CAC 09 26 1994•
u - a
r
`y OF THE
CULTURAL AFFAIRS COMMISSION
AGENDA
La Quinta Civic Center Study Session Room
78-495 Calle Tampico
La Quinta, CA 92253
September 26, 1994
7:00 P.M.
I. CALL TO ORDER
A. Roll Call
I1. CONFIRMATION OF AGENDA
Corrections, additions, deletions or reorganization of the agenda
III. APPROVAL OF MINUTES
Approval of minutes of August 22, 1994.
IV. ANNOUNCEMENTS
V. PUBLIC COMMENT
The Cultural Affairs Commission reserves the right to limit discussion on
any topic to five minutes or less.
VI. CORRESPONDENCE AND WRITTEN MATERIALS
A. Diversified Exposure to Theater Arts from Commissioner Berliner
B Parlimentary Procedures Handbook
VII. STAFF REPORTS
A. Suggested Philosophy for the Cultural Affairs Commission (Bohlen)
B. Form for Cultural Affairs Work Plan (Bohlen)
C. Short Term and Long Term Goals form for Commission (Bohlen)
D. Cultural Plans from Other Communities (Bohlen)
CACAGN
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VIII. COMMISSION BUSINESS
A. Philosophy of the Cultural Affairs Commission
B. Work Plan Development
C. Confirmation of Officers for September, 1994 to September, 1995
IX. COMMISSION COMMENT
X. COMMISSIONER REPORTS & INFORMATIONAL ITEMS
A. Committee or Professional Affiliation Reports
Art In Public Places
Encore!
LQ Arts Foundation
LQ Arts League
LQ Chamber of Commerce
LQ Friends of the Library
LQ Historical Society Museum
LQ Little Theater
Round Table West
School Site Council Committee
Other
XI. NEXT MEETING DATE, TIME AND TOPIC
October 24, 1994 7:00 PM
La Quinta Civic Center Study Session Room
• Workplan
• Review Cultural Arts Information Received From Other Cities
XII. ADJOURNMENT
CACAGN 2
CITY OF LA QL.JINTA
COMMUNITY SERVICES COMMISSION
HANDBOOK
COMMUNITY SERVICES COMMISSION
baron Kennedy ... ..................................Chairman
Larry Best....... .............................Vice Chairman
Aldine Dickens.. ...............................Commissioner
SusanFrancis.. ................................Commissioner
Nancy Nard... ..................................Commissioner
Betty Jo Se on.................................Commissioner
11 son...................................Commissioner
Thomas P. Genovese .......................Acting City Manager
Clint Bohlen ......................Parks & Recreation Manager
CITY COUNCIL
JohnPena..............................................Mayor
Stan Sniff.....................................Mayor Pro-Tem
Dale Bohnenberger..............................Councilmember
Kristy Franklin................................Councilmember
William Rushworth..............................Councilmember
City of La Quinta
78-105 Calle Estado
La Quinta, CA 92253
(619)564-2246
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k
INTRODUCTION
RELATIONSHIP WITH FELLOW COMMISSION MEMBERS
The association with fellow commission members will undoubtedly be
your most important relationship as you serve on the commission.
Before talking about relationships it may be well to point out a
few facts about commission members. Each of you come from various
backgrounds -educational, occupational, religious, social, economic,
physical, and cultural -and we should be aware that these
differences do exist.
We must also recognize that the reason for serving on the
commission will vary and perhaps some will have a special interest.
Each member will contribute in their own way and is an 'important
part of the decision process. We should not expect every
commission member to give of their time, their talent, their
knowledge to the same degree. Some will give more and others will
give less, but in the end the community will benefit.
Bearing this in mind, the following relationships may serve as a
guideline:.
1. We must always respect the other individual's viewpoint even
though it may be opposite of our own.
2. We must allow the other individual to articulate his or her
views thenattempt to make an objective'levaluation of those
views, to the limit of our ability.
3. Evaluation of our fellow commission member's viewpoint should
be based on what is best for the total community and what is
best for all concerned.
4. There will be times when political action among the commission
is apparent and we must strive to minimize that whenever
possible.
5. We must be open and honest at all times.
6. Each commission member has a responsibility to recognize new
commission members and see that they are made welcome, become
oriented and receive training.
