Item 4.3 - Adoption of a Reso to Amend the Charter for the Parks and Recreation Advisory CommitteeG��Y OF POWgY
Cm' W THE ��J
DATE:
TO:
FROM:
CONTACT:
SUBJECT:
City of Poway
COUNCIL AGENDA REPORT
January 15, 2019
Honorable Mayor and Members of the City Council
Tina White, City Manager
APPROVED
APPROVED AS AMENDED
❑
(SEE MINUTES)
DENIED
❑
REMOVED
❑
CONTINUED
RESOLUTION NO. 11-D65
Brenda Sylvia, Director of Community Services��
(858) 668-4585 or bsylvia@poway.org
Adoption of a Resolution to Amend the Charter for the Parks and
Recreation Advisory Committee
Summary:
The Parks and Recreation Advisory Committee (PRAC) was established in 1981 to advise the
City Council on the parks and recreation needs of the City of Poway. When the PRAC was formed,
Poway was a newly incorporated city with plans to develop many parks and recreation facilities.
Throughout the years, the PRAC has provided valuable public input regarding the establishment
and expansion of parks, trails, and recreation facilities and programming. As Poway has matured,
the role of the PRAC has changed. There are very limited opportunities to discuss new and
expanded facilities and programming. After careful review and consideration, it is recommended
the PRAC charter be amended to have the committee serve on an as -needed basis. This will
allow the committee to take on special projects and/or assignments from the City Council, but
does not require them to meet on a regular basis if there are not substantive items for discussion
and action. Additional changes to the charter are also being recommended, including revisions to
the purpose and duties, as well as the term of appointment.
Recommended Action:
It is recommended that the City Council adopt the attached resolution amending the charter of
the Parks and Recreation Advisory Committee.
Discussion:
The Parks and Recreation Advisory Committee (PRAC) was established in 1981 to advise the
City Council on the parks and recreation needs of the City of Poway. When the PRAC was formed,
Poway was a newly incorporated city with plans to develop many parks and recreation facilities.
Over the years, the City Council has looked to the PRAC for public outreach and input on matters
such as new parks and park expansion, trail system improvements, increased recreation
opportunities, and land acquisition for park development and preservation.
As parks, open space, facilities, and trails have developed, Poway transitioned from a growing
city to an established city, thus providing limited opportunities for the PRAC to make
recommendations, undertake projects, and advise the City Council. According to the existing
charter, the PRAC is scheduled to meet on a quarterly basis. Recent meetings have been
cancelled due to a lack of agenda items, and for those meetings that do take place, the agenda
primarily consists of updates from Community Services staff. The City Council -adopted PRAC
charter states that it shall be reviewed every two years and may be amended at any time upon
the approval of the City Council. The charter was last revised in 2013. After careful review and
1 of 12 January 15, 2019, Item #4,3
Resolution to Amend the Charter for the Parks and Recreation Advisory Committee
January 15, 2019
Page 2
consideration, it is recommended that the PRAC serve on an as -needed basis. This will allow the
committee to take on special projects and/or assignments from the City Council, but does not
require them to meet on a regular basis if there are not substantive items for discussion and
action. Additional changes to the charter are also being recommended, including revisions to the
purpose, duties, and the term of appointment. The revised purpose and duties are focused on
special assignments and include examples of the type of projects that the PRAC may be tasked
with. Language regarding voting and officers is being removed as they are no longer applicable,
and the term of appointment is being revised to two years, which is consistent with the term of the
Budget Review Committee. With very limited opportunities to serve on citizen committees, the
two-year term is intended to provide more residents with a chance to serve. With the change in
terms, any current PRAC members interested in continuing to serve must apply for
reappointment. If Council approves the recommended changes to the Charter, including the 2 -
year term, the City Clerk will accept applications (available on the City's website and in the City
Clerk's office) from January 16, 2019, through February 15, 2019, from Poway residents wishing
to serve on the PRAC. The City Council could then review the applications and make
appointments to the Committee at the March 5, 2019, City Council meeting.
Fiscal Impact:
None.
Environmental Review:
This item is not subject to CEQA review.
Public Notification:
Notification was sent to members of the Parks and Recreation Advisory Committee. A copy of the
amended PRAC Charter will be posted on the City's website upon City Council approval.
