(A) Purpose. The purpose of the town’s Parks and Recreation Advisory Board is to perform studies, to make recommendations on recreation policy and grant activities, to commission recreation and park studies and to offer advice and assistance to the Town Board and others, as necessary or as requested on the development of parks and recreation plans and activities with the town. These duties will include:
(1) To investigate and determine the needs, interests and goals of the community for recreation facilities and programs and make recommendations to the Town Board to meet those needs and goals;
(2) To inform and educate the general public of the importance and need for park and recreation programs, greenways, facilities and services;
(3) To make recommendations to the Town Board on acceptance of public dedication of land or fee in lieu of the dedication of land for park, recreation and open space as required by the town’s Land Development Code;
(4) To seek and make recommendations on the acceptance of grants, gifts, bequests, donations and personal or real property for park, greenway and recreation purposes;
(5) To assist the town in developing cooperative arrangements with other organizations and private groups, when it will further the objective of providing more and varied kinds of park and recreation programs for the citizens of the community;
(6) To assist the town in recruiting voluntary leadership staff to work with park/recreation facilities, programs and activities;
(7) To assist in matters relating in maintaining the highest standards in park development and operation, park/recreation leadership and in well-balanced programs;
(8) To assist in developing a comprehensive master plan to meet the present and future needs for programs, services, park facilities, open spaces and trails and to advise in developing priorities for each of these;
(9) To receive information and reports from staff concerning the evaluation of programs, facilities, policies and procedures; and
(10) Upon request, recommend approval of rules and procedures pertaining to the use of public parks and facilities including suggested fees and charges.
(B) General governing document. The Parks and Recreation Advisory Committee shall be governed by the regulations contained herein. For matters not covered by these by-laws, the Committee shall follow the rules contained in the current edition of Robert’s Rules of Order. The Committee shall serve only as an advisory board regarding the recreation policy of the town. The Committee shall make general recommendations only, and shall not directly exercise administrative or supervisory authority or responsibility over the Parks and Recreation Department staff. The Committee shall serve as a forum for the introduction of innovative and new ideas, concepts, programs, policies and procedures.
(C) Membership. The Parks and Recreation Advisory Board membership shall consist of nine members of which seven shall be voting members and two shall be alternates each appointed to three- year terms. Three members’ terms expire each year, so that the staggered terms provide for continuity of leadership and experience while allowing for new members with fresh ideas. Terms shall run from January 1 in the year appointed to December 31 of the expiration year. All members shall be current residents of the town and will apply to the Board of Commissioners. Any member seeking reappointment must submit an updated application that addresses the willingness to serve an additional term. The Parks and Recreation Director, or his or her designee, will serve as the town’s Staff Liaison, and a member of the Board of Commissioners will be appointed annually to serve as the Board of Commissioner Liaison to the Parks and Recreation Advisory Board. If an Advisory Board member resigns during his or her term, the alternate with the longest service will finish out the term of that member, and a new alternate will be appointed by the Board of Commissioners to finish out the alternate position’s term.
(D) Compensation and expenses. The members of the Committee shall serve at the pleasure of the Town Board without compensation, but shall be entitled to reimbursement for subsistence and travel to appropriate professional recreation meetings and workshops, with such reimbursement being made in compliance with the town’s Personnel Policy Travel Reimbursement Policy.
(E) Attendance at meetings. Faithful and prompt attendance at all meetings of the Committee and conscientious performance of the duties required of members shall be imperative to continuing membership on the Board. Should a member of the Parks and Recreation Advisory Committee fail to attend three consecutive meetings or attendance is less than 60% in any 12-month period, the Chairperson shall contact the member to determine his or her interest in continuing to serve on the Committee. Should there be no reasonable excuse for such absences, the Chairperson, with the concurrence of a quorum of the Committee present at a regular meeting, may recommend to the Town Board that a vacancy be declared and request that the vacant position be filled.
(F) Officers.
