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Item 13 - Revision to Committee Charters Regarding Attendance AGEIVDA REPORT ��� ��� oF ,� G �9 p CITY OF POWAY This report is included on the Consent Calendar. There will be no separate discussion of the � report prior to approval by the City Council unless members of the Council, staff or public �F� �«.,,,,,,,. „w �-cQ-Y request it to be removed from the Consent Calendar and discussed separately. If you W15h t0 �IN THE GOV have this report pulled for discussion, please fill out a slip indicating the report number � , and give it to the City Clerk prior to the beginning of the City Council meetinq. * �1c *� * �k 91r �Ir i�e * * * * * * ir �Ic * ok �Ilr * �k ik * * * �Ie �k * ik �k * dk * �Ir �Ic Fr �k �k it �Ic T0: Honorable Mayor and M�inbers of the City Council FRC1�I: J�s L. Bawers�, City IlQITIATED BY: Marjorie K. Wahlsten, City Clerk � DATE: August 5, 1986 � SUBJF��CT: Revision to Ca[mittee Charters Regarding Attendance B�IC�JDID On July 8, 1986, the City Council directed staff to revise the charters of the Parks and Recreation, Bwdget Review, and Floodplain Aclvisory Ccamittees to make their attendance provisions consistent with the Redevelo�xrtient Advisory Ccmnittee which states, "If any me�nber misses n�re than three (3) consecutive meetings of the Cccrmittee, without prior authorization fran the Mayor/Redevelo�urtient Chairperson, such m�mber shall be considered to have resigned from-�the Car�nittee. In addition, any m�nber of the CaYmittee may be reimved at any time and without cause by a majority vote of the City Council/Redevelo�ent P�ency." The Floodplain Advisory Catmittee is d�een�d concluded with the acceptance of their final report. �'hat report is elsewhere on this agenda. The Parks� and Recreation Camtittee charter is adapted by Resolution. Attached is a new Resolution adopting the revised charter and rescinding Resolutions No. 101 and 279. - The Budget Review Ccrnnittee's charter was adopted by motion. 7.b be consistent, attached is a resolution adopting the revised charter. ACTION: �P��• Resoiution rro. 86-083 ' P�'� �.Recreation Committee. � Resolution No. 86-084 - Budget Review Conunittee. - � ��-� . Mar�or•e x. Wahlsten, City Clerk AUG 5 1986 I T E M 13 � 1 of 10 � � • Agenda R�ort - Revised Charters August 5, 1986 Page 2 RF](:�IDATIOIN � It is recamn�nded that the City Council adopt the attached resolutions entitled: 1) "A Resolution of the City Council of the City of Pc�way, California, Adopting a Revised Charter for the Parks and Recreation Camuttee, and Rescinding Resolutions No. 101 and 279"; a�l 2) "A Resolution of the City Council of the City of Paaay, California, Adapting a Revised Gharter for the Budget Review Car[nittee." JLB:MKW:ml AttaCl�nents: 1) Proposed Resolutions 2) Revised Charters AUG 5 1986 ITEM 13 2 of lo i � i RESOLLFI'ION N0. 86- A RESOLUI'ION OF' � CITY COUNCIL QF TFIE CITY OF P(7WAY, CALIFOI2NIA, , ADOPTING A REVIS� CHARTER FOR THE PARKS Al�ID R�7CREA2'ION C�NA�TrEE Al�ID RE.SCIl�IDING RFSOLUTIONS 101 Al�ID 279 L�, on February 17, 1981, the City Council appointed five citizens to serve as a Parks and Recreation Crn�mittee; and W�, by Resolution No. 101, this CamLi.ttee was formally established and a charter adapted; and V�[tE�S, by Resolution No. 279, this charter was amend�d; and W�, it is again desirable to revise the charter for this Ca�nnittee, more garticularly Section V, Tennination of Manbership. NOW, T�ORE, BE IT RESOLVED, by the City Council of the City of Paway, as follaws: 1. �e Parks and Recreation Cccrmittee shall continue to function as a Ccntnittee of the City of Paway. 2. A Charter, attached as Exhibit "A" is adapted. 3. Resolutions 101 and 279 are hereby rescinded. PASSID, ADOPTID Al�ID APPROVID, by the City Council of the City of Pvway, California, at a regular meeting ther�f this 5th day of August, 1986. Carl R. Kruse, Mayor AZ'I'EST: Marjorie K. Wahlsten, City Clerk iZ/R�evisel l AUG 5 1986 ITEM 13 3 of 10 i � � Cl't'Y � PC�Y PAiZRS ADID RE7�RFATIO�i (7CN�IITI�E Section I. se The purpose of the Parks and Recreation Camnittee shall be to advise the City Council on the Parks and Recreational needs of the City of Paway. Further the Parks and Recreation Cc�nittee shall provide a means of encouraging ccrmninity involv�ent as it pertains to park develop�nt and recreational prograim�i.ng. Section II. Duties The Park and Recreation Camnittee shall have the follawing duties as cletermined by the Poway City Council: 1. Sulamit re�omnendations for Parks and Recreation matters praposed for consideration by the City Council. 