. Recommend for acquisition by the City Council certain lands and buildings deemed necessary for the use of the city parks and recreation programs. P & R Proposed City Ordinances page 2 h. Submit recommendation for the improvement and expansion of the parks and recreation facilities, equipment and programs. i. Recommend the establishment of standing committees and other such committees as from time to time may be deemed necessary. lSily q/' Il~ /~CXiIS Department: Parks and Recreation ~ Subject: Approval of By-Laws Meeting Aggenda Ik 4-6-89 4 Approval of Parks and Recreation Advisory Board By-laws. Department H Signature DISPOSITION: Approved ~ ~/~; City Manager Other ~ STAFF REVIEW: AGENDA BRIEFING CoC 1/89 CITY OF COLLEYVILLE PARKS AND RECREATION BOARD STANDARD OPERATING PROCEDURES I. ORGANIZATION AND OFFICERS 1. ORGANIZATION The Parks and Recreation Board shall consist of 8 regular members and shall be organized and shall exercise such powers as prescribed by the Ordinance of the City. The members shall be residents of the City and shall be appointed by city Council for a period of two (2) years per appointment. 2. OFFICERS A Chairman, Vice-chairman and Secretary shall be elected annually from among the Board's membership at the first meeting in January and at such other times as these offices may become vacant. The office of the Chairman will be a non-voting position. 3. DUTIES A. The Board shall advise the City Council on those matters falling within its charged responsibilities in a manner reflecting concern for the overall Park development and environment of the City as a setting for human activities. B. The Chairman, or in his absence the Vice-Chairman, shall preside at all meetings, shall decide all points of order or procedure.. All letters of transmittal from the Board to the City Council shall be over the signature of the Chairman. C. The Secretary will record the minutes of each meeting. Will prepare a copy of the minutes of each meeting and give a copy of them to the Parks and Recreation Director within 10 days of said meeting. D. Establish standing committees and other such committees as from time to time may be deemed necessary. II. MEETINGS 1. PROCEDURES Robert Rules of Order shall govern the procedure for Parks and Recreation Board Meetings. 2. UQ ORUM A quorum shall consist of four (4) members. 3. AGENDA An agenda shall be prepared by the City Staff for each meeting of the Park and Recreation Board. there shall be attached to each agenda a report of matters pending further action by the Board. A copy of the agenda shall be posted in the City Hall as required by law for a period of three full calendar days not counting the day of the meeting or the day of posting. 4. REGULAR MEETINGS Regular meetings shall be held on the first Thursday of the month in the Council Chambers of the City Hall. unless otherwise determined by the Board. 5. SPECIAL MEETINGS Special meetings for any purpose may be held: 1. On the call of the Chairman, or 2. On request of two or more members and by giving written notice to all members deposited in the mail at least 48 hours before the meeting, or 3. As may be scheduled by a majority of the Board at any previous meeting. the time and place of the special meeting shall be determined by the convening authority. 6. PUBLIC MEETINGS all meetings shall be held in full compliance with the provision of state law, ordinances of the City and these rules of procedure. Any party in interest may appear in his own behalf or be represented by counsel or agent. The Chairman holds the right to set time limit for public presentation. 7. ATTENDANCE In the event any member of the Board is absent three consecutive meetings a letter may be submitted to the Mayor and City Council as determined by the Board requesting dismissal and replacement of said member. 8. MINUTES The approved minutes from each meeting will be filed with the Parks and Recreation Director with a copy retained by the Parks and Recreation Board Secretary. III. HEARINGS AND DECISIONS 1. ORDER OF BUSINESS The chairman shall call the Board and absent shall be recorded. The shall be submitted for approval. the procedures to be followed in publicly advise the Board of any to any matter before the Board. to order, and the members present minutes of any preceding meeting The public shall be advised of the meeting. the Secretary shall communications received pertaining The Board shall then hear and act upon those proposals scheduled ~' for consideration of public hearing together with such other matter of business and report as the Board or Secretary finds to require Board considerations. 2. h10TIONS A. A motion may be made by any member other than the presiding officer. B. A motion to approve any matter before the Board or the recommend approval of any request requiring council action shall require a simple majority of the favorable votes of the members present. when fewer than all the members are present for the voting and when all motions to recommend on a given application fail to carry by one vote, consideration of the application shall be continued to the next regular meeting upon motion carried by a majority of those present. Provided further that no request or application shall be continued under this rule beyond the next regular meeting; failure of the Board to secure a majority of concurring votes to approve or recommend approval at said next regular meeting shall be recorded in the minutes as a denial of the proposal under this rule. 3. DISQUALIFICATION FROM VOTING A. A member shall disqualify oneself from voting whenever one finds that one has a personnel or monetary interest in the property under appeal, or one will be directly affected by the decision of the Board. B. A member may disqualify oneself from voting whenever any applicant, or ones agent, has sought to influence the vote of the member on ones application, other than in the public hearing. IV. AMENDMENTS 1. Proposed amendments to these by-laws must be approved by a quorum vote. 2. All members of the Board must be notified two weeks prior the meeting for amendment vote. G~~Y of Il~ Texas Department• Parks and Recreation I Subject: Establishment of Goals and Objectives Meeting Agenda Ik 4-6-89 5 Goals and objectives will be an important tool not only to the Parks Board but to the. Parks and Recreation Department. Some goals may be general, others specific. However, hope- fully these goals and objectives will be attainable. Enclosed are examples of goals and objectives which were presented to the City Council. G~ Department He 'd ignature City DISPOSITION: Approved Other AGENDA BRIEFING Hager STAFF REVIEW: CoC 1/89 1-30-89 CITY OF COLLEYVILLE, TEXAS GOALS AND OBJECTIVES FOR PARK BOARD 1989-1990 One of the first objectives for the City of Colleyville Park Board will be to set some goals for the upcoming year. The goals will be very general, however, hopefully these goals will be attainable. Below are goals in which the Park'Board may wish to advise the Parks and Recreation Department in 1989 and 1990. 1) Provide a Park and Recreation program to meet the diverse needs of the citizens of Colleyville. A) Immediate and short term improvements of Parks. B) Long term planning of a parks system. C) Recreation opportunities and programs for all ages of the community. 2) Provide a master plan for the Parks and Recreation system which will serve the citizens of Colleyville. A master plan is a l;uide for orderly development. It is a collection of information which illustrates needs and states desirable objectives. The plan must he flexible. 3) Assist in the coordination of the use of athletic fields which are requested by several athletic associations. Requests for use of the fields are in much greater demand than the availability. 4) Recommend city park ordinances keeping in mind that the adoption of the ordinances is the prerogative of the City Council. 5) Establish a joint use agreement with the Grapevine/ Colleyville School District. A joint use agreement will allow the Parks and Recreation Department to provide recreational opportunities for citizens of all ages. 6) Determine practical. means existing areas and facilities and purpose. of maintaining and upgrading to a prescribed standard 7) Advise the Parks and Recreation Department in the acquisition of park land and development of outdoor recreation facilities, including orderly development of existing park areas. 8) Enlist community interest by encouraging individuals ~~.i and citizen groups funds, property, and manpower for the development and operation of the Parks and Recreation facilities. 9) Recommend means in which to generate revenue for the Parks and Recreation Department. Suggestions for generating revenue are through user fees, contracting the use of the City Park consession stand, and rental of the meeting room. ~_. ,