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HomeMy WebLinkAbout2022-03 Amending Parks and Recreation Advisory Board (PRAB) Bylaws RESOLUTION NO. 2022-03 A RESOLUTION OF THE CITY OF OCOEE, FLORIDA, AMENDING RESOLUTION NO. 2021-011 RELATING TO THE PARKS AND RECREATION ADVISORY BOARD BY AMENDING ARTICLE 3 "TERMINATHON OF MEMBERSHIP" AND "MANNER OF SELECTION OF MEMBERS" AND ARTICLE 6 "SUBCOMMITTEES"; PROVIDING FOR SEVERABILITY; PROVIDING AN EFFECTIVE DATE. WHEREAS, Article II, Section C-8.0 of the Charter of the City of Ocoee, Florida, provides that the City of Ocoee has,the power to create boards, commissions and committees to advise and assist the City in carrying out municipal functions; and WHEREAS, the City Commission of the City of Ocoee first established the Parks and Recreation Advisory Board by ordinance on September 9, 1986, creating Chapter 15 of the City Code; and WHEREAS, the City Commission of the City of Ocoee repealed Chapter 15 of the City Code and adopted Resolution 2021-011 on October 5, 2021, reestablishing the Parks and Recreation Advisory Board and adopting its Bylaws; and WHEREAS, The City Commission of the City of Ocoee believes it is in the best interest of the City and the Board to amend Article 3 entitled "Membership" and Article 6 entitled "Subcommittees" of the Bylaws of the Parks and Recreation Advisory Board in order to clarify manner of selection of members,termination of membership and subcommittees. NOW, THEREFORE,BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF OCOEE, FLORIDA, AS FOLLOWS: SECTION ONE. Authority. The City Commission of the City of Ocoee has the authority to adopt this Resolution pursuant Article VIII of the Constitution of the State of Florida and Chapter 166, Florida Statutes. 1 SECTION TWO. Purpose. The City Commission of the City of Ocoee hereby amends Article 3 "Termination of Membership" and "Manner of Selection of Members" and Article 6 "Subcommittees." SECTION THREE. Severability. If any section, subsection, sentence, clause, phrase or portion of this Resolution is for any reason held invalid or unconstitutional by any court of competent jurisdiction, such portion shall be deemed a separate, distinct and independent provision and such holding shall not affect the validity of the remaining portion hereto. SECTION FOUR. Effective Date. This Resolution shall become effective immediately upon passage and adoption. Ai PASSED AND ADOPTED this j7j/ day of difinktifyor , 2022. Attest: APPROVED: CITY OF OCOEE, FLORIDA \ ---- Melanie Sibbitt, City Clerk Rusty John oijlayor - (SEAL) , APPROVED BY THE OCOEE CITY COMMISSION AT A MEETING HELD ON (7:eitywAry 6/ , 2022, UNDER AGENDA ITEM NO. .17/ FOR USE AND RELIANCE ONLY BY THE CITY OF OCOEE,APPROVED AS TO FORM AND LEGALITY THIS 4 DAY OF -5Pri\Ai64-1 , 2022. Shuffield Lowman and Wilson ' --) By: ---------."-- • Ci A 0 e r 2 EXHIBIT A PARKS AND RECREATION ADVISORY BOARD (PRAB BYLAWS) ARTICLE 1 (Name of Organization) The official name of this organization shall be the Parks and Recreation Advisory Board (PRAB). ARTICLE 2 (Purpose and Objectives) 1. Purpose. The general purpose of the Parks and Recreation Advisory Board (PRAB) for the City of Ocoee shall be to advise the Mayor, the City Commission, the City Manager and the Parks and Recreation Director on issues pertaining to the City's parks, recreational facilities and programs. 2. Objectives. The objectives of the PRAB are: a. To improve communication between the citizens of the City of Ocoee, the City Commission and the Parks and Recreation Department. b. To advise and provide input to the City Commission and the Parks and Recreation Department on the values, goals and objectives of the City's parks, recreational facilities, programs and services. c. To encourage community interest and citizen involvement in the City's parks, recreational facilities, programs and services. d. To contribute to continuous feedback and make recommendations to both the City Commission and the Parks and Recreation Department for overall quality of programs and services. 3 e. To explore various sources of grant funds that may be available for recreational programs and/or facilities and assist in development of an application for such funds. ARTICLE 3 (Membership) 1. Number of Members. The PRAB shall consist of no less than three (3) and no more than nine (9) members. 2. Qualifications for Membership. Only those persons who are legal residents of the City of Ocoee, or who are members of a City sporting organization that utilize the Ocoee parks, shall be eligible for membership. The maximum number of non-residents on the Board at any time may not exceed three (3) persons, and no non-resident may be appointed to fill the final vacant seat. The City Commission reserves the right to waive the foregoing membership qualifications when the City Commission deems it appropriate 3. Manner of Selection of Members. Members shall be appointed by the City Commission from a list of interested and eligible persons who have completed the application foiiii for membership on City boards and committees. Members are expected to attend Board meetings and participate in a minimum of one Board-sponsored event per calendar year, if applicable. Applicants for membership should anticipate that participation will require considerable devotion of personal time. 4. Term of Appointment. Members shall be appointed for a teiin of three (3) years and may be reappointed, irrespective of the number of terms previously served. 