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RELATIONSHIP WITH APPOINTING AUTHORITY
A commission member's relationship with the City Council will vary
from member to member. It may be the commission chairman or staff
person will report to the appointing authority at one of their
regular meetings. Members of the City Council may, from time to
time, visit the commission meetings and may, from time to time,
invite the commission to attend their meeting for direct input.
Individual contacts with the City Council to discuss problems are
neither encouraged nor discouraged. This will have to be handled
on an individual basis. Should a controversy arise within the
commission, counsel and guidance are available from the staff as
well as from the individual council members. However, it would be
inherently unethical for an individual commissioner to attempt to
influence or persuade the appointinq authority to assume a posture
which may be in opposition to the commission as a whole.
Should a split opinion exist on commission action, it may be
appropriate for a majority and minority report to accompany the
recommendation to the appointing authority.
We would expect the individual commission member to recognize the
following items:
1. The commission members are appointed by the City Council.
2. The commission member has an obligation to serve the public
and to represent their viewpoint.
3. The contact with the City Council should always be open and
never used to circumvent the staff or commission.
4. The commission should not knowingly embarass the staff or
the City Council.
5. The commission should render as much assistance as possible
to the City Council and avoid placing them in an untenable
position.
6. The commission should assist the City Council in developing
public trust in the advisory commission system.
7. The commission should be sensitive to agency priorities and
know when to take a stand. There are times when, for the
good of the overall agency, it may require adjustment of
the priority level of a particular project.
8. The commission falls under the restrictions of the Brown Act
whereby decisions and recommendations can only be made at
a duly constituted meeting which is open to the public.
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RELATIONSHIP WITH COMMUNITY SERVICES STAFF
The following commission role, supportive and advisory to staff and
agency objectives, may be used as a guideline:
1. Contacts should be with the agency staff member assigned
to the commission rather than.to other staff people. The
individual commissioner should feel free to make a contact
with the higher level supervision, such as the City Manager,
and/or the City Council providing the assigned staff person
is also notified of this contact.
2. Contacts with staff members should clearly be in the
framework of the commission assignment.
3. It is important for Commissioners to know the City's community
service, human service and recreation facilities. Visitation
kAAj
basis will allow members eQ
to become fully knowledgeable of the programs, park areas,
equipment, services, facility use, etc.
4. Commissioners should not ask for individual reports,
favors, or special consideration.
5. Commissioners should realize the assigned staff person
works with the commission and reports directly to an
agency supervisor. He is limited in scope of authority
to carryout recommendations.
Misunderstandings and problems can develop in the relationship
between the staff and the commission if an enthusiastic member
attempts to take aboard those duties h are not within theC
framework of the commission act o Each commissioner mus
a ert to ne ence between advisory policy -setting and doin
the work.
At times a commissioner may be asked to "do" the work as a
volunteer. It is doubly important that when this occurs the
difference be recognized and be communicated to assure there is no
question about the role on the advisory body and the individual's
volunteer assignment.
INTRA-AGENCY RELATIONSHIPS
The success of the parks and recreation, human services, and
culture and fine arts efforts in our community is directly
proportional to the level of priority it attains in the agency
operation. Governing body and administrative perceptions on the
importance and contribution of human, recreation, and arts services
to the community's quality of life will inevitably influence
decisions on budget, planning, manpower, land use, policies, and
procedures..
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Therefore, the interdependence among agency departments/commissions
.cannot, nor must not, be ignored or taken lightly.
T unit ervices ����I-ve-�rMl
is in a unique position to
prove ationships that can contribute
to an understanding of -and arts services and
their roles in contributing to a better quality of life.
Guidelines include:
1. Know relationship and role of various departments within
agency and in the city or in general.
2. Establish effective lines of communication between agency
commissions to insure liaison with .-then agency departments;
i.e. planning, law, health, environmental, parkway, etc.
3. Be willing to provide leadership for developing and
maintaining a climate for cooperation among various
agency commissions.
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INTERPRETATION
Unless the context of this handbook otherwise requires, words in
the masculine gender shall include the feminine gender and words in
the singular number shall include the plural number, and vice
versa.
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CITY OF LA QUINTA
PHILOSOPHY OF THE COMMUNITY SERVICES
r
DEPA ENT
The Community Services Department recognizes the need to provide
and maintain sufficient and attractive parks, adequate recreation
facilities, and programs to provide equitably and without prejudice
all the people of the City of La Quinta.