Attachments:
A. Resolution
B. Strikeout Version of the Charter
Reviewed/Approved By:
Wendy Kaserman
Assistant City Manager
2of12
Reviewed By:
Alan Fenstermacher
City Attorney
Approved By:
Tina M. White
City Manager
January 15, 2019, Item #1.3
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF POWAY, CALIFORNIA,
RESCINDING RESOLUTION NO. 13-005, AND
ADOPTING A REVISED CHARTER FOR
THE PARKS AND RECREATION ADVISORY COMMITTEE
WHEREAS, on February 17, 1981, the City Council appointed five citizens to serve as
a Parks and Recreation Committee; and
WHEREAS, by Resolution No. 101 adopted on May 19, 1981, the City Council formally
established the Parks and Recreation Committee (the "Parks and Recreation Committee") and
adopted a charter for the committee; and
WHEREAS, by Resolution No. 279, the City Council amended the charter of the Parks
and Recreation Committee, and
WHEREAS, by Resolution No. 86-083, the City Council amended the Committee's
charter: and
WHEREAS, by Resolution No. 03-004, the Parks and Recreation Committee was
renamed the Parks and Recreation Advisory Committee (the "Committee"); and
WHEREAS, by Resolution No. 13-005 the charter was again amended; and
WHEREAS, it is desirable to revise the charter for this committee, more particularly to
(1) designate that the committee will serve on an as -needed basis; (2) update the purpose and
duties of the committee; (3) amend provisions related to membership, voting, and officers; and
(4) change the frequency of meetings; and
WHEREAS, amendments to the charter shall only become effective upon approval by
the City Council.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Poway as
follows:
1. The charter adopted by Resolution No. 13-005 is hereby rescinded and repealed.
2. Anew charter for the Committee, attached hereto as "Exhibit A," is hereby adopted.
3 of 12 ATTACHMENT A January 15, 2019, Item #43
Resolution No. _
Page 2
PASSED, ADOPTED AND APPROVED by the City Council of the City of Poway,
California, at a regular meeting this 15th day of JANUARY 2019.
Steve Vaus, Mayor
ATTEST:
A. Kay Vinson, Interim City Clerk
STATE OF CALIFORNIA )
) SS
COUNTY OF SAN DIEGO )
I, A. Kay Vinson, Interim City Clerk of the City of Poway, California, do hereby certify,
under penalty of perjury, that the foregoing Resolution No. was adopted by the City
Council at a meeting held on this 15th day of JANUARY 2019 and that it was so adopted by
the following vote:
AYES:
NOES:
ABSENT:
DISQUALIFIED:
A. Kay Vinson, Interim City Clerk
City of Poway
EXHIBIT A: Revised Charter
4 of 12 ATTACHMENT A January 15, 2019, Item #1+.3
Exhibit A
Charter City of Poway
Parks and Recreation Advisory Committee
Section I. Definition
The Parks and Recreation Advisory Committee is established to serve on an "as -needed"
basis for the purpose of assisting with special projects that do not require regular
meetings.
Section II. Purpose
The purpose of the Parks and Recreation Advisory Committee shall be to act in an
advisory capacity to staff working on park, recreation, and community service projects by
participating in meetings, supporting research and analysis efforts, and providing input
and recommendations at the direction of the Poway City Council.
Section III. Duties
The Parks and Recreation Advisory Committee shall assist staff with specific projects and
tasks as determined and directed by the Poway City Council. Examples of potential
committee assignments may include:
• Help identify and recommend new programming ideas and opportunities to meet
the needs of the community.
• Review and recommend the best use of joint City/School District facilities.
• Consider and recommend modifications or development of recreation areas,
facilities, programs, and services.
• Assist with periodic inventories of dedicated parkland and open space to ensure
best practices related to adequate recreational acreage and equitable facilities and
amenities.
• Help examine and develop recommendations for service delivery models to reflect
City and industry standards.
Section IV. Membership
The Parks and Recreation Advisory Committee shall consist of five (5) members
appointed by the Mayor with concurrence of the City Council. Each Councilmember shall
offer to the City Council a nomination for appointment to the Committee.
5 of 12 ATTACHMENT A January 15, 2019, Item # 4.3
A. Committee members shall be residents of the City of Poway.
B. Committee members shall each serve a two-year term. Existing Councilmembers
shall submit nominations for membership to the Mayor for confirmation at a regular
City Council meeting.
C. Article XX, Section 3 of the Constitution of the State of California requires that prior
to taking office each member of the Committee must be administered an Oath of
Office. After appointments are made, the City Clerk of the City of Poway will
administer the oath.
