Parks&Rec Commission Ordinance
I'/Iendian Pa:i\s & Recreation
Memo
RECEIVED
DEe 15 2003
To:
Mayor and City Council
Doug Strong, Director IJJ
City of Meridian
City Clerk Office
From:
Date:
December 12, 2003
Re:
Remote Control Car Track, Park and Recreation Commission
Ordinance, Meridian Youth Baseball Concept for Settler's Park, and
Picnic Shelter reservation fees.
During the November and December Park and Recreation Commission meetings
the following items were reviewed and passed by the Commission to be sent
forward to Mayor and Council.
The Parks Staff is requesting four items under the consent agenda for your January
06th or 13th meeting, which are listed below.
1. Snake River Racing is a local club of remote control car enthusiasts who
are looking for a more central valley location for a track for club activities
as well as region wide sanctioned races. The five-acre parcel next to the
Meridian Police Department has been proposed as a possible site
because of its proximity to the freeway. The track would occupy an area
of approximately 250 feet by 175 feet and would be constructed and
maintained entirely by the club. A sketch of the track area is attached.
2. The Parks and Recreation Commission are submitting a draft of their
proposed ordinance for Council review and action. The draft has been
through several edits and has been reviewed by the city attomey, Bill
Nichols and by Doug Strong. The Commission sub-committee made the
edits that appear in red and Doug Strong made the edits in green. The
sections that are bolded are those of Bill Nichols comments. The
Commission approved the draft, as it appears with the exception that all
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.
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references to the Department shall appear as the Parks and Recreation
Department. A draft of the proposed ordinance is attached for review
and action.
3. Conceptual drawings of the proposed baseball complex by Meridian
Youth Baseball were reviewed and approved by the Parks and
Recreation Commission. This complex is proposed to be developed on
the Westem portion of Meridian Settler's Park. The concept drawings
have also been reviewed by staff and are ready for review and action by
the Council. Construction drawings will be developed once Council
approval is received. Drawings are attached.
4. Lastly, proposed fees for the picnic sheltels at Chateau Park and
Meridian Settler's Park are attached for Council review and action. Once
approved, the shelters will be added to the Department's shelter
reservation list and made available in the spring of 2004. The proposed
fees are consistent with the fees currently being charged for shelters of
the same or similar size that are in the Department's reservation system.
NOTE: Several references in the draft refer to "Board" when it should
refer to "Commission." These should all be changed.
CHAPTER 2
PARKS AND RECREATION COMMISSION
2-2-1: ESTABLISHMENT, MEMBERSHIP, TERMS, VACANCIES:
A. Commission E~lished: There is hereby established a Meridian Parks and
Recreation Commission of the City.
This provision is the same as current code.
B. Membership; Compensation:
1. This Parks and Recreation Commission shall consist of seven (7) members.
Any four (4) members of the Commission shall constitute a quorum for the
transaction of any business of the Parks and Recreation Commission.
Members of the Commission shall be appointed by the Mayor and approved
by the City Council on a vote of one-half (1/2) plus one of the Council
members, and Commission members may, in like manner, be removed.
This provision deletes a reference to no salary for commission
members (but that is provided elsewhere in the revision). It adds a
quorum definition.
2. All members of the Parks and Recreation Commission and the officers
thereof shall serve without salary or compensation. The City shall provide the
necessary and suitable equipment and supplies to enable the Commission to
properly transact and attend to its business. The budget for Commission
equipment and supplies shall be provided for them through the Parks
and Recreation budget.
This proVision carries the no salary provision but adds a requirement
that the City provide equipment and supplies. This implies that the
budget will contain provisions for equipment and supplies for the
Commission. This provision should be adopted only if the Council
intends to budget for Commission equipment and supplies or otherwise
provide for them through the Parks budget.
3. Residents who reside within the City limits, or area of impact and are a
minimum of eighteen (18) years of age are eligible to serve on the Parks and
Recreation Commission. No more than two (2) members may be appointed
from residents of the City impact area, outside the corporate limits.
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This changes the composition of the commission by eliminating a
mandatory one member from the area of city impact and a
maximum of three. It allows one or two members from the area
of impact, but no such appointment is mandatory. It may be
necessary to change the wording to allow for one mandatory
position in order to obtain County approval of the adoption of
Park Impact Fees for the area of impact. The provision adds a
youth member which would be a voting position. The main
problem with that is It conflicts with the number of members set
forth in B.1., and puts the total members at an even number
which can result in tie votes with no tiebreaker. One suggestion
would be to make the youth position ex-officio thereby allowing
for input. The wording for this should also be revised as the
current wording is awkward.
