(A) Establishment. The Parks and Trees Commission is established by § 32.86 of the code and is governed by the provisions of this chapter.
(B) Members. The Parks and Trees Commission shall consist of not more than seven residents of the city and who are able to prepare for and attend meetings. Parks and Trees Commission members shall be appointed by City Council after submitting a Boards and Commissions Application Form to the city. One representative from the city shall be appointed in addition to the seven members and serve ex officio. The ex officio representative of the city shall be a non-voting member of the Parks and Trees Commission.
(C) Quorum. A quorum, defined as the presence of a majority of the total members of the Commission, shall be required for the Parks and Trees Commission to conduct business and/or take any official action. Proxy votes shall not be permitted.
(D) Compensation. Members shall serve without compensation. The city, upon receipt of appropriate receipts and documentation, shall reimburse reasonable expenses incurred by members if such expenditures were approved by the Commission prior to the occurrence of any expenditure.
(E) Term of Office.
(1) The term of office for each member of the Commission shall be three years. Any individual who has served as a member of the Commission for three consecutive terms shall not be eligible for appointment to another term until one year has passed, provided that a term of less than one year shall not be counted in determining eligibility for reappointment.
(2) Terms of office shall be staggered to the extent possible, so that one-third of the members' terms will terminate every third year; provided that each member of the Commission shall serve until his or her successor is appointed and duly installed. The term of office of members shall end on May 31.
(F) Officers, Regulations, and Proceedings. The Commission shall elect a Chairman and Vice-Chairman and appoint a Secretary from among its members. The term of the Chairman and other officers shall be one year with eligibility for reelection. The Commission shall adopt rules for the transaction of business and shall keep a record of its recommendations, transactions, findings and determinations.
(1) Chairman. The Chairman shall be responsible for setting the agenda for each meeting, conducting the meetings, initiating/overseeing projects and providing an annual report to the City Manager of the city or his designee.
(2) Vice Chairman. The Vice-Chairman shall, in the absence of the Chairman, carry out the responsibilities of the Chairman.
(3) Secretary. The Secretary shall be responsible for distributing the meeting agenda and recording and distributing the minutes.
(G) Responsibilities. The function of the Parks and Trees Commission shall be to assist the Urban Forester or his/her designee with the following duties: Arbor Day ceremony; periodic review and recommendations for revision to this chapter; provide suggestions/recommendations for park improvements; advise regarding tree and plant issues within the parks, publicly owned property and ROW within the City; promote and support the Tree City USA program (see § 100.06 below); serve as the appeals board for the administration of this chapter and administer the Margot Rochester Landscape Award in conjunction with the city. The Commission shall keep minutes of its meetings, shall keep records of its activities through correspondence, photographs, articles and written summaries. The Commission shall also make an annual report (subject to the oversight of the Chairman) to the City Council.
(H) Meetings.
(1) Regular meetings for the transaction of business of the Commission may be held with such frequency as the Chairman and Commission members may determine, but not less than six times a year. Upon a minimum of 24 hours notice, special meetings of the Commission may be held at any time at the discretion of the Chairman.
(2) At least 24 hours in advance of any called meeting, public notice shall be posted on the city's website or the city's administrative offices prior to each regularly scheduled or special meeting.
(3) Members absent for more than three consecutive meetings or more than one-half of the regularly scheduled meetings per year may be replaced by recommendation of the Parks and Trees Commission to the City Manager. The Chairman shall advise the City Manager of any members recommended to be replaced or any member that has resigned and ask the City Manager to bring before City Council the appointment a new member to fill the un-expired term of the vacating member.
(I) Sub-Committees. The Parks and Trees Commission may, at its discretion, create sub-committees to assist in conducting its business.
(Ord. 13-016, passed 8-13-13)