2. Identify areas of the City where new parks or recreation facilities and programs may be re�quired. 3. R�view e�cisting programs. 4. Review existing facilities and recamtiend future park improve- ments. 5. Reccnmend priorities for park and recreation facilities and programs for budget consideration. 6. Iclentify sources of funding for facility and program improve- ment. 7. Eazcourage citizen involv�n�nt. � 8. Undertake special projects as clesired by the City Council. Section III. ManbP_rship A. The Parks and Recreation CaYmittee shall consist of five (5) members appointed by the Mayor with the concurance of the City Cauncil. Each Councilme�nb�s shall offer to the City Cauncil for consideration, one nanination for appointment to the CaYmittee. Adapted by Resolution No. 86- _ AUG 5 1986 ITEM 13 4 of 10 1 � � PARKS & R�CREATION Page 2 B. CaYmittee m�nbers shall be residents of the City of Pcyway. C. 'I'he term of �nbership shall correspond to the term of the Councilmember who nani.nated the CcYmlittee irnmber. D. � City Manager or his designee shall be an ex-officio member of the Camnittee. Section IV. Voting Each Carmittee m�nber shall be entitled to one vote. Approval of any matter requires an affirmative vote frccn the majority of the membe.rs present provided a quortnn of three are present and voting. Section V. '�ermination of M�nbership If a m�nb�.r misses nx�re than three (3) consecutive m�etings of the Cam�ittee, without prior authorization fran the Mayor, such member shall be considered to have resigned fran the Camiittee. In addi- tion, any m�nber of the CaYmittee may be r�rioved at any time and without cause by a majority vote of the City Council. Section VI. M�etings of Msnbers A. Regular irnetings of the Camli.ttee shall be scheduled at least monthly, with the exception af the rronth imnediately following the election of City Council M�nb�rs, at a ti.m� and place agreed to by the Ca►mittee and convenient for the public in order to encourage cannunity involv�nt. B. S�ecial meetings may be called at any time by the Chairperson or three or m�re me�nbers, provided haw�ver that notification � to the public and press is made in accordance with applicable State Laws. Section VII. Financial Disclosure In accordance with the State of California Government Code, the Parks and Recreation Ccnmittee as designated �nployees shall be required to file appropriate statem�nts of econanic interest. P,dopted by Resolution No. 86- ' AUG 5 1986 I T E M 13 5 of 10 � � � PARK5 & R�CREATION Page 3 Section VIII. Officers , A. The Officers of the Ca�nittee shall be Chairperson and Vice Chairperson. The City Manager or his designee, as an ex- officio m�nber of the ccmnitt�ee shall serve as Secretary to the Cannittee. Other officers may be appointed as necessary to carry out the w�ork of the CaYmittee. B. The officers shall be chosen annu,al.ly by the Caarmmittee and shall serve for a term of one year, provided that any officer may be re-elected to succeed hin�/herself for one additional term only. C. �e term of office shall run fran the meeting imnediately following the election of City Council Manbers and expire approximately one year later at the last meeting before the second Tuesday in April of each year. Section IX. Duties of Officers A. Duties of the Chairperson 2"he Chairperson shall preside at all meetings of the Camuttee and provide instructions to all ad-hoc Canmi.ttee chairman and will attend appropriate meetings of the City Cauncil. In his/her absence the Vice Chairperson wi.11 attend and make appropriate reports to the Ca�mittee at their next . regular meeting. B. Duties of the Vice Chairperson In the absence or disqualification of the Chairperson, the Vice Chairperson shall assiune all the duties and respon- sibilities of the Chairperson. C. Duties of the Secretary The Secretary shall keep or cause to keep a book of mi.nutes af all meetings of the CaYmittee. The Secretary shall pre- pare agendas and shall give notice of regular and special meetings of the Carmi.ttee. Section X. Ad-hoc Cco�nittees The Cumuttee may create such ad-hoc caYmittees as the business of the Camuttee may require, each of which shall exist for such period and have such authority and perform such duties as the Cannittee may fran time to time determine. �o�pted by Resolution No. 86- AUG 5 1986 ITEM 13 6 of 10 . � � PARKS & R�EATION Page 4 Section XI. C�nsation Msnbers of the Paway Parks and Recreation Canmittee shall serve without compensation. Ha�aever, members shall be reimbursed for expenses incurred in carrying out the duties of the CaYmittee as approved by the City Council. Section �I. Amendment of By-Laws These by-laws shall be reviewed every tw� years and may be amended at any tim� at any regular or special meeting. Amenchrents shall becane effective upon approval by the City Coi�ncil. �ted by Resolution No. 86- AUG 5 1986 I T E M 13 7 of l0 . . • RESOLUTION N0. 