5. Termination of Membership. All members serve at the pleasure of the City Commission and may be removed for cause at any time. In no event will the PRAB have the authority to 4 remove any member. Any member who misses three consecutive regular meetings or five regular meetings in a 12-month period or does not participate in one board-sponsored event (if applicable) shall be deemed to have resigned by the PRAB. Any member submitting a voluntary resignation must do so in writing to the City Clerk. 6. Privileges and Limitations of Membership. The membership of the PRAB shall be subject to the following privileges and limitations: a. The PRAB is not empowered to establish policy or investigate charges or operational problems of the Parks and Recreational Department. However, these areas may be topics of discussion between the PRAB, the City Commission and the Parks and Recreational Department. b. Responsibility for initiating discussion with citizens, the City Commission and/or the Parks and Recreational Department shall rest primarily with the PRAB. However, this does not preclude the City Commission and/or City staff from initiating discussion with citizens and/or the PRAB. c. The PRAB shall not be used as a vehicle to influence the City Commission in budget or personnel matters relating to the Parks and Recreational Department. d. Coordination with the PRAB shall be the responsibility of the Parks and Recreation Director or any other staff member designated by the Director of the Parks and Recreation Department. The Parks and Recreation Department shall maintain complete and current files on the composition of the PRAB, its meetings and its activities. 5 ARTICLE 4 (Officers) The officers of the PRAB shall be a Chair and a Vice-Chair. The Chair and the Vice- Chair shall be elected by a majority vote at the first meeting of the year from the PRAB membership, and they shall assume office at the close of the meeting at which they are elected. A recording clerk shall be provided by the City of Ocoee. Officers shall each serve for a term of one year or until their successors are elected. Officers shall not be limited in the number of terms they serve. Vacancies which occur among the officers of the PRAB may be filled by the PRAB at its next regular meeting. ARTICLE 5 (Duties of Officers) 1. Duties of the Chair. The Chair shall preside at all meetings of the PRAB and shall hold ex officio membership on all subcommittees. The Chair shall perform all other duties ordinarily pertaining to the office and shall appoint all subcommittees whose composition or method of selection is not provided for elsewhere in these Bylaws. 2. Duties of the Vice-Chair. The Vice-Chair shall perfoiiii the duties of the Chair in the absence of the Chair. ARTICLE 6 (Subcommittees) 1. The PRAB may create such subcommittees as may be required to attain its objectives, as set forth in Article 2. Subcommittee Chair shall be selected by the members of each subcommittee. • 6 2. Subcommittee Meetings. Subcommittees may meet with such frequency as they deem appropriate for the assigned task. Notification of all subcommittee meetings shall be provided to all members no less than five (5) days prior to each meeting. All meetings of any subcommittee shall be open to the public with notice of the date, place, and time posted at Ocoee City Hall at least forty-eight (48) hours in advance of any such meeting. Subcommittee meetings shall be conducted in the same manner as a regular meeting, but shall be limited to the conduct of business according to the scope of the subcommittee. Subcommittee meeting minutes need not be prepared, but if they are prepared, may be created by any person designated by the Subcommittee Chair. ARTICLE 7 (Meetings) 1. Regular Meetings. Regularly scheduled meetings shall be held throughout the year. The frequency and specific calendar shall be determined by consensus at the first meeting of the year and shall include a first meeting date for the following calendar year. Notification of all regular meetings shall be provided to all members within a reasonable time prior to the meeting. Notice of the date, place and time of all PRAB meetings shall be provided to the public within a reasonable time prior to such meeting. Except as otherwise provided by Chapter 286, Florida Statutes, all meetings shall be open to the general public. 2. Special Meetings. Special meetings may be called by the Chair or the Vice-Chair or by a majority of the PRAB members. Notification of all special meetings shall be posted not less than 48 hours prior to said meeting. Special meetings shall be conducted in the same manner as a regular meeting, but shall be limited to the conduct of business specifically set forth in the notice. 