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HomeMy WebLinkAboutItem 32 - Proposed Parks, Recreation and Community Services Commission By-Law Amendments Parks, Recreation, and Community Services https://www.santa-ana.org/parks Item # 32 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report June 15, 2021 TOPIC: Proposed Parks, Recreation and Community Services Commission By-Law Amendments AGENDA TITLE: Proposed Parks, Recreation and Community Services Commission By-Law Amendments RECOMMENDED ACTION Adopt a resolution amending the Parks, Recreation and Community Services Commission bylaws. DISCUSSION On January 28, 1998, the City Council adopted a resolution for the rules, regulations and bylaws of Board of Recreation and Parks (Exhibit 1). In November 2018, the voters approved a Charter modernization initiative put forth by the City. The voters approved removing certain sections regarding the Personnel Board, Parks and Recreation Board, and Planning Commission with the intent that these sections would be related to the SAMC where the bulk of the provisions regarding the City’s Boards and Commissions were already located. The Boards and Commission Ordinance Amendment incorporates the sections removed from the City Charter and reorganizes Chapter 2 (Administration) to include all Boards, Commissions, and Committee in one location within the SAMC. This includes, provisions regarding the Environmental Transportation Advisory Committee (ETAC), which were previously located in Chapter 33. The Ordinance amendment also cleaned up other provisions of Chapter 2 by eliminating outdated sections and grouping certain administrative provisions together in the section entitle “In General.” Several City departments worked collectively to recommend revisions to these portions of Chapter 2 of the SAMC to update and streamline the provisions. On August 18, 2020, the City Council approved the first reading of an ordinance to amend Santa Ana Municipal Code (SAMC) Articles I and IV of Chapter 2 and repealing SAMC Sections 33- 183 and 33- 184 related to certain City boards and commissions. Proposed Parks, Recreation and Community Services Commission By-Law Amendments June 15, 2021 Page 2 1 7 8 0 On September 1, 2020, the City Council adopted an ordinance amending SAMC Chapter 2, Articles I and IV and repealing Santa Ana Municipal Code Sections 33-183 and Sections 33-184. On April 28, 2021, the Parks, Recreation and Community Services Commission (PRCSC) reviewed and discussed the proposed by-law amendments. The major changes to the bylaws includes alignment with the Amended SAMC ordinance adopted by the City Council and removing any information listed in the bylaws already stated in the SAMC. On May 19, 2021, the PRCSC, by majority vote, recommended that the City Council approve the PRCSC bylaws. Amendments to the SAMC related to the PRCSC require by-law amendments. The by-law amendment process includes the following: 1. PRCSC reviews and discusses proposed by-law amendments. 2. Legal counsel reviews and provides input to proposed by-law amendments. 3. PRCSC reviews the amended by-laws and by majority vote, recommends that the City Council approve the amended by-laws. 4. City Council approves by-laws pursuant to SAMC Section 2-453. ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. FISCAL IMPACT There is no fiscal impact associated to this action. EXHIBIT(S) 1. Current PRCSC By-laws 2. Proposed PRCSC By-laws 3. Resolution Submitted By: Lisa Rudloff, Executive Director of Parks, Recreation and Community Services Approved By: Kristine Ridge, City Manager 4 24 89 Revised 1 28 98 RESOLUTION OF THE BOARD OF RECREATION AND PARKS CITY OF SANTA ANA WHEREAS the Charter of the City of Santa Ana by Section 904 directs that each board and commission of said City shall prescribe rules and regulations governing its operations which shall be consistent with said Charter and shall be filed with the Clerk of the Council for public inspection AND WHEREAS the powers and duties of the Board of Recreation and Parks are enumerated in Section 908 ofthe Charter ofthe City of Santa Ana AND WHEREAS the Board ofRecreation and Parks has reviewed the Charter of the City of Santa Ana in order to adopt the required rules and regulations BE IT RESOLVED that the following shall constitute the rules and regulations governing the operations ofthe Board of Recreation and Parks I Chairman Vice Chairman The election of the Chairman will precede that of the Vice Chairman nominations Election of Officers shall take place at the first regular meeting in July of each year and take office on date of approval by board The Board in event of a vacancy in either office shall elect one of its members for the unexpired term 2 Meetings The Board shall meet on the fourth Wednesday of each month in the Parks Recreation Community Services Agency Headquarters at 6 00 p m In the event the regular meeting day falls on a holiday the regular meeting shall be held on the next business day A regular or adjourned meeting may be adjourned to a time and place specified by the Board Special meetings may be called at any time by the Chairman or in the absence of the Chairman by the Vice Chairman by the City Manager the Mayor the majority of the members of the Board or the Executive Director of Parks Recreation and Community Services Agency by notice delivered to each available member of the Board at least 24 hours previous to the meeting Exhibit 1 RESOLUTION BOARD OF RECREATION PARKS page 2 of 5 3 Quorum One more than half ofthe Board shall consriture a quorum for the transaction ofbusiness 4 Voting No action shall be taken by the Board unless ir is concurred in and adopted by the affirmative