Every opportunity shall be afforded within financial limits, to
plan, procure, develop and maintain park and recreation resoures;
and to provide leadership for the wholesome and constructive use of
leisure time; to insure human service needs are fulfilled; and that
art and cultural programs are available.
The provisions of quality community services in the most cost
effective way and without significantly duplicating the efforts of
other agencies will be emphasized at all times. This includes the
development of cooperative agreements with other agencies directly
and in -directly involved with the provision of community services
in the City of La Quinta.
The provision of community services shall be considered a positive
opportunity for people of the City of La Quinta to share with each
other, to develop leadership capacities, to learn skills for
present and future enjoyment, and to emphasize responsibilities to
each other as well as to the community.
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CITY OF LA QUINTA
ROLE OF COMMISSION,
AND STAFF
The s Commission recognizes the desirability to
define the respective roles of the Commission, Manager and Staff,
as well as to distinguish the relationship between each.
The role of the Commission is to provide
guidelines and chart a general course of action, in concept, for
the Community &=eration',,
es Department by formulating and approving the
policies control, improvement and planning of
arts services -within the City of La Quinta.
Pursuant Ordinance 2.18.080 Powers and Duties
The Gennuki `y Sry A-- Commission shall act in an advisory capacity
to the City Council with respect to
location, park site planning and facility design and development,
operation, maintenance and redevelopment of facilities, fiscal
policy recomendations regarding development priorities, grants,
fees and financing mechanisms for furthering the goals of the Park
and Recreation element of the General Plan and the Park and
Recreation Master Plan. The shall
advise the City Council on all matters pertaining to the provision
of a quality program of recreation services and activities for the
community, and such other park and recreation matters as may be
referred to it by the City Council, or brought to its attention by
citizens of the Community.
La . The Commission shall provide
such advice and consultation to other City Commissions and staff as
may be requested of the Commission.
The Parks and Recreation -O appointed by the City Manager,
lends technical support to the Community Service Commission and
serves as staff liaison. The Parks and Recreation Manager is the
administrator who provides the data, information and professional
counsel to the Community Services Commission while serving as
liaison between policy formulation and implementation of same
through administrative procedure.
As delegated by the -- ft `y -ftxm es Commission, the Parks and
Recreation Manager is primarily responsible.for administering the
day-to-day operation and functions of the Parks and Recreation
department within the policies and guidelines as established by the
City Manager, City Council and the Community Services Commission.
It is also the responsibility of the Parks and Recreation Manager
to function as communicator between the Staff,
ss on and the City Manager.
�j
6,4�
The Parks and Recreation ill facilitate the clear, concise
and efficient communication of all direct questions, comments and
requests for information between the Commission,
City Manager and Staff as well as similar ar requests between
individual Commission members and individual Staff.
The Staff of the epartment are those employees
engaged in the programs and/or services that directly meet the
needs of the residents of the City in regard to leisure and
community needs. The staff includes division heads, supervisors,
coordinators and specialists in all areas and aspects of
departmental responsibility.
The primary function of the Staff is to perform under the direction
of, the Parks and Recreation , the various duties and
responsibilities required to provide well-balanced and efficient
-101--e. husartan,— *d arts services for the people of La Quinta.
we,
CITY OF LA QUINTA
COMMUNITY SERVICES COMMISSION
CHAPTER 2.18
I. COMMUNITY SERVICES COMMISSION
Sections:
2.18.030 Created -Defined.
2.18.020 Purpose and objectives.
2.18.030 Members -Appointments -Terms.
2.18.040 Officers -Selection.
2.18.050 Committees.
2.18.060 Meetings.
2.18.070 Removal from office.
2.18.080 Powers and duties.
2.18.090 Staffing.
2.18.010 Created -Defined.
The community services commission is created and established.
The term "commission" as used in this chapter, shall refer to the
community services commission.