4. One member of the Meridian City Council, the City's Parks and Recreation
Director, one member who represents the administration of the Joint School
District No.2, Ada County, State ofIdaho, and an additional position may
be added to represent tI=le youth voioe of which may be, at the time of
appointment, under eighteen (18) years of age. All shall serve as ex-
officio members with no vote.
This provision is the same as current code.
C. Terms of Office:
1. Each Commissioner shall serve a term of three (3) years provided that the
youth member shall be appointed to a term of up to one (l) year and may be
reappointed to up to three (3) successive terms. Commissioners wishing to
serve additional terms must submit a letter of interest thirty (30) days prior to
the first term expiring. Reappointments are at the discretion of the Mayor,
with confirmation by the City Council.
Ore-insert stagered term rotation language from current ordinance.
This provision eliminates the staggered term language. It should be
reinserted so appointments to mid term vacancies do not affect the
staggered rotation.
2. Vacancy: When vacancy occurs, interested citizens will submit a letter of
interest or resume to the Mayor within an advertised time period. (Ord. 822, 4-
20-1999)
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This provision Is the same as the current code.
3. A subcommittee of three (3) individuals of the Parks and Recreation
Commission will review the application and submit a recommendation to the
Mayor. The location of the applicant's residence, in order to provide a
representation based upon geographic areas and population will be given
strong consideration.
This provision is the same as found in 2.2.1 B. in the current code
2-2-2: ORGANIZATION; RULES AND REGULATIONS:
A. Officers: At the December meeting of each year, the members of the Parks and
Recreation Commission shall meet and organize by electing one of their members
President, Vice President and such other officers as may be necessary. The City
Parks and Recreation staff shall provide secretarial service for the Commission.
This provision changes the time of election of officers from the
beginning of the fiscal year to the end of the calendar year. If the
terms of appointment run from the beginning of the calendar year, this
may not make much difference. It may simply be a reflection of what
would be a better practice.
B. Rules And Bylaws: The Parks and Recreation Commission shall adopt bylaws,
rules and regulations for the proper conduct of the business of the Parks and
Recreation Commission. The bylaws, rules and regulations are subject to the
approval of the Mayor and City Council after recommendation by the
Commission. (Ord. 822,4-20-1999)
This provision is the same as the current code.
2-2-3: DUTIES:
It shall be the duty of the Parks and Recreation Commissioners to work in conjunction
with the Parks Department staff to advise the Mayor and the City Council in the
orderly and efficient administration of the city Parks and Recreation system as
hereinafter amended, and any other ordinances hereinafter enacted and amended relating
to parks, urban forestry and recreation:
There are major changes In this section. City Council needs to decide
whether the Commission remains a recommending body or whether it
moves into more policy making and supervision. Some rule making is
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subject to council approval, but other language Implies more authority
for the Commission. The reference to cemeteries should be deleted.
A. Supervision of Recreation Areas:
1. To advise the Parks and Recreation Department staff, the City Council,
and the Mayor as to the best use of all public parks and any land or lots
hereinafter purchased, leased, devised and bequeathed to the City for park and
recreation purposes, and as such to difeet make recommendation regarding the
ornamenting, adorning, laying out and improving of the grounds of said parks;
This provision makes the Commission the superintending body for
parks with the ability to direct how parks are landscaped and laid out.
Currently that responsibility rests with the Mayor and Council.
2. To study the economic and physical conditions and problems in connection
with the maintenance, operation, management, control and use of all the
public park grounds, park and playground facilities in the City;
This provision is acceptable.
3. To propose and promulgate recommend rules and regulations for the control
and regulation of the use of the public park grounds, buildings, and
playground facilities; Subject to approval by the Mayor and City Council.
Promulgating rules Is policy making. Although later in the draft it
refers to Council approval, it is not clear if the Council has much
discretion. If the Council wants the Commission to promulgate rules
and regulations, better wording would be to preface such provisions
with "Subject to approval by the City Council..." or it could say "Makes
recommendations to the Mayor and Council for ..."
4. To study and propose plans, and preffilHgate recommend rules and
regulations for the planting, growing, care, regulation and control of trees and
shrubbery in all public places;
This provision is acceptable.
5. To represent the public interest in making suggestions and recommendations
for the development, use and expansion of needed and required playground
and other recreational and leisure program activities;
This provision is acceptable
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.