vote of at least a majority of the members present The power conferred to the Board shall be exercised by motion of resolution and recorded in the minutes Upon the request of any member of the Board a roll call of the vote shall be conducted and the results thereof recorded in the minutes Members will abstain from voting if member feels this action will create a conflict of interest An ex officio member or student member of the Board is an advisory member only and cannot make a motion or cannot vote 5 Secretarv The Secretary shall be designated by the City Manager or the Executive Director of Parks Recreation and Community Services Agency The Secretary shall record the minutes of the Board and shall maintain the records of its proceedings and transactions 6 Powers and Duties As provided by the Chaner Section 908 the Board shall have power and be required to a Consider matters that may be referred to it by the Ciry Council the City Manager or the Executive Director of Parks Recreation and Community Services Agency and render such counsel and advise in regard thereto as may be requested by the referring authorities and consider all matters regarding programs usage s or services of the Depanment ofRecreation and Parks other than administrative matters b By its own motion make such studies and investigations as it may deem necessary for the formulation of recreation and park poiicies or to derermine the wisdom and efficacy ofthe policies plans and procedures dealing with recreation and park matters and repon its findings and recommendations to the City Council he City Janager or the Executive Director of Parks Recreation and C ommuniry Services Agency or to any or all such authorities as ir may see fit 2 Exhibit 1 RESOLUTION BOARD OF RECREATION PARKS page 3 of 5 c Recommend to the City Council and the City lanager as to the acceptance or rejection of offers of donations of money personal property or real estate to be used for recreation and park programs and additionally it shall make recommendations on sale transfer or usage of existing or future park property d Consider the annual budget during the process of its preparation by the Executive Director of Parks Recreation and Community Services Agency and make recommendations with respect thereto to the City Manager and the City Council e Solicit to the filii est extent possible the cooperation of school authorities and other public and private agencies concerned with recreation and park programs of the City Procedures7 a All meetings ofthe Board shall be open to the public b Matters brought before the Board by the public or Executive Director ofParks Recreation and Community Services Agency of the City shall be considered by the Board and report its findings and recommendations to the City Council City Manager or the Executive Director of Parks Recreation and Community Services Agency or to any or all such authorities as it may see fit 8 Committee At the first meeting in July the Chairman may appoint not less than three 3 Board members to each ofthe committees listed below with duties and responsibilities as so indicated All Committee Meeting reports to be given to the Board of Recreation and Parks at its regular meetings a Program Committee I To study and recommend to the Board the formation of new and or continuation of existing Recrearion Programs such as youth at risk youth education recreation larnily pride and esteem with a focus On family unity 3 Exhibit 1 RESOLUTION BOARD OF RECREATION PARKSpage4of5 b Adoot A Park Committee 1 Study and recommend to the Board methods to encourage the public to be involved with park programs through volunteer efforts donations and sponsorship 2 Reeommend methods to market the Adopt A Park Program to the public private and corporate sector c Parkland Acquisition Capital Imorovement Committee I Study and recommend to the Board the need for future open space to accommodate the increasing population Provide recommendations on the use of school property surplus vacant properties land acquisition and private development open space 2 Study and recommend to the Board the need to address and provide funding for the Capital Improvement Program and Deferred CapitalIMaintenance Program Analysis methods to acquire funding for the Capital and Deferred CapitallMaintenance Program 3 Analyze existing and proposed open space and recommend need for master planning to aecommodate future needs and programs d Zoo Development Committee 1 Study and recommend to the Board implementation of the Zoo Master Plan e The Chairman may also appoint Board members to any other committees as designated by the Board and or City Council 4 Exhibit 1 RESOLUTION BOARD OF RECREATION PARKS page 5 of 5 BE IT FURTHER RESOLVED that a copy of these Rules and Regulations shall be filed with the Clerk of the Council for public inspection PASSED AND ADOPTED this 28 day of January 1998 ATTEST LC rI J 2 1 2 v1kL Philip R Reber Chairman Board of Recreation and ParksdPuYRo Board of Recreation and Parks Secretary BOARD OF RECREATION AND PARKS Reber Rivera Kendrick Rodriguez Verino Whitaker Stroud Brown Castro APPROVED AS TO FORM Ave Ave Ave Absent Aye Ave Ave Ave Ave 5 Exhibit 1 PROPOSED PARKS, RECREATION AND COMMUNITY SERVICES COMMISSION BYLAWS 1.0 NAME The name of this advisory body of the City of Santa Ana shall be the Parks, Recreation and community Services Commission (hereinafter “Commission”). 