D. The City Manager, or such City employee designated by the City Manager, shall
be an ex -officio member of the Committee.
Section V. Termination of Membership
Any member of the Committee may be removed at any time and without cause by a
majority vote of the City Council.
Section VI. Meetings of Members
Committee meetings may be called and facilitated by staff as needed throughout the
duration of a specific task or project. Committee meetings require a majority of the
members in attendance (quorum).
Section VII. Conduct
A. Conflict of Interest
Upon becoming a Committee member, and annually thereafter, each Committee
member shall file a Statement of Economic Interest (FPPC Form 700) with the City
Clerk of the City of Poway in accordance with California Government Code and
the City's Conflict of Interest Code. Additionally, Committee members are required
to refrain from participation in matters where they have a potential conflict of
interest. The Political Reform Act controls financial conflicts of interest of public
officials and advisory boards.
B. Ethics Training
Committee members are required to obtain ethics training as outlined in California
Assembly Bill 1234, Government Code Section 53234, et seq.
C. City's Code of Ethics
The City's Code of Ethics shall be upheld by all Committee members.
D. Sexual Harassment Prevention Training and Education
Committee members are required to obtain sexual harassment prevention training
and education as outlined in California Assembly Bill 1661, Government Code
Section 53237, et seq.
6 of 12 ATTACHMENT A January 15, 2019, Item # `}•3
E. Additional Requirements
Committee members may be required to obtain additional training as assigned by
the City or required by State Government Code.
Section VIII. Compensation
Members of the Parks and Recreation Advisory Committee shall serve without
compensation.
Section VIIII. Amendment of Charter
This charter may be reviewed and amended at any time. Amendments shall become
effective upon approval by the City Council.
Section X. Brown Act Compliance
All meetings of City committees and groups are to be open and public, and all persons
are to be permitted to attend any meeting. Committee members shall comply with the
Ralph M. Brown Act (California Government Code section 54590 et seq.). Specifically,
the Committee shall comply with the following:
A written agenda must be prepared for each regular or special meeting of every legislative
body. The agenda must contain a brief general description of each item of business to
be transacted or discussed at the meeting and must specify the time and location of the
meeting. No action shall be taken on any item not appearing on the posted agenda.
(Sections 54954.2 and 54956)
The agenda must be posted at least 72 hours before a regular meeting and 24 hours
before a special meeting, in a location that is freely accessible to members of the public
and on the City's website. (Sections 54954.2 and 54956)
7 of 12 ATTACHMENT A January 15, 2019, Item #43
Charter City of Poway
Parks and Recreation Advisory Committee
Section I. Definition
The Parks and Recreation Advisory Committee is established to serve on an "as -needed"
basis for the purpose of assisting with special projects that do not require regular
meetings.
Section II. Purpose
The purpose of the Parks and Recreation Advisory Committee shall be to- act in an
advisory capacity to staff working on park, recreation, and community service projects by
participating in meetings supporting research and analysis efforts and providing input
and recommendations at the direction of the Poway City Council
GR the Parks and recreational Reeds of the City 9f o,.,.,.,,, ru��Frks and
Recreation Advis-ery GGmmittee shall provide a means of enGO - . - ity
Section III. Duties
The Parks and Recreation Advisory Committee shall have the followingdutiesassist staff
with specific projects and tasks as determined and directed by the Poway City Council_
Examples of potential committee assignments may include:
• Help identify and recommend new programming ideas and opportunities to meet
the needs of the community.
• Review and recommend the best use of joint City/School District facilities.
• Consider and recommend modifications or development of recreation areas,
facilities, programs, and services.
• Assist with periodic inventories of dedicated parkland and open space to ensure
best practices related to adequate recreational acreage and equitable facilities
and amenities.
• Help examine and develop recommendations for service delivery models to
reflect City and industry standards.
2. ldeRfify aFea6 ef the City where new parks or recreation facilities and progFarRs
may be 'red
Z Review existing n
8 of 12 ATTACHMENT B January 15, 2019, Item # 4.3
Section IVtt. Membership
The Parks and Recreation Advisory Committee shall consist of five (5) members
appointed by the Mayor with concurrence of the City Council. Each Councilmember shall
offer to the City Council a nomination for appointment to the Committee.