6. To propose plans, recommendations and suggestions for the future growth
development and regulation of park, playground, and recreation facilities of
the City
This provision is acceptable
7. To set priority to plans, recommendations and suggestions for the future
growth development and regulation of park, playground and recreation
facilities of the City. Subject to approval by the Mayor and City Council.
This provision allows the Commission to determine priority for plans,
future growth, etc. Since these Items are so closely tied to fiscal
issues, the final decision should rest with the City Council.
8. To propose plans, recommendations, and suggestions to the annual
budget to be submitted by the Parks Director for the projects and
expenditures for the next fiscal year prior to the budget proposal being
submitted to City Council for approval.
This provision involves the Commission in budget planning. This can
be acceptable if It is modified to constitute a recommendation, and so
long as the Parks Director can submit his/her own vision for the budget
since that is one of this department head's job duties.
9. To suggest and recommend such rules and regulations necessary and desirable
to carry out the intent of the Chapter
This provision is acceptable.
10. To review and comment on the Parks and Recreation Department's
Comprehensive Plan and Action Plan
This provision is acceptable.
11. To review and comment on the City's Comprehensive Plan as that plan relates
to Parks and Recreation
This provision is acceptable.
12. Ta FepFeseBt the piHllie mtllfElst in makiftg reeammeBllatisfls to tho Mayer
aRE! tt:le City COIJAsil fer the emplaymeBt efthe plH'k ana rsereatisB ageBSY
Meter. If reQuested bv the Mavor. to review candidates for Parks and
Recreation Director and make recommendations to the Mavor
reaardina those candidates.
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.
This provision places the Commission in the hiring process as well as
recommending use and control of the parks, etc. I would suggl!lst that
the second phrase regarding use of parks is redundant with the ability
to make or recommend rules and regulations and therefore the second
phrase can be deleted. As to hiring, since the Mayor has the statutory
obligation to appoint department heads, I suggest that this provision
be modified to read: "If requested by the Mayor, to review candidates
for Parks and Recreation Director and make recommendations to the
Mayor regarding those candidates." Such discussion may qualify for
executive session.
13. To suggest and recommend such rules and regulations necessary and desirable
to carry out the intent of the Chapter and to improve and correlate the
problems of governmental administration of all recreation and leisure
programs of the City;
This provision is acceptable.
14. To appoint members of the commission to subcommittees to provide
community information to the Parks and Recreation Commission
concerning particular facilities or programs of the park and leisure movement
of the City.
This provision carries appointive powers which are generally held by
the Mayor. Perhaps adding "Subject to approval by the Mayor," to the
beginning of the sentence would clarify roles.
AIl1ll1es and regulatisas fSRfllIlated, prspssed and Jlfeffilllgates by actions of the Parks
and Recreation Commission shall be apprsyed llfld Fllti4led subiect to approval by the
Mayor and Council and after such approval !illS Fatif1eatisa shall have the force and effect
of ordinance. AIl rules and regulations of the Parks and Recreation Commission now
in effect shall remain in full force and effect until amended, altered or repealed.
B. Advisory Status: The Parks and Recreation Commission shall be deemed advisory
and report to the Mayor and City Council. The Parks and Recreation Commission
chairman will submit an annual report to the Mayor and Council. (Ord. 822, 4-
20-1999)
This provision should be modified to read:
"All actions of the Commissioners shall be subject to approval by the
Mayor and City Council. When approved, any rules and regulations
shall have the force and effect of ordinance."
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.
Section 2-2-4 FEES
The Parks and Recreation Commission is hereby authorized ana eHlj3Bwerea to make
recommendations regarding the establishment of and regl,jlate all fees for facility
reservations and/or rental, facility admission, program activity participation, and league
registration; and the establishment of fees for urban forestry services. All rules and
regulations pertaining to fees shall be subject to approval by the Mayor and the
Meridian City Council. (Ord. 4895,12-30-85; Ord. 5227,4-17-90).
This proviSion needs its own number rather than to be stuck at the end
as an unnumbered paragraph. I suggest that It be reworded to clarify
that fees are suggested or recommended to the Council for adoption
rather than "make" or "fixing" fees and charges.
This provision is acceptable.
2-2-5: MEETINGS:
The Commission shall meet regularly each month at a time and place determined by the
Commission. All meetings shall be open to the public and shall be publicized; the
Commission shall allow and promote public participation in the meetings of the
Commission. The Commission shall also review and comment on any needed changes to
the City's Comprehensive Plan as it relates to Parks and Recreation. (Ord. 822,4-20-
1999)
This provision is the same as the current code.
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