2.0 RESPONSIBILITIES AND DUTIES OF COMMISSION 2.1 Act in an advisory capacity to the City Council in matters pertaining to the acquisition, capital improvements, rehabilitation and maintenance of parks and recreational, cultural, zoo and facilities; and 2.2 Act in an advisory capacity and consider the proposed annual budget for the Parks, Recreation, and Community Services Agency and make recommendations to the City Manager and/or City Council; and 2.3 Act in an advisory capacity to the City Council in recommending policies and/or legislation on all matters pertaining to parks, recreation and community services; and 2.4 Perform such other duties as may be directed by the City Council; and 2.5 Act in an advisory capacity and provide a recommendation to the City Council and the City Manager as to the acceptance or rejection of offers of donations of money, personal property or real estate to be used for recreation and parks programs; and additionally, it shall make recommendations on the sale, transfer, or usage of existing or future park property; and 2.6 The commission shall report annually to the City Council on its goals and accomplishments. 3.0 MEMBERSHIP Except as otherwise specified in the city charter, the members of the commission shall be appointed, and may be removed, by the city council, subject in both appointment and removal by the affirmative votes of a majority of the members. 3.1 VACANCIES Vacancies arising from whatever cause shall be filled pursuant to Santa Ana Municipal Code Section 2-326. Proposed Parks, Recreation and Community Services Commission Bylaws Page 2 of 3 3.2 REMOVAL A Commissioner may be removed by the city council from the commission in the following circumstances: 3.2.1 Absent from two (2) regular meetings consecutively without permission of the commission expressed in its official minutes; or 3.2.2 Fails to attend at least one-half of the regular meetings within a calendar year; or 3.2.3 Is convicted of a crime involving moral turpitude; or 3.2.4 Ceases to be a resident of the city. 4.0 OFFICERS The commission shall elect from its members a chairperson and vice chairperson, each of whom shall serve in such position for the term of one (1) year. No member shall serve in the position of chairperson for more than one (1) term. 4.1 ELECTION The election of each chairperson and vice-chairperson shall be held annually at the July meeting and officers assume their elected positions at the August meeting. 4.2 CHAIR The Chair shall be responsible for the general supervision, direction, and control of the business and affairs of this Commission. The Chair shall preside over all meetings and represent the Commission, the City Council and City staff. 4.3 VICE CHAIR In the absence or resignation of the Chair, the Vice Chair shall perform all of the duties of the Chair, and in so acting, shall have all of the authority of the Chair. The Vice Chair shall have such other powers and perform such other duties as may be prescribed by the Commission. 5.0 MEETINGS All meetings shall be open to the public and shall conform to the provisions of the “Ralph M. Brown Act”. 5.1 AGENDA Agenda items may be submitted thirty-days in advance by any Commissioner upon notification to the Chair or City liaison. The agenda shall be established with items as coordinated by the Chair and Recording Secretary. 5.2 PROCEDURES Robert’s Rules of Order shall govern the general conduct of meetings. Proposed Parks, Recreation and Community Services Commission Bylaws Page 3 of 3 5.3 QUORUM A majority of the Commission Members shall constitute a quorum. A majority vote of all Commission Members shall be required to carry a motion, proposal and/or resolution. 5.4 REGULAR MEETINGS Regular meetings of the Commission are scheduled for the fourth Thursday of the month. All regular meeting agendas shall be posted in a location accessible to the public at least 72 hours before the time of the meeting and must describe the business to be transacted. LR 6/15/21 Resolution No. 2021-XXX Page 1 of 2 RESOLUTION NO. 2021-XXX A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA APPROVING REVISED BYLAWS FOR THE PARKS, RECREATION, AND COMMUNITY SERVICES COMMISSION WHEREAS, on September 1, 2020, Ordinance No. NS-2992 was adopted by the City Council, modernizing the municipal code by organizing and consolidating all boards, commission, and committee matters into Chapter 2; and WHEREAS, Ordinance No. NS-2992 made changes to various municipal code provisions relating to the City’s appointed boards and commission including centralizing the general requirements applicable to all boards and commission in one location; WHEREAS, Ordinance No. NS-2992 changed the name of the Board of Recreation and Parks to the Parks, Recreation and Community Services Commission; and WHEREAS, revised bylaws for the Parks, Recreation, and Community Services Commission were developed to be in alignment with Ordinance No. NS-2992 in this respect and others. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Santa Ana as follows: Section 1. The revised bylaws for the Parks, Recreation, and Community Services Commission, attached as Exhibit A, are hereby approved. Section 2. This Resolution shall take effect immediately upon its adoption by the City Council, and the Clerk of the Council shall attest to and certify the vote adopting this Resolution. ADOPTED this ___ day of June, 2021. Vicente Sarmiento Mayor APPROVED AS TO FORM: Sonia R. Carvalho, City Attorney By: Laura A. Rossini Chief Assistant City Attorney Exhibit 3 LR 6/15/21 Resolution No. 2021-XXX Page 2 of 2 AYES: Councilmembers NOES: Councilmembers ABSTAIN: Councilmembers NOT PRESENT: Councilmembers CERTIFICATE OF ATTESTATION AND ORIGINALITY I, DAISY GOMEZ, Clerk of the Council, do hereby attest to and certify the attached Resolution No. 2021-XXX to be the original resolution adopted by the City Council of the City of Santa Ana on June___, 2021. Date: Daisy Gomez Clerk of the Council City of Santa Ana Exhibit 3