2.18.020 Purpose and objectives.
The general purpose of the commission is to encourage the
development of a planned and orderly approach to the delivery of
leisure services in the city. Objectives of the commission are as
follows:
A. To serve in an advisory capacity to the city council to
identify community needs for social services, to plan for the
coordinated delivery of such service to citizens in need through
both private and public resources so as to avoid duplication and
conflict of effort, and to evaluate the effectiveness of services
provided;
B. To serve in an advisory capacity to the city council on all
matters pertaining to public recreation, including the management,
conduct, care and development of the parks and playgrounds in the
city, and in general to study the needs of the city and the means
of meeting such needs in connection with all matters pertaining to
public recreation and other entertainment; and
C. To serve in an advisory capacity to the city council to
encourage a sense of appreciation and community pride for the
citizens of the city by making accessible cultural events and
experiences which celebrate the shared heritage of the community
and its residents.
2.18.030 Members -Appointments -Terms
A. The commission shall consist of seven members appointed by the
city council.
B. The terms of office of members of the commission shall be
overlapping. Each member of the commission shall hold office for
a term of three years, or until such time as a successor is
appointed.
C. All terms of office shall commence on July 1st of the year of
appointment. Vacancies in the office of a member shall be filled
for the unexpired term in the same manner in which regular
appointments are otherwise made.
D. Insofar as possible, the membership shall reflect the racial,
ethnic, economic and sexual composition of the community. Every
effort will be made to ensure that a wide cross-section of social,
leisure and artistic, services, interest, and viewpoints, including
providers, recipients and professionally related occupations are
represented.
E. No commissioner shall serve more than two consecutive terms.
F. Commission members shall serve at the pleasure of the city
council with compensation.
2.18.040 Officers -Selection.
A. The chairman of the commission shall be elected by a majority
vote of commission members in September of each year. A vice
chairman to serve in the absence of the chairman shall likewise be
elected.
B. The chairman shall preside at all meetings and provide for
periodic reports to the city council on all recommendations of the
commission.
2.18.050 Committees.
A. The commission shall organize itself into three committees
composed of two or three members each. Each committee. shall be
assigned one of the following areas of responsiblity.
1. Human services;
2. Parks and recreation;
3. Culture and fine arts.
B. The commission or committees may, from time to time, establish
subcommittees composed of citizens and/or interested people charged
with the responsibility of implementing certain designated projects
subject to commission and city council approval. At least one
member of the commission shall also be a member of each
subcommittee.
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2.18.060 Meetings.
A. The commission shall meet regularly twice on the date selected
by the commission. Special meetings of the commission may be
called by the chairman or a majority of the commission in
accordance with state law.
B. A majority of appointed commissioners shall constitute a quorum
for the transaction of business.
C. All meetings shall be open to the public.
2.18.070 Removal from office.
Any of the commission members may be removed at any time by
the city.council. If a member of the commission does not attend
three regular consecutive meetings, unless excused by a majority
vote of the commission, his/her membership shall automatically be
terminated, and his/her successor shall be appointed by the.city
council to serve the unexpired term.
2.18.080 Powers and duties.
A. The powers and duties of the human services committee
shall be as follows:
1. Advise the commission as to the most effective means of
allocating available resource for human service, and establish
standards for the evaluation of proposals for funding;
2. Promote interagency and intergroup coordination in the
development and delivery of human services, to avoid duplication
and conflict of effort;
3. Cooperate with governmental and nongovernmental agencies and
organizations having like or kindred functions, to assure the most
effective and efficient delivery of such services;
4. Review and study problems and needs of social service programs
and develop effective support and delivery systems needed to secure
additional resources, either through private channels or through
the city or other instrumentalities of government;
5. Inform the commission of disparities and inequities which exist
in the social service delivery system of federal, state and county
government, to ensure that citizens of the city receive equitable
treatment in the delivery of such service;
6. Hold hearings and take testimony of any person relating to any
matter under investigation or in question before the commission;
7. Make recommendations which will help to develop a sense of
community among those concerned with human service efforts in the
city, and to create awareness and cooperation between the city and
those groups doing human service work in the area;
8. Make and issue written or oral reports respecting studies,
research, investigations and other activities, and make information
available to other commissions and staff as required;
9. Recommend to the commission legislation or other remedial steps
which the committee finds to be necessary and desirable.
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B. The powers and duties of the parks and recreation committee
shall be as follows;
1. To promote and stimulate public interest in a recreation
program, and to that end solicit to the fullest possible extent the
cooperation of special authorities and other public and private
agencies interested therein;
2. To study present and future needs of the city with regard to
recreation and park facilities, programs and events;
3. To recommend to the commission rules and regulations concerning
the use of recreational areas and facilities;
4. To encourage recreational programs, including, but not limited
to, intramural sports, lectures, concerts community affairs,
exhibits, child care center and others;
5. To investigate and provide written or oral reports to the
commission on various questions concerning recreational aspects of
the city.