7 ARTICLE 8 (Quorum and Voting) 1. Quorum. For the purpose of conducting the regular business of the organization, a majority (50% plus one) of the total of all currently duly qualified members shall constitute a quorum. 2. Voting. Voting shall be done by voice vote or by show of hands at the discretion of the Chair. Votes may only be taken at a properly noticed meeting at which a quorum is present. Unless otherwise provided in these Bylaws, the passage of any item shall require a simple majority vote of those in attendance. Each duly qualified member in attendance, including officers, shall be entitled to one vote. Voting by proxy, absentee ballot or by telephone shall not be permitted. ARTICLE 9 (Parliamentary Authority) The parliamentary procedural rules found in the current edition of Robert's Rules of Order shall govern PRAB meetings and actions in all cases where they are not in conflict with these Bylaws. 8 The Following Pages Indicate Strikethroughs showing Deletions and Underlines showing proposed New Language. EXHIBIT A PARKS AND RECREATION ADVISORY BOARD (PRAB BYLAWS) ARTICLE 1 (Name of Organization) The official name of this organization shall be the Parks and Recreation Advisory Board (PRAB). ARTICLE 2 (Purpose and Objectives) 1. Purpose. The general purpose of the Parks and Recreation Advisory Board (PRAB) for the City of Ocoee shall be to advise the Mayor, the City Commission, the City Manager and the Parks and Recreation Director on issues pertaining to the City's parks, recreational facilities and programs. 2. Objectives. The objectives of the PRAB are: a. To improve communication between the citizens of the City of Ocoee, the City Commission and the Parks and Recreation Department. b. To advise and provide input to the City Commission and the Parks and Recreation Department on the values, goals and objectives of the City's parks, recreational facilities, programs and services. c. To encourage community interest and citizen involvement in the City's parks, recreational facilities,programs and services. d. To contribute to continuous feedback and make recommendations to both the City Commission and the Parks and Recreation Department for overall quality of programs and services. 3 e. To explore various sources of grant funds that may be available for recreational programs and/or facilities and assist in development of an application for such funds. ARTICLE 3 (Membership) 1. Number of Members. The PRAB shall consist of no less than three (3) and no more than nine (9) members. 2. Qualifications for Membership. Only those persons who are legal residents of the City of Ocoee, or who are members of a City sporting organization that utilize the Ocoee parks, shall be eligible for membership. The maximum number of non-residents on the Board at any time may not exceed three (3) persons, and no non-resident may be appointed to fill the final vacant seat. The City Commission reserves the right to waive the foregoing membership qualifications when the City Commission deems it appropriate 3. Manner of Selection of Members. Those persons having been appointed by the City Commission to serve on the PRAB and who at the time of the adoption of these Bylaws are serving on the PRAB shall be members of the PRAB until such time as their appointed term shall expire. Thereafter, members shall be appointed to the PRAB by majority vote of the City Commission of the City of Ocoec, Florida. Nominations to the PB may be forv'arded to the City Commission by the PRAB, the Parks and Recreation Director, the Mayor, and any City Commissioner. Members shall be appointed by the City Commission from a list of interested and eligible persons who have completed the application form for membership on City boards and committees. Members are expected to attend Board meetings and participate in a minimum of 4 one Board-sponsored event per calendar year, if applicable. Applicants for membership should anticipate that participation will require considerable devotion of personal time. 4. Term of Appointment. Members shall be appointed for a term of three (3) years and may be reappointed, irrespective of the number of terms previously served. 5. Termination of Membership. A member may have his or her membership revoked for cause by the affirmative vote of a simple majorityof the m mbers " ent at any duly ^ ll limited to, a member's failure to attend three consecutive meetings or failure to properly disc-harge his--ef4 sibility .,,a ,du ember of the-�I�cf�B- €iiber—shall P B ,.di,, clerk t^ mbe •wh^ mbo sh p terminated. All members serve at the pleasure of the City Commission and may be removed for cause at any time. In no event will the PRAB have the authority to remove anv member. Any member who misses three consecutive regular meetings or five regular meetings in a 12-month period or does not participate in one board-sponsored event (if applicable) shall be deemed to have resigned by the PRAB. Any member submitting a voluntary resignation must do so in writing to the City Clerk. 