(1) Chairperson. The Chairperson will be elected by the members of the Parks and Recreation Advisory Committee at the first meeting in January of each year. The Chairperson is eligible for re-election, shall preside at each meeting and shall decide on all points of order and procedure. The Chairperson shall vote on all matters before the Committee and is granted extraordinary voting powers (an extra vote) in the case of a tie vote. The Chairperson will work with staff to establish an agenda for each meeting. Upon resignation or some incapacity visited upon the Chairperson, the Committee shall elect a new Chairperson within 90 days to complete the existing term of office.
(2) Secretary. A Secretary shall be elected by the Committee from its members in the same manner as the Chairperson and shall be eligible for re-election. The Secretary shall take minutes of all meetings and causes the minutes to be printed and made available to the Town Board, Town Manager and other members of the Parks and Recreation Advisory Committee each month. The Secretary can delegate minute taking to the Parks and Recreation Director or his or her designee.
(G) Voting. All voting members of the Committee shall vote on every issue, except in a situation where a member of the Committee shall be excused from voting, by the Chairperson, on matters involving direct personal or financial interest. In the event that a member abstains from voting for reasons other than direct personal or financial interest, the abstention shall be ruled by the Chairperson as an affirmative vote. An alternate member may vote in the absence of a voting member. The Chairperson will have the right to vote and will also have the authority to break a tie vote with extraordinary voting powers (an extra vote).
(H) Meetings.
(1) Regular meetings. Regular meetings of the Committee shall be held on the third Monday night of each month at 7:00 p.m. in the Board chambers of Town Hall.
(2) Special meetings. Special meetings of the Committee shall be held at a time and place designated by the Chairperson, any two Committee members, or the Town Manager, providing at least 48 hours of notice is provided to all members.
(3) Cancellation of meetings. When there is no business for the Committee, monthly meetings may be canceled. Notice will be given to all members of such cancellation.
(4) Quorum. A quorum consists of a majority of the Committee membership. A quorum is four of seven members.
(5) Conduct of meetings. All meetings shall be open to the public. The order of business at Committee meetings shall be as follows:
(a) Determination of a quorum;
(b) Approval of minutes of previous meeting;
(c) Old business;
(d) New business; and
(e) Adjournment.
(6) Change in by-laws. The by-laws may be amended by a majority of the full Committee and overall approval by the Town Board.
(7) Public record. All records of the Parks and Recreation Advisory Committee shall be made available to the public in accordance with General Statutes.
(I) Conflict with other ordinances and resolutions. Any earlier adopted ordinance and resolutions of the Town Board pertaining to parks and recreation which are or may become in conflict with the provision of this section are hereby declared to be null and void and of no effect.
(J) Subcommittees. Any time that the Board of Commissioners or Parks and Recreation Committee deems there is a specific need for enhanced focus for a major project or ongoing effort, a subcommittee may be formed. Such subcommittee must be approved by a majority vote of the Town Board of Commissioners. The number of members on said Board should be no less than five, but may be as many as the Parks and Recreation Committee deems appropriate due to amount of effort expected. Any subcommittee should have at least two members of the Parks and Recreation Committee among its membership, but no more than 40% of the subcommittee shall also serve on the Parks and Recreation Committee either voting or non-voting members (i.e., a subcommittee of five members should have no more or less than two Board members while a subcommittee of nine members must have at least two Board members, but no more than three members). The formation of a subcommittee will have a document outlining the specific duties, responsibilities and goals, as well as what goals/timelines need to be met for the dissolution of the subcommittee.
(K) Centennial Celebration Subcommittee. In light of the town’s upcoming centennial year celebration in 2015, a special centennial subcommittee shall be appointed by the Town Board. This subcommittee shall serve at the pleasure of the Town Board and be comprised of five citizens with interest and knowledge pertaining to such celebration. The subcommittee shall provide advice and recommendations on planning and implementing the celebration to the Parks and Recreation Advisory Board and Town Board, and shall work and collaborate with the Parks and Recreation Advisory Board and town staff to utilize their event planning expertise and input on the celebration. Should the subcommittee require any funds for performing its designated tasks, it shall make expenditure requests directly to the Town Manager, to be approved by the Town Board, if necessary.