C. The powers and duties of the cultural and fine arts committee
shall be as follows;
1. To recommend ways to maintain and increase the artistic and
cultural resources of the city;
2. To propose methods to encourage private initiative in the
fields of art and culture;
3. To consult with public and private groups, schools, the city,
and state or federal, cultural and art commissions interested in,
or having knowledge or experience in the field of art and culture
of the city;
4. To develop methods by which to coordinate existing resources
and facilities, and to foster artistic and cultural endeavors, and
the use of the arts both locally and outside of the city to promote
the best interests of the city;
5. To conduct studies and provide written or oral reports with the
view to formulating methods or ways by which creative activity and
high standards and increased opportunities in the arts and culture
may be encouraged and promoted in the best interests of the city's
artistic and cultural progress and the greater appreciation and
enjoyment of the arts and culture by the citizens of the city, and
how such can be encouraged and developed; .
6. To recommend the allocation of funds donated by outside
organizations for cultural activities and advise upon the physical
development of projects;
7. To recommend on the use of various facilities as the city
council shall designate; and
8. To perform such other related duties and functions as the
commission may from time to time direct.
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2.18.090 Staffing.
A. All departments of the city, through the office of the city
manager, shall furnish appropriate existing public information,
data and records, and provide technical assistance and advice as
required, within reason, as an aid to the commission and its
committees in the performance of designated duties.
B. The city manager shall, within reason or budgetary constraints
provide or cause to be provided adequate staff, clerical help, and
maintain files and records for the commission.
C. The city council shall annually review the progress of the
commission.
II. DUTIES OF OFFICERS AND STAFF
A. Chairman - The chairman shall preside at all meetings of the
Commission and shall appoint all Committees and shall perform all
other duties necessary, customary or incidental to the office.
B. Vice -Chairman - The Vice -Chairman in the Chairman's absence or
inability to act, shall take the place and perform all duties of
the Chairman. In the event of absence or inability to act by both
the Chairman and Vice -Chairman, the remaining members of the
Commission shall elect one of their members to act as temporary
Chairman.
C. Secretary - The Park and Recreations Manager, or his designees,
shall act as secretary to the Community Services Commission and
shall be the custodian of its records, conduct official
correspondence, and coordinate the clerical, and technical work of
the Community Services Commission in administering this chapter.
In addition, the Manager shall provide technical advice to the
Commission and shall assist the Commission in the discharge of
their responsibilities.
D. Manager - The Manager shall have complete administrative
authority over the Parks and Recreation Department and shall be
responsible to the City Manager for the efficient operation of the
system.in all its division, as designated in the job description.
The Parks and Recreation Manager shall serve as advisory to the
Community Services Commission .on matters of park and recreation and community services policy formation and shall be subject to the
policies and direction of the City Council and City Manager.
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III. Meetings
A. Regular Meetings - Regular meetings of the .Commission shall be
open to the public and shall be held on the second and fourth
Monday, of each month at 7:00 p.m. in the Council Chambers of the
City. If the regular meeting day falls on a legal holiday, the
Commission or the Secretary may fix another day thereafter. Any
regular meeting of the Commission may be adjourned to another place
and time certain within the City.
B. Special Meetings - Special meetings and study sessions shall be
open to the public and shall be held at such time and place as the
Commission may detemrine or they may be called by the chairman or
majority of the members of the Commission upon 24 hours notice
pursuant to the State of California law. The secretary shall be
responsible for giving any necessary notice of such special
meetings as prescribe by law.
C. The Brown Act - The Ralph M. Brown Act is an extremely
important law which requires that all meetings of legislative
bodies of local agencies be open and public. "Legislative Body"
includes the City Council, the Planning Commission, the Design
Review Board, the Community Services Commission, and any other
avisory body created by formal action of the City Council.
A "meeting" takes place whenever a quorum is present and official
business is conducted. The Brown Act makes punishable as a
misdemeanor the attendance by a member of a legislative body at
meeting where action is taken in violation of the Act. "Action
taken" means a collective decision, commitment or promise by a
majority of the members of the legislative body, or an actual vote
by a majority of the members when sitting as a legislative body
upon a motion, proposal, resolution, ordinance or minute order.