6. Privileges and Limitations of Membership. The membership of the PRAB shall be subject to the following privileges and limitations: a. The PRAB is not empowered to establish policy or investigate charges or operational problems of the Parks and Recreational Department. However, these areas may be topics of discussion between the PRAB, the City Commission and the Parks and Recreational Department. 5 b. Responsibility for initiating discussion with citizens, the City Commission and/or the Parks and Recreational Department shall rest primarily with the PRAB. However, this does not preclude the City Commission and/or City staff from initiating discussion with citizens and/or the PRAB. c. The PRAB shall not be used as a vehicle to influence the City Commission in budget or personnel matters relating to the Parks and Recreational Department. d. Coordination with the PRAB shall be the responsibility of the Parks and Recreation Director or any other staff member designated by the Director of the Parks and Recreation Department. The Parks and Recreation Department shall maintain complete and current files on the composition of the PRAB, its meetings and its activities. ARTICLE 4 (Officers) The officers of the PRAB shall be a Chair and a Vice-Chair. The Chair and the Vice- Chair shall be elected by a majority vote at the first meeting of the year from the PRAB membership, and they shall assume office at the close of the meeting at which they are elected. A recording clerk shall be provided by the City of Ocoee. Officers shall each serve for a term of one year or until their successors are elected. Officers shall not be limited in the number of terms they serve. Vacancies which occur among the officers of the PRAB may be filled by the PRAB at its next regular meeting. ARTICLE 5 (Duties of Officers) 1. Duties of the Chair. The Chair shall preside at all meetings of the PRAB and shall hold ex officio membership on all subcommittees. The Chair shall perform all other duties ordinarily 6 pertaining to the office and shall appoint all subcommittees whose composition or method of selection is not provided for elsewhere in these Bylaws. 2. Duties of the Vice-Chair. The Vice-Chair shall perform the duties of the Chair in the absence of the Chair. ARTICLE 6 (Subcommittees) 1. Members of subcommittees need not hold membership in the PRAB, however, any person serving as a Subcommittee Chairperson must be a PRAB member. The PRAB may create such subcommittees as may be required to attain its objectives, as set forth in Article 2. Subcommittee Chair shall be selected by the members of each subcommittee. 2. Subcommittee Meetings. Subcommittees may meet with such frequency as they deem appropriate for the assigned task. Notification of all subcommittee meetings shall be provided to all members no less than five(5) days prior to each meeting. All meetings of any subcommittee shall be open to the public with notice of the date, place, and time posted at Ocoee City.Hall at least forty-eight (48) hours in advance of any such meeting. Subcommittee meetings shall be conducted in the same manner as a regular meeting, but shall be limited to the conduct of business according to the scope of the subcommittee. Subcommittee meeting minutes need not be prepared, but if they are prepared, may be created by any person designated by the Subcommittee Chair. 7 ARTICLE 7 (Meetings) 1. Regular Meetings. Regularly scheduled meetings shall be held throughout the year. The frequency and specific calendar shall be determined by consensus at the first meeting of the year and shall include a first meeting date for the following calendar year. Notification of all regular meetings shall be provided to all members within a reasonable time prior to the meeting. Notice of the date, place and time of all PRAB meetings shall be provided to the public within a reasonable time prior to such meeting. Except as otherwise provided by Chapter 286, Florida Statutes, all meetings shall be open to the general public. 2. Special Meetings. Special meetings may be called by the Chair or the Vice-Chair or by a majority of the PRAB members. Notification of all special meetings shall be posted not less than 48 hours prior to said meeting. Special meetings shall be conducted in the same manner as a regular meeting,but shall be limited to the conduct of business specifically set forth in the notice. ARTICLE 8 (Quorum and Voting) 1. Quorum. For the purpose of conducting the regular business of the organization, a majority (50% plus one) of the total of all currently duly qualified members shall constitute a quorum. 2. Voting. Voting shall be done by voice vote or by show of hands at the discretion of the Chair. Votes may only be taken at a properly noticed meeting at which a quorum is present. Unless otherwise provided in these Bylaws, the passage of any item shall require a simple majority vote of those in attendance. Each duly qualified member in attendance, including 8 officers, shall be entitled to one vote. Voting by proxy, absentee ballot or by telephone shall not be permitted. ARTICLE 9 (Parliamentary Authority) The parliamentary procedural rules found in the current edition of Robert's Rules of Order shall govern PRAB meetings and actions in all cases where they are not in conflict with these Bylaws. 9