86- A RESOLUTION OF THE CITY COUNCIL OF THE CITY QF POWAY, CALI�'ORNIA, ADOPTING A RE�TISID CHARTER F'OR TfIE BUDGET RE�TIEW CQNA�CTI'EE W�'�AS, the City Council has utilized a Bu�dget Review Carnuttee each year to review the proposed budget and report to Council; and W��AS, the Charter for this Ccnmittee was approved by minute action on P,pril 6, 1982; and WHEREAS, it is d�sirable to azn�nd the Charter at this time, more particularly Section V, �ernu.nation of N1�nbership. NdW, T�'ORE, BE IT RESOLVED, by the City Council that the revised Charter, attached as �hibit "A" is acbpted. PASS�, ADOPTID Al�ID APPRUJED, by the City Council of the City of Paway, California, at a regular meeting thereof this 5th day of August, 1986. Carl R. Kruse, Mayor ATI'FST: Marjorie K. .Wahlsten, City Clerk FZ/Revise2 _ AUG 5 1986 ITEM 13 � 8 of 10 � � GI'I'Y QF PC�Y BUDGEI' REVIE4�7 �IIT� Section I se , The purpose of the Budget Review Cannittee shall be to review the annual operating and Capital Improv�nent Budget as proposed by the City Manager, and report its findings to the City Council. Section II Duties The Budget Review Carsni.ttee shall have the follawing duties as c7�termined by the Paway City Council: 1. With the assistance of staff, review the budget as prepared by the City Manager. 2. As appropriate, suggest means of improving the format of the budget in order that it be easily read and comprehended. 3. Review terminology used within the budget such that it may be easily understood by all interested readers. 4. Stiiggest areas that the City Council may wish to establish specific policies pertaining to either revenues or expen- ditures. 5. Review the budget activity gaals and objectives as w�ll as the activity w�orkload statistics. 6. Prepare final written report to be presented to the City Council prior to the public hearings regarding the budget. � Section III Nianbership The Budget CamLi.ttee shall consist of f ive (5) m�mbers appointed by the Mayor with the concurrence of the City Council. Each Cauncil�nber shall offer to the City Council for consideration, one rianination for appoint�ent to the Camtittee. 1. Camnittee mr�nbers shall be residents of the City of Paway. 2. The term of m�nbership shall conclwde with the adaption of the budget report by the City Council. 3. 'i#ie City Manager or his c�esignee shall be an ex officio member of the camnittee. Adopted by Resolution No. 86- AUG 5 1986 I T E M 13 9 of 10 � �� -2- Section IV Voting Each canni.ttee m�nber shall be entitled to one vote. Approval of any matter requires an affirmative vote fran the majority of the m�mbership of the careni.ttee (three (3) votes). Section V Termination of N1�snbership If a manber mi.sses more than three (3) consecutive meetings of the Car�nittee, without prior authorization frcm the Mayor, such member shall be considered to have resigned frcm the Camnittee. In addition, any m�nber of the Ccmmittee may be r�mov�l at any tirne and without cause by a majority vote of the City Council. Section VI Meetings of M�nb�rs 1. Rer�ular meetings of the camnittee shall be sch�luled at a ti.me and place agreed to by the camnittee which will facili- tate the attendance and input of the public. 2. Special meetings may be called at any time by the chairperson ar three (3) or irore members. Section VII Officers The officers of the caYmittee shall be chairperson and vice chair- person. The City Manager or his clesignee, as an ex officio member . of the camiittee shall serve as secreta.ry to the camnittee. Section VIII Duties of Officers 1. Duties of the Chairperson The Chairperson shall preside at all meetings of the coYmnittee. 2. Duties of the Vice Chairperson In the absence or disqualification of the Chairperson, the Vice Chairperson shall asstmie all the duties and responsibil- ities of the Chairperson. 3. Duties of the Secretary The Secretary shall k,eep or cause to be kept, a book af minutes of all meetings of the camnittee. The Secretary shall prepare agendas and shall give notice of regul.ar and special maetings of the camnittee. Section IX Ca�ensation Nianbers of the Budget Review Carmittee shall serve without �en- sation. However, m�nbers shall be reimbursed for expenses incurred in carrying out the duties of the cannittee as approved ' by the City Cauncil. �*ed by Resolution 1�10. 86- AUG 5 1986 1 T E M 13 10 of 10 .