Although the City of La Quinta does not schedule them, study
sessions or pre -meeting briefing sessions of the City Council are
also subject to the requirements of the Brown Act.
Excluded from the public meeting requirement are discussions
between the City Council and City Attorney relating to employer -
employee relations or pending, proposed, or anticipated litigation
where open discussion would benefit the City's adversary to the
detriment of the public.
IV. Agenda for Meetings
A. Provisions should be made for the preparation of agendas.
Copies of the prepared agenda should be made available to memebrs
of the public attending the regular Commission meeting by placing
some near the entrance of the place of the meeting. No matter
other than those on the agenda can be acted upon by the Commission,
absent, urgent or emergency action taken in compliance with
Government Code.
16
B. A copy of the agenda for every regular meeting of the
Commission shall be posted in compliance with Government Code and
provided to each member no later than 72 hours prior to the date of
the meeting at which such agenda is to be considered.
C. Meeting agendas are to be mailed to the Commission on the
Thursday proceeding" the Monday Commission meeting. Items on the
agenda are usually identified as topics for discussion at the
previous public Community Services Commission meeting or other
items identified as issues for discussion by staff or Commission
members.
D. Items identified using the procedure above will be noted as
agenda items.
E. Agenda items will be discussed in public unless a majority of
Commission members vote to postpone discussion. This vote will be
taken by the chair. upon request of a single Commission member
and/or staff.
V. Order of Business.
A. The order of business at any regular meeting shall be as
follows:
A. Meeting called to Order
Pledge of Allegiance
Roll call
B. Approval of Minutes
C. Communication from the Public
D. Commission Business
E. Manager.'s Report
F. Old Business
G. Announcements
H. Identification of Items for Future Meetings
I. Adjournment
VI. Quorum
A. A quorum shall be four members present.
VII. Voting
A. Every official act taken by the Commission shall be
adopted by a majority of the Commission or quorum present.
B. A roll call vote shall be taken upon the passage of all
resolutions or upon request of any Commission member.
VI I I . Time Limit
A. No matter shall be commenced after 9:00 p.m. except by
majority vote of the Commissioners present.
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IX. Rules of Order for Conduct of Proceedings
A. The Chairman of the Commission shall be the presiding
officer and shall assume all duties as such immediately following
election. The Chairman shall preserve strict order and decorum at
all meetings of the Commission, state questions coming before the
Commission, announce its decisions on all subjects and decide all
questions of order; subject, however, to an appeal to the
Commission as a whole in which event a majority vote of the
Commission member shall govern and conclusively determine such
questions of order. The Chairman shall vote on all questions.
B. In the absence of the Chairman, the Vice -Chairman shall
call the Commission to order. In the absence of the Chairman and
Vice -Chairman the Secretary of the Commission shall call the
commission to order, whereupon a temporary Chairman shall be
elected by the Commissioners present. Upon arrival for the
Chairman or Vice -Chairman, the temporary Chairman shall relinquish
the chair at the conclusion of the item before the Commission.
X. Preparation of Minutes
A. The minutes of the Commission shall be kept by the
Secretary of the Commission and shall be neatly typewritten in a
book kept for that purpose, with a record of each particular type
of business transaction set off in paragraphs, with proper
subheads; provided, that the Secretary of the Commission shall be
required to record any remarks of Commissioner or of any other
person, except at special request of a Commissioner; provided,
further that a record shall be made of the names and addresses of
persons addressing the Commission, the title of the subject matter
to which the remarks are related, and whether they spoke in support
of or in opposition to such matter.
B. As soon as possible after each Commission meeting, the
Secretary of the Commission shall cause a copy of the minutes
thereof to be forwarded to each Commissioner, the City Manager, the
City Council, the City Attorney and the department heads.
XI. Approval of Minutes
A. Unless the reading .of the minutes of the Commission
meeting is requested by a Commissioner and approved by a majority
vote, such minutes may be approved without reading if the Secretary
of the Commission previously has furnished each Commissioner with
a copy thereof. Nothing may be added to the minutes, except that
they may be amended by a majority vote of the Commission members to
reflect correctly the business of the Commission at such meeting.
is
XII. Rules of Debate
A. Presiding officer -may debate and vote. The presiding
officer may move, second and debate from the chair, subject only to
such limitation of debate as are by these rules imposed on all
commissioners, and shall not be deprived of any of the rights and
privileges of a Commissioner by reason of acting as the presiding
office.