A. Committee members shall be residents of the City of Poway.
B. Committee members shall each serve a two-year term. Existing Councilmembers
shall submit nominations for membership to the Mayor for confirmation at a regular
City Council meeting.
re�
C. Article XX, Section 3 of the Constitution of the State of California requires that prior
to taking office each member of the Committee must be administered an Oath of
Office. After appointments are made, the City Clerk of the City of Poway will
administer the oath.
D. The City Manager, or such City employee designated by the City Manager, shall
be an ex -officio member of the Committee.
Department,If a rnern-ber misses mGre thaR three (3) consecutive rneetiRgS of the Committee witho�uf
-
consideredtmoo have FeGigr ed 4FeM theCommittee. In additien, Aany member of the
Committee may be removed at any time and without cause by a majority vote of the City
Council.
Section VI. Meetings of Members
0 . .. . . .......
[
ORION
jffi-�
Special -Committee meetings may be called and facilitated by staff ta;,,=z;,;,e as
needed throughout the duration of a specific task or project.
throe (3) or more members. Committee meetings require a majority of the
members in attendance (quorum). NOtifiGation to the publiG and press must be
m.+rlo 'naGrord-.nno ui th +nnlic. t state Irnuc
Section VII. Gtb'nn / Conflict Of IntorestConduct
A. Conflict of Interest
Upon becoming a Committee member, and annually thereafter, each Committee
member shall file a Statement of Economic Interest (FPPC Form 700) with the City
Clerk of the City of Poway in accordance with California Government Code and
the City's Conflict of Interest Code. Additionally, Committee members are required
to refrain from participation in matters where they have a potential conflict of
interest. The Political Reform Act controls financial conflicts of interest of public
officials and advisory boards.
B. Ethics Training
S+ase Committee members Gan be rc'mb .rsed for expenses they are required to
obtain ethics training as outlined in California Assembly Bill 1234, Government
Code Section 53234, et seq.
C. City's Code of Ethics
The City's Code of Ethics shall be upheld by all Committee members.
D. Sexual Harassment Prevention Training and Education
Committee members are required to obtain sexual harassment prevention training
and education as outlined in California Assembly Bill 1661 Government Code
Section 53237, et seq.
E. Additional Requirements
Committee members may be required to obtain additional training as assigned by
the City or required by State Government Code.
10 of 12 ATTACHMENT B January 15, 2019, Item #w.3
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li'm ION, 161 -0111 -mm -0-11-1611
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Section X4VI11. Compensation
Members of the Parks and Recreation Advisory Committee shall serve without
compensation. HoweveF, members Hall b reimbursed fpr expenses reasonably -and
COU- RGOI.
Section XW1111. Amendment of BylawsCharter
These by4awsThis charter shall be reviewed ^„nn, two „oars ^^ + may be reviewed and
amended at any time at ^^Y regular ^r open al mee+;pa Amendments shall become
effective upon approval by the City Council.
11 of 12 ATTACHMENT B January 15, 2019, Item #4.3
li'm ION, 161 -0111 -mm -0-11-1611
Section X4VI11. Compensation
Members of the Parks and Recreation Advisory Committee shall serve without
compensation. HoweveF, members Hall b reimbursed fpr expenses reasonably -and
COU- RGOI.
Section XW1111. Amendment of BylawsCharter
These by4awsThis charter shall be reviewed ^„nn, two „oars ^^ + may be reviewed and
amended at any time at ^^Y regular ^r open al mee+;pa Amendments shall become
effective upon approval by the City Council.
11 of 12 ATTACHMENT B January 15, 2019, Item #4.3
Section XW. Brown Act Compliance
All meetings of City committees and groups are to be open and public, and all persons
are to be permitted to attend any meeting. Committee members shall comply with the
Ralph M. Brown Act (California Government Code section 54590 et seq.). Specifically,
the Committee shall comply with the following:
Agenda
A written agenda must be prepared for each regular or special meeting of every legislative
body. The agenda must contain a brief general description of each item of business to
be transacted or discussed at the meeting and must specify the time and location of the
meeting. No action shall be taken on any item not appearing on the posted agenda.
(Sections 54954.2 and 54956)
A. PGSt'n Gf the Agenda
The agenda must be posted at least 72 hours before a regular meeting and 24 hours
before a special meeting, in a location that is freely accessible to members of the public
and on the City's website. (Sections 54954.2 and 54956)
12 of 12 ATTACHMENT B January 15, 2019, Item # 4.5