B. Getting the floor; improper references to- be avoided.
Every Commissioner desiring to speak shall address the Chair, and
upon recognition by the presiding officer, shall confine himself to
the question under debate.
C. Interruptions. A Commissioner, once recognized, shall
not be interrupted when speaking unless it is to call to order or
as herein otherwise provided. If a Commissioner, while speaking,
is called to order, the Commissioner shall cease speaking until the
question of order is determined, and if in order, shall be
permitted to proceed.
D. Disqualifications and abstention. No Commissioner shall
be permitted to disqualify or abstain from voting unless reason for
such disqualification is stated. Disqualifications and abstentions
shall not be counted by the Secretary of the Commission except as
such.
E. Silence constitutes affirmative vote. Unless a
Commissioner states a reason for not voting.. silence shall be
recorded as an affirmative vote.
F. Rules of Order. Except as otherwise provided in this
Resolution, the latest edition of "Robert's Rules of Order,
Revised" shall govern the conduct of the meetings of the
Commission. However, no resolution, proceeding or other action of
the Commission shall be invalidated, or the legality thereof
otherwise affected, by the failure or ommision to observe or follow
such rules.
It is the responsibility of the Chair to control public debate so
that repetitive or irrelevant remarks are not made so that everyone
has had a chance to speak before others speak for a second time and
so as to expedite the business at hand. No person shall speak more
than twice during the same meeting to the same question, nor longer
than five(5)mintues at one time, without leave of the Chairman or
Commissioner presiding at the meeting.
Whenever any group of persons wishes to address the Commission on
the same subject matter, it shall be proper for the presiding
officer to request that a spokesman be chosen by the group to
address the Commission, and in case additional matters are to be
presented at the time by any other member of said group, to limit
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the number of persons addressing the Commission to avoid
unnecessary repetitions.
XIII. Decorum
A. By Commission Members. While the Commission is in
session, the members shall preserve order and decorum. Courtesy
and respect for others opinion shall always be maintained. In
addition, Commissions represent all the people of the City and
shall avoid partisanship based on the special interest.
B. By other persons. Any person, while in attendance at any
Commission meeting, shall preserve order and decorum and any person
shall neither by conversation or otherwise delay or interrupt the
Commission proceedings or the peace of the Commission. No person
shall disturb any Commission member while speaking or refuse to
obey the orders of the Commission or the presiding officer.
XIV. Motion to Adjourn
A. A motion to adjourn shall always be in order, and shall be
decided without debate.
XV. Community Services Commission Policies
A. Publicity. The Secretary shall release all offficial
information or stories to the press at the approval of the City
Manager. Copies of all publicity items shall be distributed to the
Commission for their review and information.
B. Attendance. Each Commission member shall attend every
regular or special meeting unless unavailable with prior notice
being provided to the Chairman of the Commission or the Secretary.
The Commission may excuse members if prior notice is given to the
Chairman and/or Secretary. In such an instance, the absence of a
Commission member shall be recorded in the minutes and be
classified as being excused if prior notice has been given.
Special meetings called in the absence of a Commissioner, whether
said absence is excused or unexcused, shall not be counted against
said Commissioner.
C. Conflict of Interest. Any Commissioner who has had a
direct or indirect financial interest in any matter before the
Commission shall publicly disclose for the official record the
nature of such interest and such Commissioner shall not participate
.in any discussion on the matter nor vote thereon.
D. Additional Policies. Additional policies are as filed in
office of the Park and Recreation Department.
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XVI. Amendments
These rules and regulations may be amended by the Commission at any
regular meeting by an affirmative vote of the member of the
Commission or at any special meeting provided that the proposed
amendment is included in a written notice of such a meeting.
XVII. PUBLIC HEARING PROCESS
• Staff Presentation
• Staff Recommendation
• Commission Asks Questions of Staff
• Applicant Presentation
• Commission Asks Questions of Applicant
• Public Testimony is Taken
• Staff Respond to Public Testimony
• Discussion and Decision
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